Articles on: Booking, Attendance & Session reports

State Funding - Creating a Kindy Program

Creating a Kindy Program


The Kindy program feature can be used in all Australian States, to assist you with tracking Kindy program children and applying Kindy funding credits.


Kindy Program Tab


  • Create and Manage Kindy Programs
  • Set Program Availability dates
  • Link the Kindy Subsidy to Rooms/ Days and Fees
  • Flag SEIFA Rating
  • Add in Teacher Details
  • Pause the program if applicable


Note: If you are a QLD Kindergarten and have created 1 Kindy Program in QGrants, then you need to create the same Number of Programs in Xap. The Program information must match what has been submitted into QGrants or their may be issues with submitting Forecast and Acquittals. see the Video: Creating a QLD Kindergarten Program for further actions see: Help Page - QLD Kindergarten


Children Tab


  • Report on children who meet the Kindy Subsidy criteria
  • Apply Kindy Credits (pre-Discount changes from 2025)


Creating the Kindy Program


  1. Select the Bookings & Attendances screen from the left-hand menu
  2. Select the Kindy Subsidy Tab
  3. Select Kindy Program Tab
  4. Select the Green + Add button



Program Details


To add in the details of the program.


Note: For QLD Services providing Kindergarten, you will need to start your program to cover from Quarter 1, 2025 to allow you to forecast for Quarter 2, 2025 and acquit for Quarter 1, 2025.


  1. Kindy Program Name - Will display on the report and family statement.
  2. Sessions - Select the Session/s that will automatically link children to this program for.
  3. Set the Program Start Date
  4. Set the Program End Date - This can be for a future date
  5. Add in a Description for the Kindy Program
  6. Add in the Term Name, Start & End Dates
  7. Program Availability - Select the program information:
  • Day/s the Program is running
  • Room the Program is linked to
  • Start & End Time of the Program
Note: Select + Add Term to add in the rest of the Term Dates the Program will be running for. If your Service is operating the Kindy program throughout the year, you can do 1 Term spanning the entire 12month period, then use the pause periods as applicable.



  1. Add the Date that you would like to automatically add children to the program when the minimum age of #### is reached, and the maximum age to stop adding the children to the program.
  2. Tick if you would like to add in your SEIFA rating
  3. Select your SEIFA rating from the drop-down



Scroll down to add in Teacher Details


Teacher Details

This section allows you to add in multiple Teachers if required.


  1. Teacher from Date - Start date this Teacher will be linked to the program
  2. Teacher to Date - End date this Teacher will be no longer linked to the program
  3. Teacher name - Add in the ECT's First and Last name
  4. Teacher ID -Add in the ECT's Teacher ID
  5. Qualification Status - Can be added if applicable
Note: For QLD Kindy Funding unless this is flagged as Fully Qualified, then funding will not be applicable.
  1. Is Primary Teacher - Tick if applicable
  2. + Add Teacher - Select to add in other Teachers if applicable
  3. Select Save


Pause Program


Pause periods can be added in once you have saved the Kindy Program, select Edit on the Kindy program to access this option.


The Pause program will allow you for when the program is not running.

This could be for dates between Terms if the ECT isn't working during Vacation Care days or you were unable to run the program for a particular reason.


For example:

  • Term 1 Dates are 27/01/25 - 04/03/25
  • Pause Dates can be: 07/04/2025 - 21/04/2025


  1. Pause Program - Tick if you would like to put in Program "Pause" Dates
  2. Pause from Date - Date the program will not be running from
  3. Pause to Date - Date the program is paused up until
  4. + Add in more pause dates
  5. Select Save



Re-syncing Attendances


If you have backdated your Kindy program start date you will need to resync the attendances to link them to the program.


Note: For QLD Services providing Kindergarten, you will need to start your program to cover from Quarter 1, 2025 to allow you to forecast for Quarter 2, 205 and acquit for Quarter 1, 2025.


To resync the attendances, within the Kindy Subsidy screen:


  1. Select the Kindy Program Tab
  2. Select the 3 dot icon next to the new program
  3. Select Resync Attendances from the drop-down menu


  1. Select Yes



For further assistance with managing Kindy Subsidies see: Help Page - Managing State Funding


Updated on: 17/11/2025

Was this article helpful?

Share your feedback

Cancel

Thank you!