Welcome Emails

When you invite a guradian to Xap, the guardian will receive a welcome email from us with sign up instructions.

We recommend that you also send an email from someone at your location to further assist the guardian with setting up their Xap account.

To help you with this, below are a few drafts below that you can copy into an email and edit as you see fit.

Draft Email #1 for Parents: Introducing Xap

Dear Parent/Guardian,

{{Organisation Name}} is implementing a new childcare management platform, Xap, starting from {{Implementation date}}.

Xap is an all-in-one childcare management platform that allows you to manage your family details, receive communication from us, access online invoices & statements, and much more.

Xap is an industry leader in early education software. It is proven to save time for staff, which in turn allows for them to spend more time with your children, whilst also delivering a fantastic experience for you.

Next Steps:

• On {{date}}, you will receive an invitation via email to create your account in the Xap Guardian Portal. Your account will have already been created using your email address, you just need to set up a secure password.

• Once your account is set up, we ask that you verify and complete your family data including child profile and emergency contacts. Using Xap, you will be able to confirm important information such as your contact details, health conditions and additional needs including allergies, as well as confirm or add additional contacts. If you are not able to create your password, please contact us with the email address you used to sign up.

• You will be required to set up new direct debit information for your account. Xap supports direct debit from bank accounts and credit cards and offers secure, automated online payments.

• You will also receive a Kiosk code via email that you will use to sign your children in and out from the service. You can change the system generated Kiosk code from your new profile.

Detailed instructions on these steps, and more, will be sent to you in our Guardian Welcome Pack to follow.

We’re excited to be enhancing your experience with us by utilising this new platform and hope you enjoy it!

Best,

Draft Email #2 for Parents: Introducing Xap

Subject line - Introducing Xap

Dear Parents/Guardians,

We recently started using Xap, a tool to better manage our day-to-day admin processes, but also allows a far improved way for how we communicate with you.

Xap is an industry leader in early education software. It is proven to save time for staff, which in turn allows for them to spend more time with your children, whilst also delivering a fantastic experience for you.

There are a few simple steps we need you to follow to get you all set up on Xap:

1) Create a free Xap account. When you receive an invitation via email, we would have already created an account for you using your email address. You just need to set up your password.

2) Verify and complete your family data including child profile and emergency contacts.

You will see your family details after you create an account - you can confirm information such as birthday, allergies, and additional contacts. If you do not see your child’s profile, please contact us with the email address or phone number you used to sign up. You will not see and timeline updates within Xap until we start to use it regularly.

You will notice a list of 'action required' items within your portal. Please make sure that you complete all action required items to ensure we have a complete enrolment for your child/children.

3) Set up your Payment Account.

Add your payment information. Xap supports direct debit from bank accounts and credit cards and offers secure, automated online payments.

We’re excited to be enhancing your experience with us by utilising this new platform and hope you enjoy it!

Best,

Draft Email #3: Reminder for parents

Subject line - Final Reminder: Xap[Action Required]

Dear Parents/Guardians,

This is a friendly reminder to set up your Xap account. We need this actioned soon to ensure your child/children's enrolment is complete.

Please follow the steps below:

1) Create a free Xap account by clicking on the email you would have received from our system. When you receive an invitation via email, please click on create password link to create a free parent account.

2) Verify and complete your family data including child profile and emergency contacts.

You will see your family details after you create an account - you can confirm information such as birthday, allergies, and additional contacts. If you do not see your child’s profile, please contact us with the email address or phone number you used to sign up. You will not see and timeline updates within Xap until we start to use it regularly.

Action Required. On top of your family data, we will list down all the action required information for your family and child details. Please make sure that you complete all action required items.

3) Set up your Payment Account.

Add your payment information. Xap supports direct debit from bank accounts and credit cards and offers secure, automated online payments.

We’re excited to be enhancing your experience with us by utilising this new platform and hope you enjoy it!

Thank you

Updated on: 29/08/2023