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Managing Room Closures & Capacity

Managing Room Closures

This article will assist you with managing Room Closure and Capacities.

Video Recording - Managing Room Closures & Capacities

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.

For full Term Dates for 2023 see: School Term Dates

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:

Select the Settings screen from the left hand menu
Select the Booking Configurations icon

Within the Booking Configuration screen

Note: If your settings are configured to Organisation or Provider then you can manage this setting at this level.

Select the Centre name to manage the settings for
Select Casual Booking
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.

Select Save

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

Select the Settings screen from the left hand menu
Select the Room Configuration icon

Select the Custom Schedules tab on the top toolbar

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

Select the *Green + Add button

Scenario 1 - OSHC/CBC Service closing Vacation Care Room during ASC/BSC Term Dates

Term 1 - Rooms Running ASC & BSC

Dates: 23/1/2023 - 31/3/2023

The Vacation Care Roll will need to be closed for all days during these dates.

The Add Custom Capacity Schedules screen will display

If you are in Enterprise/Multi-Centre view, select the Centre Name
Select the Room name that you are closing
Week Start Date - Set the Monday of the week the closure will apply from
Week End Date - Set the Sunday of the week the closure will go up until

Note: The periods will be from a Monday to Sunday date

Daily Room Capacity - Change from Opened to Closed for each of the days

Note: In this example we are setting the Vacation Care room to Closed for the entire date range.

Select Save

Schedule & Room	Dates	Closure Days
Vacation Care Room	23/1/2023 - 31/3/2023	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.

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

Term 1 Vacation Care - Rooms Running Vacation Care

Dates: 3/4/2023 - 16/4/2023

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

If you are in Enterprise/Multi-Centre view, select the Centre Name
Select both the ASC & BSC room names that you are closing
Week Start Date - Set the Monday of the week the closure will apply from
Week End Date - Set the Sunday of the week the closure will go up until

Note: The periods will be from a Monday to Sunday date

Daily Room Capacity - Change from Opened to Closed for each of the days

Note: In this example we are setting Vacation Care to Closed for the entire date range.

Select Save

Schedule & Room	Dates	Closure Days
ASC & BSC Room	23/1/23 - 31/3/2023	Mon - Fri set to Closed

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

Term 1 Vacation Care - Rooms Running Vacation Care

Dates: 3/4/2023 - 16/4/2023

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

If you are in Enterprise/Multi-Centre view, select the Centre Name
Select both the Vacation Care room that you are opening
Week Start Date - Set the Monday of the week the room will be operational from
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

Daily Room Capacity - Leave the status as Openedfor each of the days

Note: In this example we are setting Vacation Care to OPENED for the entire date range.

Select Save

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	3/4/2023 - 16/4/2023	Mon - Fri set to Opened

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	23/1/23 - 2/4/23	Mon - Fri set to Open
VAC Room	3/4/23 - 9/4/23	Mon Set to Opened, Tue - Fri set to Closed

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	23/1/23 - 2/4/23	Mon, Wed, Fricapacity left as default, Tue, Thur **capacity changed
VAC Room	3/4/23 - 9/4/23	Moncapacity left as default, Tue - Fre **capacity changed

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

To assist you further with managing Room Closures and Capacities see the video Recording - Managing Room Closures & Capacities

Updated on: 17/02/2023

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