Inactive Child Status

This article will assist you with understanding and managing Inactive Status changes for Children at your Service.

Overview

There are 3 Statuses for Children in the Xap program.

Active - The Child has Active/Current/Future Bookings either Recurring or Casual.
Inactive - The Child has NO Active/Current Bookings/Future either Recurring or Casual.
Archived - The Child has been archived, this could be due to ceasing care at the Service. The Status has been manually changed by the Service User to Archive the Child.

Change of Status Email Notification

Xap will automatically update the status from Active to Inactive if the child does not have bookings for 8 weeks in future or 6 weeks in past.

The Service will receive the change of status via email.

The Email will display:

Service name that has had a change of Child Status
The Reason why the Status has changed
Child Name
Family name the child is linked to
Old Status - Active
New Status - Inactive
Advising the Child will change to Active automatically if there are bookings added for the child in the next 8 weeks in the future or 6 weeks in the past.

Note: The Service does NOT need to action this email unless, the child is commencing care or has attended care. By adding bookings for the child their Status will automatically update from Inactive to Active.

Updated on: 28/01/2026

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