Frequently Asked Questions

General

How many users can I have?
Technically you can have as many users as necessary, but the number of staff and faculty users you need will affect your monthly OnDemand subscription price. All parent and student logins used for the parent portal are included in your subscription.
Can multiple people be logged in at the same time?
Absolutely. HeadMaster OnDemand is designed to support multiple simultaneous users. Concurrent logins are also not an issue for the parent portal or mobile app.
Do you provide software support?
Yes. HeadMaster OnDemand clients are automatically enrolled in the Preferred Client Program—a support and maintenance program that offers quick issue resolution by our experienced and courteous support team. Included in the program is: individualized case history tracking, unlimited toll-free phone support, 24/7 access to the online knowledgebase, live chat, email support, and self-service support ticket entry. More support options are available for additional fees.
Do we need to backup our data?
No. It's not necessary. You are welcome to back up anything on your own, but our team performs daily, weekly, and monthly backups as part of your service. We protect your data and keep all backups for 30 days.
What internet connection speed is required?
HeadMaster OnDemand does not require a lot of bandwidth, but you’re best option is to use a high-speed internet connection. Even a modest broadband speed (6 Mbps) should be able to support up to 200 simultaneous users.
What training options do you offer your clients?
Even though HeadMaster is designed to be intuitive, we do offer a few different training options with certified trainers. First, we offer convenient one-on-one training via hourly desktop streaming sessions. Secondly, clients can take advantage of on-site training where our staff develops a customized implementation plan and training program to fit your needs. Lastly, we host an annual client conference where clients from all over the country converge to take classes, learn from each other, and connect with our team.

Conversion

Can my current data be converted to HeadMaster OnDemand?
Most likely, yes. We have experience helping clients convert to HeadMaster from many of the industry’s recognized names. Basically, if you can export your data as a csv file, we can put it into HeadMaster. Our data services team will help you figure that out. We typically can convert data in about 7-10 days on average.
How much does Data Conversion cost?
Cost is determined by the complexity, and we split complexity into two levels. Level 1 conversion is free as part of your HeadMaster OnDemand subscription, and it covers most of our client’s information. Level 2 conversion involves transcripts and permanent records, and the costs are reasonable but vary.
What fields are converted with Level 1?
Level 1 conversion data includes loads of information like names, addresses, phone numbers, email addresses, student notes, emergency contacts, staff, and much much more. View the really long list of fields we convert for free.
How do I schedule a Data Conversion date?
During the on-boarding process, your sales consultant will be able to arrange data conversion for you, but feel free to contact our team directly any time. Simply send an email to data@acstechnologies.com.
Do we have to do our own data backups?
No. You are welcome to back up anything on your own, but our team performs daily, weekly, and monthly backups as part of your service. We protect it and keep all backups for 30 days.
What kind of training options do you offer your clients?
Even though HeadMaster is designed to be intuitive, we do offer a few different training options with certified trainers. First, we offer convenient one-on-one training via hourly desktop streaming sessions. Secondly, clients can take advantage of on-site training where our staff develops a customized implementation plan and training program to fit your needs. Lastly, we host an annual client conference where clients from all over the country converge to take classes, learn from each other, and connect with our team.
Do you provide software support?
Yes. HeadMaster OnDemand clients are automatically enrolled in the Preferred Client Program—a support and maintenance program that offers quick issue resolution by our experienced and courteous support team. Included in the program is: individualized case history tracking, unlimited toll-free phone support, 24/7 access to the online knowledgebase, live chat, email support, and self-service support ticket entry. More support options are available for additional fees.

Timeline

How long will it take to get up and running?
It typically takes between 3-6 weeks to get your staff to a point where HeadMaster can start becoming part of their daily routine. Whether or not you include data conversion and/or training will impact which end of the timeline is more realistic.
How soon after purchase can I log into HeadMaster?
During the first week after purchase, we set up your instance of HeadMaster in the cloud, and although you can log in as soon as it is set up, your initial tasks will be to customize it to fit your processes. (We offer training to help with that, too.)
How long does it take to convert my data?
An average Level 1 data conversion can take up to 7-10 business days. The size of your database plays a part in the timeline, but it’s the number of different fields you track that impacts the complexity most. However, we have years of experience converting data, so we feel confident we can make it an efficient process.
When is the best time to launch HeadMaster?
Technically you can launch HeadMaster any time of the year, but it may be more practical to time your launch around long school breaks, new school years, or transitions in grading periods. We have various implementation plans to help you launch whenever you prefer.
When is the best time to launch the parent/student portal?
Again, technically you can invite parents to log in at your discretion, but most clients wait to announce the parent portal until after their staff has had some time using HeadMaster. Clients utilize the initial grading period to develop habits for updating information, and then roll out parent/student logins during the following grading period.
How long does training take?
We offer as much per hour (i.e. desktop streaming for individuals) or per day (i.e. on-site for teams) training sessions as you would like to schedule. We also provide a online training video library for self-paced instruction. You can typically get your training done in about a week, depending on staff size and training format.

Plans

Headmaster ONE Headmaster School Headmaster Childcare

Student Information

Staff and Teacher Logins
Managed Application Hosting
Anywhere, Cloud-based Access
Student Database
Family Contact Information
Immunization Records
Activity Tracking
Attendance History
Student Check-in System
Student ID cards
Lunch Program Management
Automated Year-end Promotion
Customizable Reports

Parent/Student Login

Teacher Communication
School Calendar Reminders
Skills or Assignments and Grades
Behavior and Attendance
Lunch Menu Orders
Online and Mobile Payments
Re-enrollment
Mobile App (FREE)

Billing

Tuition Balance Statements (On & Offline)
Lunch Program Deposits
Calculated Discounts
Printable Invoices and Receipts
Integrates with ACS General Ledger
Check Scanning

Classes

Subjects limited
Class Attendance limited
Class Scheduling limited
Track Absences and Tardiness limited
Seating Charts
Classroom Management

Grading

Electronic Grade Book
Skill Tracking
Per Subject Grades
Progress Reports
Report Cards
Permanent Records/Transcripts

Seamless Integration with ACS

Payroll System add-on add-on
Donor Tracking and Development add-on add-on
Fund Accounting System (GL/AR):
  • Both Cash and Accrual methods
  • Memorized payment codes
  • Multiple family member payments
  • Memorized invoices
  • Multiple discount billing codes
  • Negative Entries (e.g. NSF or refunds)
  • SMART/FACTS import
add-on add-on

Third-Party Services

Parental SMS Messaging add-on add-on add-on
Online Learning Management System add-on add-on add-on
Library Management add-on add-on add-on
Staffing Background Checks add-on add-on add-on

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Childcare, preschools, and K-12 schools across the US are using HeadMaster to improve the quality of care and education they provide to their families. It's a complete solution that handles all of the essential administrative responsibilities you face every day. Getting started only takes a couple minutes, and there is no obligation to buy.

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