Articles on: Booking, Attendance & Session reports

Manage changes to a recurring booking

How to make changes to a recurring booking.

Recurring booking patterns can change in a few different ways:

Extra day/s are being added permanently with existing room/sessions
Current days are changing permanently and/or fee/room is being updated
Days are remaining the same, however the room or fee is changing for a period of time

Bookings can be managed via the Global Add button, the Family screen or via the Bookings and Attendance screen

1. Extra day/s are being added permanently

If additional day/s are being added eg: Current bookings are Mon, Tue, Thur and the extra recurring day is adding a Friday.

Select the Families screen
Select the Family name
Select the Bookings Tab
Select the Green + button

The Add Bookings screen will appear

a) Select the Name of the child

b) Select the Arrangement Type

c) Select the options of Repeat Weekly or Repeat Fortnightly

d) Select the Start date of the Monday of the week that the new booking comes into effect

e) Select the Additional day/s only (select the plus if there is more than 1 additional recurring day being added) - Do not add any days that the booking pattern already includes

f) Select the Room name

g) Select the Session/Fee

Note: When the room is selected only the Sessions linked to that room will display. To assign a different session to a child than the standard linked to the room, select Show all sessions. This will now display all sessions for your Service.

h) Select if there are any Discount options to be applied

i) Select if there are any Preschool or other subsidies to apply

j) Select the Update the overlapping bookings and create missing bookings between the period option under Effect on existing bookings

l Use this option if you are just adding extra days to an existing recurring booking. Do not add the days the child is already attending.

k) Select Save

2. Current days are changing permanently and/or Room or Fees are being changed

As the recurring booking pattern is changing, you can add a new booking pattern, and select the option to delete the future dated current bookings and create a new booking.

For example:

A. The child is currently attending Mon, Tue and is changing to W, Th, Fri

B. The child is currently attending 5 days a week and is changing to 3 days a week

Select the Families screen
Select the **Family **name
Select the Bookings Tab
Select the Green + button

The Add Bookings screen will appear

a) Select the Name of the child

b) Select the Arrangement Type

c) Select the options of Repeat Weekly or Repeat Fortnightly

d) Select the Start date of the Monday of the week that the new booking comes into effect

e) Select ALL the recurring booked days, Room name and Session. If the Room or Session is being changed, select the new room and session.

f) Select if there are any Discount options to be applied

g) Select if there are any **Preschool **or other subsidies to apply

h) Select the Delete all the existing permanent & casual bookings between the period in the Effect on existing bookings section

This option will remove all previous bookings for the period and create them again. Make sure you have selected all days that the child is attending, not just the new days.

i) Select Save

3. Day/s are remaining the same, however the room or fee is changing temporarily

To assist you further with this query see: Editing a Child's Booking

Select the Bookings Tab
Search for the Child to update
Select the Start Date for when the bookings are changing from
Select the End Date the change is occurring up to
Select Search
Select all the Bookings
Select Bulk Action
Select Edit

The Bulk Edit Bookings screen will be displayed

Select the Room the child is moving into (or leave as unchanged if only the Session/Fee is changing
Select the Session/Fee the child is going to be charged with (or leave as unchanged if current fee is remaining)
Discount - Edit if required or leave as unchanged
Preschool sessions - Edit if required or leave as unchanged
Other Subsidies - Edit if required or leave as unchanged
Select Save

Updated on: 26/09/2025

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