Articles on: FAQs

How to Increase a Session / Fee

As a service provider, you may choose to increase the price of your existing session fees. This is a straightforward process in Xap, whether you are updating existing prices or adding new fee structures.

This process will assist you with making the adjustments with ease and ensure your service pricing stays up to date.

To assist you further see the video here:${vimeo}Managing Session/Fee Increases

There are 2 main scenarios when managing session/fee changes.

Session times are not changing, but the fee price is increasing
Session times are changing, and the fee price may be the same or changing

Both of these options can be managed within your Settings screen and within the Sessions & Fees icon.

Scenario 1 - Session times are not changing, but the fee price is increasing

Once you are within the Settings screen and within the Sessions & Fees icon

Select the 3-dot menu next to the session/fee you would like to change the fee price for
Select Edit from the drop-down menu

Note: If you are completing this process from the enterprise access level, you also have the option to update fee templates. Editing the template will increase the fees for all services assigned.

Scroll down to the Fee Details section and select Edit.

Select the Effective Date, you would like the fee to be increased from.

IMPORTANT: Do not forget to update the effective date, as this indicates the day the new fee becomes active. If the effective date is not changed, all previously billed sessions under this name will update to the new fee, adding adjustments to future invoices.

Add in the new fee price including the additional charge for a casual booking eg. Daily Fee = $100.00, Casual Fee = $105.00, Casual amount to be added = $5.00.
Select Update session.

Scenario 2 - Session times are changing, and the fee price may be the same or changing

In this example, it is important that a New session/fee is created to display and report the correct times.

If you override an existing session/fee and change the times, this can cause issues with historical CCS session reports.

Once you are within the Settings screen and within the Sessions & Fees icon.

Select the green + add button

If you are in multi-centre select the Centre name. (if you are in single Centre view, the Centre will automatically be selected)
Add in the session name - eg. BSC new
Add in the new Start & End time in this example the BSC fee was 6:30am - 8:30am and is now changing to 6:30am - 8:40am
Select the Care Type - (select the Sub Care Type - OSHC services only)
Select the Days the session will be available on
Add in a Description (this will display on your family statements & invoices)

Set the Frequency
Set the Charge Type e.g. Fixed Rate
Set the Effective Date
Add in the fee price including the additional charge for a casual booking eg. Daily Fee = $25.00, Casual Fee = $28.00, Casual amount to be added = $3.00.
Select Add Session

Note: It is important that if you have created a new session/fee that you link it to the room/s to be available for use against bookings. see: Configuring Rooms

Updated on: 15/09/2025

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