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# Managing Room Closures & Capacity

# Managing Room Closures

### Overview

During the year your Room Capacity may change for particular days or be closed for certain periods.

For example:
* If your Service operates ASC, BSC and VAC, the ability to close Rooms will assist with booking management.
* This setting will also stop Families from booking into the rooms during the dates they aren't operating.

| Note: Each day at **4:00 am**, Xap automatically reviews the **Bookings** screen for **Casual** and **Recurring** bookings. If any bookings are affected by newly added room closure details, they will be automatically removed to help keep booking records accurate and up to date. If you would like to remove the bookings immediately see: [Delete Bookings in Bulk](https://help.xap.rocks/en/article/how-to-delete-bookings-in-bulk-1xwrfvh/?bust=1790570277667)
|| Video Recording - [Managing Room Closures & Capacities](https://youtu.be/jVRhEBEyhZk)

### Items:

* [Booking Configuration Settings](#3-booking-configuration-settings)
* [Managing Room Closures](#3-managing-room-closures)
* [Scenario 1 - Closing Vacation Care during Term Times](#3-scenario-1-oshccbc-service-closing-vacation-care-room-during-ascbsc-term-dates)
* [Scenario 2 - Closing ASC/BSC/Kindy Rooms and opening Vacation Care Room during Vacation Care Dates](#3-scenario-2-oshccbc-service-closing-ascbsc-rooms-and-opening-vacation-care-room-during-vacation-care-dates).
* [Scenario 3 - Opening Vacation Care Room during Vacation Care Dates.](#3-scenario-3-oshccbc-service-opening-vacation-care-room-during-vacation-care-dates)
* [Scenario 4 - Opening Vacation Care Room during Vacation Care Dates, with dates not Monday to Friday.](#3-scenario-4-oshccbc-service-opening-vacation-care-room-during-vacation-care-dates-with-dates-not-monday-to-friday)
* [Managing Room Daily Capacity changes](#3-managing-room-daily-capacity-changes)

### Booking Configuration Settings

You can manage the capacity settings for Casual bookings to either:
* Stop any casual bookings being requested/added by Guardians once the capacity is reached
* Allow a Pending status if a Guardian requests or adds a Casual booking.

To manage this setting:

1. Select the **Settings** screen from the left-hand menu
2. Select the **Booking Configurations** icon

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_h0n8gw.png)

###### Within the Booking Configuration screen

| Note: If your settings are configured to Organisation or Provider then you can manage this setting at this level.
3. Select the **Centre** name to manage the settings for
4. Select **Casual Booking**
5. Tick the option of **Restrict Guardians from requesting casual bookings if room capacity is reached**.
**Note:**
* By enabling this option, it will **Stop** any casual bookings being requested/added by Guardians once the capacity is reached
* If this option is left **unticked** this will allow a Casual booking to be added/requested by a Guardian and will be a **Pending status** for the Service to either **Approve** or **Reject**.
6. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_m7gn6q.png)

### Managing Room Closures

You are able to schedule in your Room open/closed statuses in advance.

||| Note: By setting the Room to **Closed** for a date range, this is to stop any further bookings from being added by Staff or Guardians for the closed period. Any existing bookings will need to be manually deleted from the Rooms for this closure period. see: [How to delete bookings in bulk](https://help.xap.rocks/en/article/how-to-delete-bookings-in-bulk-1xwrfvh/)

1. Select the **Settings** screen from the left-hand menu
2. Select the **Room Configuration** icon

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_zsdg5g.png)

3. Select the **Custom Schedules** tab on the top toolbar
4. Select the **+ add** button

| Note: You can also manage all the changes via the **Rooms screen** and pre-selecting the Room then using Bulk Action.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_t5rw47.png)
### Scenario 1 - OSHC/CBC Service closing Vacation Care Room during ASC/BSC Term Dates

**Term 4** - Rooms Running ASC & BSC
**Dates:** 05/12/26 - 13/12/26
|| The Vacation Care Roll will need to be **closed** for all days during these dates.

###### The **Add Custom Capacity Schedules** screen will display

1. If you are in **Enterprise/Multi-Centre** view, select the **Centre Name**
2. Select the **Room name** that you are closing
3. **Week start date** - Set the **Monday** of the week the room will be operational from and **Week-end date** - Set the **Sunday** of the week the room will be operational up until.
| Note: The periods will be from a Monday to Sunday date
4. **Daily Room Capacity** - Change from Opened to **Closed** for each of the days
5. Type **Delete**
| Note: In this example we are setting the Vacation Care room to **Closed** for the entire date range.
6. Select **Add Schedule**

| Schedule & Room | Dates | Closure Days |
| ---- | ---- | ---- |
| Vacation Care Room | 05/10/26 - 13/12/26 | Mon - Fri set to **Closed** |

||| Note. This will not remove any bookings for the closure dates, the bookings will still need to be removed manually from the Bookings & Attendances screen. The Closure setting will automatically set the room capacity to 0.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1tt7hnk.png)
**Custom Schedule will display as below:**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_ajddsv.png)

### Scenario 2 - OSHC/CBC Service closing ASC/BSC/Kindy Rooms and opening Vacation Care Room during Vacation Care Dates.

**Term 4 Vacation Care** - Rooms Running Vacation Care
**Dates:** 14/12/26 - 24/01/27
|| The ASC/BSC Rolls will need to be **closed** for all days during these dates. Within the Custom Schedules screen, select the **Green +* Add button

1. If you are in **Enterprise/Multi-Centre** view, select the **Centre Name**
2. Select both the **ASC & BSC** room names that you are closing
3. **Week start date** - Set the **Monday** of the week the room will be operational from and **Week-end date** - Set the **Sunday** of the week the room will be operational up until.
4. **Daily Room Capacity** - Change from Opened to **Closed** for each of the days.
| Note: The periods will be from a Monday to Sunday date
5. Type **Delete**
| Note: In this example we are setting Vacation Care to **Closed** for the entire date range.
6. Select **Add Schedule**

| Schedule & Room | Dates | Closure Days |
| ---- | ---- | ---- |
| ASC & BSC Room | 14/12/26 - 24/01/27 | Mon - Fri set to **Closed** |

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1grjjut.png)

### Scenario 3 - OSHC/CBC Service Opening Vacation Care Room during Vacation Care Dates.

**Term 4 Vacation Care** - Rooms Running Vacation Care
**Dates:** 14/12/26 - 24/01/27

|| The Vacation Care Rolls will need to be **OPEN** for all days during these dates. Within the Custom Schedules screen, select the **Green +* Add button

1. If you are in **Enterprise/Multi-Centre** view, select the **Centre Name**
2. Select both the **Vacation Care** room that you are opening
3. **Week start date** - Set the **Monday** of the week the room will be operational from and **Week-end date** - Set the **Sunday** of the week the room will be operational up until.
4. **Daily Room Capacity** - Change from Opened to **Open** for each of the days.
| Note: The periods will be from a Monday to Sunday date
5. **Daily Room Capacity** - Leave the status as **Opened** for each of the days
| Note: In this example we are setting Vacation Care to **OPENED** for the entire date range.
6. Select **Save**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_13tepvi.png)
**The closures will display as per image below:**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_16z8j5i.png)


|| Note: You can also manage your Room capacity at the same time. See below - Managing Room Capacities.

| Schedule & Room | Dates | Closure/Opened Days |
| ---- | ---- | ---- |
| Vacation Care Room | 14/12/26 - 24/01/27 | Mon - Fri set to **Opened** |

1. If you are in **Enterprise/Multi-Centre** view, select the **Centre Name**
2. Select both the **Vacation Care** room that you are opening
3. **Week start date** - Set the **Monday** of the week the room will be operational from and **Week-end date** - Set the **Sunday** of the week the room will be operational up until.
4. **Daily Room Capacity** - Leave the status as **Opened** for each of the days
5. **Daily Room Capacity** - Change the status to **Closed** for each of the days
6. Type **Delete**
7. Select **Add Schedule**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1d2jmk7.png)


### Scenario 4 - OSHC/CBC Service Opening Vacation Care Room during Vacation Care Dates, with dates not Monday to Friday.

**In this example we will create 2 custom schedules.** as the custom schedule only allows **Monday to Sunday** dates.
Create the custom schedule as per above processes, but instead of creating 1 schedule you will create 2.

| Schedule & Room | Dates | Closure Days |
| ---- | ---- | ---- |
| VAC Room | 14/12/26 - 24/01/27 | Mon - Fri set to **Open** |
| VAC Room | 25/1/27 - 30/01/27 | Mon & Tue Set to **Opened**, Wed - Fri set to **Closed** |
1. If you are in **Enterprise/Multi-Centre** view, select the **Centre Name**
2. Select both the **Vacation Care** room that you are opening
3. **Week start date** - Set the **Monday** of the week the room will be operational from and **Week-end date** - Set the **Sunday** of the week the room will be operational up until.
4. **Daily Room Capacity** - Leave the status as **Opened** for each of the days
5. **Daily Room Capacity** - Change the status to **Closed** for each of the days
6. Type **Delete**
7. Select **Add Schedule**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_cakgf7.png)
**The room custom schedules will display as per below image:**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1d5ap1f.png)

### Managing Room Daily Capacity changes

If your Daily Room capacity changes each week, this can be managed via the Custom Schedule settings.

A couple of examples would be:
* Vacation Care room different daily capacity for excursions
* Service Capping Room numbers for Staffing on particular days/dates only

In the example below, we are managing the 2-week Vacation care period with different numbers each week/day.
We will create 2 custom schedules, 1 for each week.

| Schedule & Room | Dates | Capacity Days |
| ---- | ---- | ---- |
| VAC Room | 14/12/26 - 20/12/26 | **Mon, Wed, Fri** capacity left as default, Tue, Thur **capacity changed** |
| VAC Room | 21/12/26 - 27/12/26 | **Mon** capacity left as default, Tue - Thur **capacity changed,** Fri **- Closed** |

|| Note: This can be done at the same time the Room **Opened** process is created.

**Week 1**
1. If you are in **Enterprise/Multi-Centre** view, select the **Centre Name**
2. Select both the **Vacation Care** room that you are opening
3. **Week start date** - Set the **Monday** of the week the room will be operational from and **Week-end date** - Set the **Sunday** of the week the room will be operational up until.
4. **Daily Room Capacity** - Add in the capacity per day
5. Select **Add Schedule**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_jp70pq.png)
**Week 2**

1. If you are in **Enterprise/Multi-Centre** view, select the **Centre Name**
2. Select both the **Vacation Care** room that you are opening
3. **Week start date** - Set the **Monday** of the week the room will be operational from and **Week-end date** - Set the **Sunday** of the week the room will be operational up until.
4. **Daily Room Capacity** - Add in the capacity per day
5. Set the required day as **Closed**
6. Type **Delete**
7. Select **Add Schedule**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_10hitod.png)

**The custom capacities will display as per below:**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_jh5qhj.png)


|| To assist you further with managing Room Closures and Capacities see the video Recording - [Managing Room Closures & Capacities](https://youtu.be/jVRhEBEyhZk)