Articles on: Booking, Attendance & Session reports

Bookings - Extend Bookings Scheduler

Bookings - Extend Bookings Scheduler


This article will assist you with enabling the Auto Extend Bookings option for your Centres.


Overview


When centres migrate to Xap or new bookings are created in the program, the system creates the first 12 months’ worth of bookings. Currently there is no process to extend these bookings further than 12 months. This needs to be automated based on a child’s enrolment booking pattern by enabling the Extend option.


This option if enabled allows the system to automatically extend recurring bookings that have no end date.


For example

The Child has a 3 day booking commencing from 7th February 2022 in the Preschool Room - Mon, Tue, Wed with no end date.

If this option is not enabled, the bookings will automatically end 12mths from the Start Date. The bookings will stop populating 7th February 2023.

If the bookings extender scheduler is enabled, the booking will continue to display unless it has been ended permanently.



Enabling the Auto Extend Booking Scheduler


The Extend Booking Scheduler is turned off by default.


If you would like to enable this option:


  1. Select the Settings Screen
  2. Select Booking Configuration icon



  1. Select the Centre name
Note: If you have configured your Bookings per Organisation or Provider, this option can be enabled for the whole Organisation or per Provider. In this example we have configured the Settings by Centre.
  1. Select Permanent Booking
  2. Select the option to Allow permanent bookings to extend using the Scheduler
  3. Select Save



Booking Extender Requirements


  1. The System will extend the bookings up to 12 month (48 weeks) in advance every month using an automated scheduler.
  2. If the enrolment ends during the period the system is extending bookings for, the system will not add bookings after the end date of the enrolment.
  3. If a booking pattern changes from recurring to casual, the system will not extend booking past the end date of the recurring booking pattern.
  4. Bookings will only be extended if there is a approved or pending booking in the future, regardless of the enrolment pattern.
  5. Bookings will not be extended if there are Deleted, Rejected, Cancelled Bookings
  6. Bookings will be extended only for the enrolments containing recurring booking patterns where the enrolment status is;
  • Submitted/Unsubmitted
  • Approved
  • Confirmed
  • Pending Eligibility
  • Pending Confirmation
  • Received
  1. Bookings will not be extended automatically for enrolments where the arrangement type is PEA.


Enrolment Pattern vs Booking Report


The purpose of this report is to allow Services to compare the last week of the bookings (two weeks in the case of fortnightly bookings) against the corresponding booking pattern in the CCSS enrolment for that time period.

This will then allow Services to identify and update incorrect enrolment patterns prior to enabling this new feature.


Note: This report can be exported only for a one Centre at a given time.


Displayed Report information

  • Centre Name
  • Family Name
  • Child Name
  • Payment Account Name
  • Care Type
  • Arrangement Type
  • Booking Type
  • Start Date - End Date
  • Booking Days: (Mon - Full Day Session - Babies Room | Tue - Full Day Session - Babies Room)
  • Pattern Days: (Mon - Full Day Session - Babies Room | Wed- Full Day Session - Babies Room)
  • Match: False





To assist you further with managing permanent bookings see: Managing Changes to Recurring Bookings and Ceasing care for a child at your Service.

Updated on: 06/03/2023

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