Casual Booking Configurations

This article will assist you with managing the configuration of the Casual Bookings for your Service.

Overview

Within the program you can manage your booking preferences separately for Casual and Permanent.

The casual bookings service offered by Xap provides the Guardians the ability to book their children in for casual days at your service online.

The primary benefits of this are:

• Guardians have full control and access to their child's casual bookings. This is particularly helpful for OSHC services but is also a valuable tool for CBC services to sell additional casual days.
• You can increase occupancy by selling additional days to permanently booked children where the parent can also select casual days.
• Guardians booking information automatically loads onto Xap including their enrolment form and booking requests for permanent days.
• When booking, guardians can be provided with information about the service or session through information screens controlled by the service.

Managing Casual Booking Settings

1. Select the Settings screen from the left hand menu
2. Within the Settings screen, select the option of Booking Configuration

3. Select the Service name on the left hand side
4. Select the option of Casual Booking

Casual Booking Settings

1. Allow Casual Bookings Allows Guardians to:

• Make casual bookings via the Web Portal or Smile APP.

2. Allow Individual room setting

This allows you to configure the rest of the Casual booking settings per room at your Service.

For example you may have different cut-off options or automations for your ASC/BSC to your VAC or for particular rooms at your Service.

3. **Approve casual bookings automatically: ** if enabled

• The system will automatically approve any bookings guardians make via the guardian application when vacancies are available.
• Once a guardian makes a casual booking for their child, the confirmed booking will directly load onto the Rolls and populate on the room selected.
• The casual booking will be linked to the default casual fee associated with the session booked.

4. **Only children with permanent bookings will apply for casual days: **

• This is an admin choice for the service.
• If it is not selected, new customers will be able to book their children in for casual days once enrolled at your service.
• If this option is ticked, only children who have an existing permanent booking for that particular Centre will be able to book casual days.

5. Restrict Guardian from requesting casual booking if the room capacity is reached.

• If enabled, casual bookings will not be able to be made by Guardians via the Portal or Smile App if the room capacity has been reached.

6. Guardian can make casual bookings ## days before the booking date without incurring any booking fee

• This option allows the service to specify the number of days before a booking day(before the session start date) that the casual booking can be added.

7. Charge a late booking fee of $##.## if the booking is made after the cut-off date

• You can also choose whether to add a late booking fee if the casual booking is made after the cut-off period.

8. ** Guardian can cancel bookings ## day(s) before the session day without incurring a late cancellation fee: **

• This option allows families to cancel casual days (not permanently booked days) a certain number of days in advance without incurring a late fee.

9. Charge a late cancellation fee of $##.## if the booking cancelled after the cut-off date.

*Allows you to choose whether to add a late cancellation fee if the casual booking is cancelled after the cut-off period. Example: a casual day was added for Friday. The service has set the cancellation days as up to 2 days prior to the booking . The guardian can only remove the Friday session up to Tuesday. If they cancel the booking is cancelled on Wednesday and Thursday, the family will be charged a late cancellation fee.

10. Select Save to save the Casual settings

Updated on: 06/02/2025