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How do I adjust a session of care for a period prior to starting with Xap?

For CCSS Service Providers, when you migrate from one CCMS Software to Xap, any sessions that have already been submitted in your previous software can be managed in the Xap program.

This guide will take you through managing changes to sessions submitted to CCSS on your prior software, prior to your Go Live Date on Xap.

Steps to take

Query the submitted sessions into Xap
Create the booking in Xap & adjusting the Incorrectly submitted sessions
Resubmit the sessions to CCSS via Xap

Step 1. Querying the submitted sessions into Xap

This process is to retrieve the sessions submitted to CCSS through your prior Software program.

Select the Bookings & Attendances Screen
Select the Session Reports Screen
Select Bulk Action
Select Query CCSS

Select the Enrolment option
Add in the name of the Child
Select the Child's CCSS Enrolment ID
Select the Start Date you are making adjustments to the Sessions for
Select the End Date you are making adjustments to the Sessions for
Select Query Session Reports

When querying CCSS for sessions submitted by another software provider, we highly recommend that you query by they specific EnrolmentID in question, rather than a full-service query. This will reduce unnecessary data being created in the system.

The Sessions reports that were submitted to CCSS through your prior software will now be visible on the Session Reports Screen.

Step 2. Create the booking in Xap & adjusting the Incorrectly submitted sessions

Once the session reports have been retrieved into Xap, you will need to add the bookings to Xap, based on what needs to be varied.

All bookings for the week that is being adjusted need to be added into Xap, Xap will resubmit the sessions for the full week.

Example 1

Services Go Live Date on Xap 5/1/26
Adam Arthur had sessions submitted for 2 days, Tue and Thur in the prior Software program for w/e 2/11/25
A Casual Day for the Wed needs to be added to the rolls for this week.
A Recurring Booking for 2 days needs to be created AND the Casual booking needs to be added.

Note: Add in the Start date for the booking for the 27/10/25 and end it for the 2/11/25.

Example 2

Services Go Live Date on Xap 5/1/26
David Donally had sessions submitted for 5 days in the prior Software program for w/e 2/11/25.
However, they had reduced days to only Mon, Tue and Wed for that week.
A Recurring Booking for the Mon, Tue and Wed needs to be created for David.

Note: Add in the Start date for the booking for the 27/10/25 and end it for the 2/11/25

Example 3

Services Go Live Date on Xap 5/1/26
Emily Edwards had sessions submitted for 5 days in the prior Software program for w/e 2/11/25 that were incorrectly marked.
A Recurring Booking for the Mon - Fri needs to be created for Emily.

Note: Add in the Start date for the booking for the 27/10/25 and end it for the 2/11/25

Creating the Booking Pattern

On the Child screen, add the bookings for the week in question, ensuring that the required change is captured in the added bookings.

This includes:

Adding Sign in and Out Times
Marking the Child Absent if required

To assist you further see: Managing changes to a Recurring Booking, How to Add a Casual Booking.

Step 3 - Resubmitting the sessions to CCSS

Once the Bookings have been added onto the rolls and correctly marked, they are ready to be submitted to CCSS for processing.

The system will identify that a change has been made and create a varied session on the Session Reports screen.

see: Managing a Varied CCSS Attendance

On the Session Reports screen, locate the sessions in question and finalise the session as per normal processes.

see: Manually submitting session reports

To assist you with managing adjustments to sessions prior to your Go Live on Xap see: Help Page - Managing Past Balance Adjustments

Updated on: 04/02/2026

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