Getting Started with Xap

This article contains the recommended videos and training plan to get you started on the Xap program.

Xap around Xap - This video will provide you with a quick overview of the Xap screens

Step 1 - Configuring your Xap Settings.

The below videos will talk you through configuring the settings for your Service/s on the Xap program.

Settings - Managing Organisation, Provider and Centre Information
Settings - Payments & Billing Configurations
Settings - Managing Sessions/Fees, Rooms, Bookings & Booking Notes, Discounts & T's & C's
Settings - CCSS Configurations
Settings - Managing Groups, Roles & Users
Settings - Managing Email Templates & Tags
Settings - Managing Leads/Tours and Waiting List/Enrolment Form Configurations

Step 2 - Xap Screen Overviews

Overview of Xap Screens

These videos will provide you with a quick overview of the modules within the Xap program, to assist you with getting started.

Dashboard screen
Families screen
Bookings & Attendances screen
Bookings – Bus & Excursion Lists
Bookings – CCS Processes screens
Bookings – Kindy Programs
Payments & Billing
CCS Details screen
Waitlist & Tours screen
Medication & Incident reports screen
Activities screen
Journey screen
Analytics screen
Setting screen

Step 3 - Managing CCSS Processes

Managing CCSS Processes including ACCS and IS
Managing IS Cases
Managing IS Cases and ACCS - Live Webinar Recording
Managing CCSS Enrolments & Sessions - Live Webinar Recording
Managing Incomplete Attendances
CCSS Sessions Health Check
Managing unsubmitted CCSS Sessions

Step 4 - Managing Payments & Invoicing

Managing Payments & Direct Debits - Live Webinar Recording

Step 5 - Day to Day using the Xap program

Managing Day to Day processes in Xap

Step 6 - Medication & Incident Reporting

Medication & Incidents Overview

Step 7 - Training for your Educators

Educator Connect App
Activities & Journey Webinar - Live Recording

Step 8 - Videos for your Families

Managing the Xap Portal for Guardians & Carers
Managing your Xap Smile App

Step 9 - Waitlists

Managing Lead CRM
Lead CRM
Managing Leads & Waiting Lists - Live Webinar Recording

Step 10 Kindergarten

Creating a QLD Kindergarten Program
Managing QLD Kindergarten Funding - CCSS Services
Managing QLD Kindergarten Funding - Sessional Kindergartens

Updated on: 12/05/2025