Articles on: Configure Settings

Settings - Booking Configurations

Settings - Booking Configuration

This article will assist you with setting up and managing your Booking Configurations for your Service.

Overview

The booking configuration option allows manage your Booking settings including:

Late pick-up or early drop off
Configure the settings for permanent and casual bookings.
Set CCSS Auto-submit options

These settings can be managed at 3 different levels:

Organisation level
Provider level
Centre Level

Manage the settings

Select the Settings screen from the left hand menu.

Select the Booking Configuration icon.

Booking Configuration Setting

Select Edit

Note: Please note that if your booking configuration is set at the centre level, you will also be able to configure the settings for room level as well. However, if your rules are the same for all the centres, then you should configure it at the organisation level or provider level. If the settings are different for each centre, then you should consider setting this up at the centre level.

Select your configuration preference
Select Save.

General Configurations

The below example is set to Centre level configurations.

Section 1

Allow booking by suspended accounts.

Enabling this option allows families to make a booking even if their account has been suspended due to an outstanding amount

Note: You can set automatic suspension of accounts see: Help Page - Payment & Billing Settings

Count suspended bookings in occupancy and utlisation

If enabled suspended bookings are included in utlisation reporting

Restrict Users from selecting sessions which are not available for the selected room when adding or editing bookings and enrolments

If enabled allows the Service to only display selected Sessions/Fees per Room setup

Allow Staff Members to apply Gap Fee Discounts for Bookings

If enabled allows GAP Fee discounts to be applied by Staff members to required Children to reduce the Families Gap. see: Help Page - Staff Gap Fee Discounts

Allow Guardians to mark any past bookings absent, if there are no attendance has been taken for these bookings.

If enabled Families can mark prior days ABSENT if they have been unmarked by the Service.
Allows same day marking for Absences.

See: How to manage a Room Configuration

Section 2: Early drop-off /Late Pickup charges

Early Drop off Fee - Select and add in the fee and the number of minutes.
Grace period - If you would like to add in a grace period, please enter the amount of minutes before the session time starts before charges will apply.
Late pick-up fee - Select and add in the fee and the number of minutes.
Grace period - If you would like to add in a grace period, please enter the amount of minutes after the session ends before charges will apply.

Note: If this is an automatic late pickup/early drop off charge, the misc. charges won't be automatically removed when the sign in/out times are corrected. The misc. charge will need to be manually deleted. see: Deleting an incorrect Misc. charge

Section 3 - CCSS Configurations

Submit session reports automatically.

Allows you to select the day the sessions will be automatically submitted.

Withdraw session reports automatically if all the bookings for a specific enrolment and weekending is deleted.

If enabled allows a full week of deleted CCSS sessions for a child to be automatically withdrawn.

See: How To Withdraw CCS Attendances

Submit CCSS Vacancies automatically

Allows the Services vacancies to be automatically submitted to CCSS.

See: CCSS Auto-submit Vacancies

Section 4: Booking terms and conditions.

If you choose to add booking terms and conditions, these will be displayed to guardians for acceptance when applying for a booking. This will allow your service to add your terms and conditions for families to see upon making casual or permanent bookings.

Note: Always select Save to save any changes to the settings.

Permanent Booking Configuration

In this section, you will be able to set late cancellation charges and permission levels for the guardians to make permanent bookings.

The permanent booking section allows the service to:

Activate specific room level settings for permanent bookings (if the configuration is managed at the Centre level).
If only providing casual bookings, leave the permanent bookings section unpopulated.
Enable families to have the option of cancelling permanent bookings via the Xap smile app.

Permanent bookings settings.

To mange Casual booking settings, select the Permanent Bookings Option.

Allow Permanent Bookings

Allows Guardians to make/request permanent bookings.

Allow Permanent Bookings to be extended using the Scheduler

If enabled, permanent bookings will be extended for 12 months into the future.

** Allow Individual room setting
** Approve bookings automatically **

If selected the system will automatically approve any bookings guardians make via the guardian application when vacancies are available.
Once a guardian makes a permanent booking for their child, the confirmed booking will load directly onto the Rolls and Child's booking details, and populate on the room selected.
The booking will then be linked to the default fee associated with the session booked.
If there is no approval process for the booking, the system assumes that the child is allowed to attend based on a completed enrolment form and is of the appropriate age.

** Guardian can cancel permanent bookings ### days before the booking date without incurring late cancellation fees

If enabled, allows families to log into the Web Portal or Xap smile App and 'cancel' a permanent day.
The cancelled permanent day will remove the child from the room for the selected day and any charges if already applied.
It will not change the permanent booking pattern.
Add in the number of days into the 'no cancellations within ## day(s) before the session' section.
A guardian will be unable to cancel any permanent booking within the no cancellation period; they will only be able to do so outside of the no cancellation period.

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

Allows you to automatically charge a late cancellation fee, if the booking is cancelled after a certain cut-off period.

Select Save to make the changes.

Casual Booking Settings

The casual bookings option allows the Service to provide 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.

Enabling Casual Bookings

To mange Casual booking settings, select the Casual Bookings Option.

Allow Casual Bookings Allows Guardians to:

Make casual bookings via the Web Portal or Smile APP.

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.

**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.

Note: If there is no approval process for the booking, the system assumes that the child is allowed to attend based on a completed enrolment form and is of the appropriate age.

**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.

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.

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.

Note: If you would like them to set add casual days for the current day set this to 0.

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.

** 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.

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.

Note: Where a booking is allowed to be cancelled, the casual booking will be removed from the rooms in Xap, and you will be allowed to fill this position with another child. If the room is charged in advance, the charges will be reversed automatically. Where a guardian is unable to cancel a session if the time frame specified in the cancellation period has begun, the child can be marked as absent and the family will be charged as normal.

Select Save to save the Casual settings

For more information, please browse through our support documents or alternatively contact our support team.

Updated on: 10/02/2026

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