Glossary

2-Year-Old Code

An eligibility code from the local authority that allows disadvantaged families to claim 15 hours of free childcare per week for 2-year-olds.

Related: 2YO Funding, Eligibility Code

30-Hour Code

An 11-digit eligibility code from HMRC that allows working parents to claim 30 hours of free childcare per week for 3-4 year olds.

Related: Extended Entitlement, Eligibility Code

Additional Extras

Optional chargeable items such as meals, activities, and trips that are separate from government-funded hours.

Assisted Submission

A mode that allows nursery staff to complete funding declarations on behalf of parents who need help, such as those with accessibility needs or language barriers. Also known as Employee Assisted or Supportive Submission.

Related: Funding Submission

Audit Log

A comprehensive record of all system activities including page views, data changes, user logins, and administrative actions. The audit log tracks who did what, when, and captures before/after data for compliance and security monitoring.

Related: GDPR, Compliance

Authorised Signatory

The person designated to sign funding agreements on behalf of a nursery (e.g., manager, owner, director).

Base Entity

The primary data source for a custom report (Submissions, Children, or Parents). Determines which fields are available and how data is joined.

Bulk Import

A feature to add multiple children at once from a CSV or Excel file, with automatic validation, parent matching by email, and a preview screen before confirming.

Related: Internal Code, Parent Matching

Custom Report Builder

A feature that allows administrators to create personalised tabular reports by selecting specific data fields, configuring formatting, and exporting to CSV, Excel, or PDF.

Related: Report Definition, Report Schedule

DAF

Disability Access Fund - additional funding for children receiving Disability Living Allowance.

Related: EYPP, SEND

EHCP

Education, Health and Care Plan - a legal document describing a child's special educational needs and the support required.

Related: SEND

Eligibility Code

A code obtained from HMRC Childcare Service proving entitlement to extended hours.

Related: 30-Hour Code

Extended Entitlement

30 hours of free childcare per week for eligible working parents of 3-4 year olds.

Related: Universal Entitlement, 30-Hour Code

EYPP

Early Years Pupil Premium - additional funding for disadvantaged children.

Related: DAF, Pupil Premium

Funded Hours

Hours covered by government early years funding, as opposed to privately paid hours.

Funding Period

A term (usually aligned with school terms) during which funding claims are made.

Related: Term

GOV PDF Form

The official DfE-styled parental declaration form generated by the system for funding claims.

Grace Period

A period after a 30-hour code expires during which funding can still be claimed while parents reconfirm eligibility.

Internal Code

A nursery's internal reference number for a child, used during bulk import to match existing records and prevent duplicates.

Related: Bulk Import

Local Authority

The council responsible for administering early years funding in your area.

Manager Flag

A setting on user accounts that identifies staff who appear on the 'Document recorded by' field in funding agreements.

NI Number

National Insurance Number - a unique identifier used for tax and benefits, required for funding claims.

Parent Matching

During bulk import, the system matches parents by email address to link existing parent records rather than creating duplicates.

Related: Bulk Import

Primary Nursery

The main nursery location for a staff member who works across multiple sites.

Provider Portal

The local authority's online system where providers verify eligibility codes and submit claims.

Report Artefact

A generated file (CSV, Excel, or PDF) from a report run. Artefacts are retained for 90 days by default.

Related: Report Run

Report Definition

A saved configuration for a custom report, including selected fields, formatting options, parameters, and filters.

Related: Custom Report Builder, Report Schedule

Report Parameter

A variable input requested when running a report, such as a Funding Period or Status filter. Parameters allow the same report to be used with different criteria.

Report Run

A single execution of a report, whether manual or scheduled. Each run creates downloadable files.

Related: Report Artefact

Report Schedule

An automatic schedule that runs a report at specified intervals (daily, weekly, monthly, or per funding period).

Related: Custom Report Builder, Report Run

SEND

Special Educational Needs and Disabilities - additional support needs that some children may have.

Related: EHCP, DAF

Session

A period of attendance at nursery, typically morning or afternoon.

Stretched Funding

Taking funded hours over more weeks of the year (e.g., 48 weeks instead of 38 term-time weeks).

Related: Term Time Only

Term Time Only

Funded hours claimed only during school term weeks (typically 38 weeks per year).

Related: Stretched Funding

Universal Entitlement

15 hours of free childcare per week available to all 3-4 year olds.

Related: Extended Entitlement