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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 BulkVideo Recording - Managing Room Closures & Capacities


Items:



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



Within the Booking Configuration screen


Note: If your settings are configured to Organisation or Provider then you can manage this setting at this level.
  1. Select the Centre name to manage the settings for
  2. Select Casual Booking
  3. 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.
  1. 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


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



  1. Select the Custom Schedules tab on the top toolbar
  2. 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.


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
  1. Daily Room Capacity - Change from Opened to Closed for each of the days
  2. Type Delete
Note: In this example we are setting the Vacation Care room to Closed for the entire date range.
  1. 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.


Custom Schedule will display as below:


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
  1. Type Delete
Note: In this example we are setting Vacation Care to Closed for the entire date range.
  1. Select Add Schedule


Schedule & Room

Dates

Closure Days

ASC & BSC Room

14/12/26 - 24/01/27

Mon - Fri set to Closed



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
  1. 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.
  1. Select Save

The closures will display as per image below:




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



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


The room custom schedules will display as per below image:



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


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


The custom capacities will display as per below:




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

Updated on: 28/09/2026

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