Articles on: Booking, Attendance & Session reports

Managing a Child Transitioning Rooms

This article will assist you with managing a child who is transitioning into another room.

When you would use this process

You would use this process when a child is transitioning for eg.

1 day a week into the next room until they move permanently.
Or if the child is transitioning up to the next room for a part of the day.

The Edit option would also apply if you would like to change the fee the child/ren are being charged under for selected day/s only. This could be for eg. Excursions in an OSHC or an early Finish Fee for CBC Services.

When the child is ready to move to the next room, you would follow the process of managing a change to a permanent booking.

To assist you with this process see: Managing changes to a permanent booking.

Transitioning for the Day

When the child is ready to have a transition day in the next room.

Select the Bookings and Attendances screen

Note: The bookings can also be adjusted for the child via their Family screen and selecting the bookings Tab

Select the Bookings Tab
Add in the name of the child
Select the Start Date the child will be transitioning into the new room
Select the End Date for the child transitioning into the new room
Select Search

Select the square to allow you to select all the below dates

Note: You could also select only the required days/dates to edit if required, by selecting the individual squares below.

Select Bulk Action
Select Edit

The Edit Bookings screen will display.

Select the Room the Child will be transitioning into
Select the Fee for the new Room (or leave as unchanged if they will be charged the fee from their current room)

eg: The child is currently in Nursery under the Nursery Fee but is transitioning into the Toddlers Room. You may change the Room from Nursery To Toddlers but still charge them under the current Nursery Fee.

Select Save to save the changes

Note: This has only changed the bookings for the selected day/s, and after the selected dates the current booking information will re-start.

Transitioning a child for a few hours

If a child is only transitioning for a few hours and not for the whole day, you are following the same process as for the whole day.

Step 1. - Move the child into the new Room

Select the Bookings and Attendances screen

Note: The bookings can also be adjusted for the child via their Family screen and selecting the bookings Tab

Select the Bookings Tab
Add in the name of the child
Select the Start Date for the day the child will be transitioning into the new room
Select the End Date for the day the child is transitioning into the new room
Select Search

Select the 3 dot menu next to the required day
Select Edit from the drop-down menu

The Edit Bookings screen will display.

Select the Room the Child will be transitioning into
Select Show All Sessions if you would like to charge them a different fee than the fees that are linked to the new room.

Note: An example could be: The Child is transitioning from Nursery to Toddlers, however they are still being charged the Nursery Fee

Select the Fee for the new Room (or leave as unchanged if they will be charged the fee from their current room)

Select Save to save the changes

Step 2. - Move the child back into their original Room

Select the Bookings and Attendances screen

Note: The bookings can also be adjusted for the child via their Family screen and selecting the bookings Tab

Select the Bookings Tab
Add in the name of the child
Select the Start Date the day the child will be transitioning into the new room
Select the End Date for the day the child transitioning into the new room
Select Search

Select the 3 dot menu next to the required day
Select Edit from the drop-down menu

The Edit Bookings screen will display.

Select the Room the Child will be transitioning into
Check the correct Fee is selected
Select Save to save the changes

To assist you further with this process you can view the Video on the Xap University: Managing a child transitioning Rooms

Updated on: 18/11/2021

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