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# Web Portal for Guardians & Carers - Managing Casual Bookings

# WEB Portal - Managing Casual Bookings

This article will assist you with managing casual bookings via the WEB Portal for Guardians & Carers.

### Overview

Casual bookings can be added via either the **WEB Portal for Guardians & Carers** or via the **Smile APP**

Depending on the Services settings, Casual bookings will either:

* Be approved straight away
* Be a request and will need to be approved by the Service

| In both circumstances you will receive a notification once the Casual day has been accepted or if it has been rejected.

### Requesting a Casual Day via the WEB Portal

1. Log into the **WEB Portal for Guardians  & Carers**
2. Select the **Family** Tab from the left hand menu

| If you would like to manage casual days via the Smile APP see: [Smile APP - Managing Casual Bookings](https://help.xap.rocks/en/article/smile-app-managing-casual-bookings-1yva29n/?bust=1628576532793)

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_duo42c.png)

3. Select the **Bookings** Tab

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_k7inh9.png)

4. Select the **Green +** Add button

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_gw2wrz.png)

5. If you have more than 1 child, **select the name of the child** for the casual day
6. Select the **Care type** 
| Note: This will default to your Services care type if they only have one.
7. Select the **CCSS Arrangement type**
| Note: Most sessions will be linked to a CWA Arrangement which will allow any eligible CCSS Entitlements to be applied to your Account.
8. Select the **Payment Account** liable to pay for the sessions
| Note: This will only need to be selected if you have more than 1 person paying for the fees eg. TAFE
9. Select the **Booking Type** as **Casual**
10. Select the **Casual Date**
11. Select the **Room** for the Casual day
12. Select the **Session** (fee to be charged)
13. Select the **+ button** if you have more than 1 casual date to be added
14. Select to **apply a Discount** if you have been provided this by your Service
15. Tick that you agree to the **Services Bookings Terms & Conditions**
16. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1nxfybt.png)

### The Casual day will display on the bookings screen.

**C = Casual Day **
###### Status:
* **Pending** - Pending the Service approving the requested casual day
* **Approved** - Casual day approved by the Service

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_hbklf6.png)

### You will receive a notification via the WEB Portal and Smile APP to advise of the approved casual day. The Service will also receive a notification of the requested Casual Day.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1qiexsi.png)

### Cancelling a Casual Day

If you have requested a casual day and it is no longer required or you have selected the incorrect day/s, you may be able to cancel them.

| Note: This will depend on the Services cancellation policy. For further information you will need to contact your Service or read the Terms and Conditions

1. Select the **Family Screen** icon within the WEB Portal
2. Select the **Bookings Tab** 

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_5kst1o.png)

3. Select **3 dot** menu for the incorrect/no longer required casual day
4. Select **Cancel Booking** from the drop down
| Note: If the Cancel Booking option is not displaying, you will need to contact your Service directly to assist you further as they may not have enabled cancellation of Casual Days.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1a079a8.png)

5. Add in the **Cancellation Reason**
6. Select **Confirm**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1lz1h5b.png)

| The Service will be notified of the cancellation

|| To assist you further with this process see the Video: [Managing Casual Bookings](https://xap.fleeq.io/l/lzx5n4r94t-s4k7vd2dla)