Articles on: Kindergarten

QLD Kindy for all - Creating a Kindy Program


QLD Kindy for all - Creating a Kindy Program



Kindy is for 15 hours per week, 40 weeks per year and is free.


To follow on with the 15hr claiming, the Kindy programs are recommended to run between 5hrs to 7.5hrs daily.

Note: This is up to the individual service regarding their program run times.


Creating the Kindy programs


Note: If your service was running Kindy programs for 2025 create new Kindy programs for 2026 to keep your programs separate per year, to ensure the information is correct.


Steps to create a Kindy program successfully:


  1. Create new Kindy Programs (note - you need to create the same amount of programs that you have registered with QGrants)
  2. Complete the program details including:
  • Sessions to add bookings from
  • Set Program Term Dates
  • Days, Rooms & Times the program operates
  1. Add in Teacher Details including qualifications
  2. Pause the program when applicable


To assist you with the 2026 Term dates see: Term dates 2026


Step 1 - Creating the Kindy program


  1. Select the Bookings & Attendances screen from the left-hand menu
  2. Select the Kindy Subsidy Tab
  3. Select Kindy Program Tab
  4. Select the Green + Add button


Step 2: Program Details

To add in the details of the program.


  1. Kindy Program Name - Will display on the report and family statement.
  2. Sessions - Select the Session/s that will automatically link children to this program for.
  3. Set the Program Start Date
  4. Set the Program End Date - This can be for a future date
  5. Add in the Term Name, Start & End Dates
  6. Program Availability - Select the program information:
  • Day/s the Program is running
  • Room the Program is linked to
  • Start & End Time of the Program
Note: Select + Add Term to add in the rest of the Term Dates the Program will be running for. If your Service is operating the Kindy program throughout the year, you can do 1 Term spanning the entire 12month period, then use the pause periods as applicable.
  1. Add the Date that you would like to automatically add children to the program when the minimum age of #### is reached, and the maximum age to stop adding the children to the program.



Step 3: Teacher Details

This section allows you to add in multiple Teachers if required.


  1. Teacher from Date - Start date this Teacher will be linked to the program
  2. Teacher to Date - End date this Teacher will be no longer linked to the program
  3. Teacher name - Add in the ECT's First and Last name
  4. Teacher ID -Add in the ECT's Teacher ID (not mandatory)
  5. Qualification Status - Can be added if applicable
Note: For QLD Kindy Funding unless this is flagged as Fully Qualified, then funding will not be applicable, you will need to apply for Exemptions see: Working Towards ECT
  1. Is Primary Teacher - Tick if applicable
  2. + Add Teacher - Select to add in other Teachers if applicable
  3. Select Save
(Note: A Teacher will need to be created as a User in Xap to be available to be added as a Teacher on a Kindy program)


Pause Program


Once the program has been saved you can manage any periods when the program is not running. Edit the program to add in the pause periods.


Tick this option to allow you to put in date ranges for when the program is not running.

This could be for dates between Terms if the ECT isn't working during Vacation Care days.


For example:

  • Term 1 Dates are 27/01/26 - 03/04/26
  • Pause Dates may be: 06/04/26 - 19/04/26


  1. Pause Program - Tick if you would like to put in Program "Pause" Dates
  2. Pause from Date - Date the program will not be running from
  3. Pause to Date - Date the program is paused up until
  4. + Add in more pause dates
  5. Select Save



Re-syncing Attendances


If you have backdated your Kindy program start date you will need to resync the attendances to link them to the program.

Note: The resync attendances is to review and automatically add/remove the children linked to the program if you have made changes to the Rooms/Days/Sessions that are linked. This will not update Acquittals or Forecast information.


To resync the attendances, within the Kindy Subsidy screen:


  1. Select the Kindy Program Tab and the 3 dot icon next to the new program
  2. Select Resync Attendances from the drop-down menu

  1. Select Yes



For further assistance with managing Kindy Subsidies see: Help Page - QLD Kindergarten

Updated on: 14/01/2026

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