Managing Holidays & Exceptions - including Public Holidays

Managing Holidays & Exceptions - Including Public Holidays

Your service may be operational during school holiday periods, or you may be closed. This setting also allows you to manage Public Holidays as well.

You can configure Xap to either:

Mark all bookings absent for those days or
Remove all bookings to remove any possible charges

Exceptions maybe eg. OSHC or Sessional Kinders, you might want to add the exception of pupil free day where you operate at different hours compared to your normal operating hours.

Managing Holidays/Public Holidays

The Holidays & Exceptions can be setup in advance to manage your attendances easier. This setting will automatically either mark the attendances in advance as an absence or remove bookings for the selected day/s

To configure your Centres settings:

Select settings from the left-hand menu bar.
Select the Operational profile icon.

Select Holiday/Exceptions tab from the top bar.
All the existing holidays you have set up will be displayed grouped by Centre name. To add new holidays, click on the green + sign at the top right of the screen.

Note: you can delete incorrect holiday/exceptions by using the bin icon if required.

Select the Centre name if you are in Enterprise view
Select 'Holidays'.
Select yes to copy the public holidays
Select the calendar year
Select your state note, this will default from your centre settings.

Select the **effect **on any existing and new bookings.

Mark Absent (leaves bookings on rolls and charged accordingly) OR
Remove existing bookings and don't create new bookings

Once you have made the relevant changes, click on save.

Note: You can then choose to assign a different session per care type you provide at your service. For CCS services you can choose to not submit this session to CCS>

Managing Exceptions

As per managing Holidays follow the steps above from step 1 to step 5

Select Exceptions
Enter the Exception description and date

If Operational

Select Operational and enter in the operational times
Select your effect on existing bookings options if Operational:

Assign a different session - this option will allow you to assign a different session to all bookings on the day
Remove Existing Bookings and Create New Bookings - this will allow you to remove all existing bookings and create new bookings with a different session assigned
Remove Existing Bookings - this will remove all bookings and not allow new bookings to be create

Once complete, select Save.

If Temporarily Closed

Select Exceptions
Enter the Exception description and date
Select Temporarily Closed
Select your effect on existing bookings options if Temporarily Closed

Assign a different session - this option will allow you to assign a different session to all bookings on the day
Remove Existing Bookings and Create New Bookings - this will allow you to remove all existing bookings and create new bookings with a different session assigned
Remove Existing Bookings - this will remove all bookings and not allow new bookings to be create!

Select Save.

Updated on: 25/11/2025

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