What time do Xap automations run?
What time do Xap automations run?
Xap has automated many of the time-consuming tasks that are manual in other software products. This guide outlines some of those automations and the schedules that they run on.Users can also manually query CCSS interfaces, so they maintain control in the scenarios where they cannot wait until the next scheduled process to run.NOTE This is AEDT Time (VIC/NSW/TAS)
Financial Automations
Automation | Details | Schedule |
|---|---|---|
Account Payment Submissions | Submission of Guardian Account payments through the payment gateway on their scheduled weekly cycle and day | Daily - 7:00AM & 1:00PM |
Account Payment Retrieval | Retrieval of previously submitted scheduled payments and BPay transactions | Daily - 9:00PM |
Credit Card Nearing Expiry | Credit Card Nearing Expiry Notification/Email | Wednesday - 5:00 PM, Saturday - 5:00 PM |
Credit Card Expired | Credit Card Expired Notification/Email | Wednesday - 5:00 PM, Saturday - 5:00 PM |
Direct Debit Reminder Email | Reminder emails for Guardians regarding upcoming scheduled Direct Debit Payments | Daily - 7:30PM |
Invoice Due Reminder Email | Reminder emails for Guardians their Invoice is Overdue | Daily - 7:30PM |
Invoice Generated | Estimate booking fee, and generate invoice for payment accounts, email sent to Guardians | Daily - 2:30AM |
Invoice Settlement | Processing of received scheduled payments and allocating against Invoice as Paid or Partially Paid | Daily - 9:00AM |
Paychoice Transaction Summary Email | Reminder emails for Guardians their Invoice is Overdue | Daily - 7:30PM |
Update Credit Card Expiry Flag | Automatic Notification to Guardians of Expired CC details | Daily - 9:00PM |
Update Payment Method from Fixed to GAP | Update Payment Method from Fix recurring To Gap when end date comes | Daily - 10:00PM |
CCS Automations
Automation | Details | Schedule |
|---|---|---|
Ccs payment settlement | Settle CCS payments to the statement | Daily - 8:30 PM |
Prior period adjustments | Send notification for enrolment failure. | Saturday - 9:00AM |
Query session reports from CCS | Query session reports from ccs to get updated status. | Tuesday - 9:00AM |
Query ACCS Certificate and Determination | Query ACCS Certificate/Determination | Sunday - 1:00 AM |
Query CCS payment for service | Query CCS Payment information for the Service | Daily 7:00 PM |
Query Debt from DHS | Query Debt details from DHS | Sunday - 4:30 PM |
Query enrolment notice | Query enrolment notice and send email for ceased enrolment | Daily - 9:30 PM |
Query entitlement for service | Query entitlement for each enrolment for service | Daily - 7:30 PM |
Query Notifications and Correspondences | Query Notifications and Correspondences from DHS (CCS Messages) | Sunday - 5:00 PM |
Query Session Report Subsidy | Query Session Report Subsidy | Daily - 9:00 PM |
Reset CCS Settlement | Reset Ccs estimation where ccs payment is not received after given timeframe | Thursday - 10:30PM, Sunday - 6:00 PM |
Reminder for device expiry | Send notification to Centre's their PRODA device is about to expire. | Sunday - 3:30 PM |
Send ACCS Certificate and Determination notifications | Send ACCS Certificate/Determination Notification. | Every Saturday - 1:00 AM |
Submit session reports automatically | Auto submit session reports to DHS based on settings | Friday - 10:30PM, Saturday - 3:00PM, Sunday - 3:00PM, Monday - 10:00PM |
Send Notification for enrolment failure | Send notification for enrolment failure to Service | Daily - 9:00AM |
Session Report create from system | Generate session report from system. | Every second day - 5:00AM & Friday - 5:00AM & 8:30PM |
Submit Enrolment Notice to CCS | Query session reports from ccs to get updated status. | Daily - 5:00AM |
Submit vacancy details to CCS | Submit vacancy details to ccs which required to submit every week | Thursday & Friday - 6:00AM |
Wwcc Expiry Reminder | Wwcc Expiry Reminder for Personnel | Sunday - 4:00 PM |
Zero Subsidy Settlement | Revert all ccs from statement if child did not get any subsidy for that session report. | Daily - 10:00 PM |
Other Automations
Automation | Details | Schedule |
|---|---|---|
Attachment Expiry | Notification and Actions required notification for Attachment expiring in the next 14 days | Daily 8:00 PM |
Extend Bookings | Extend the bookings based on the enrollment pattern match if extend booking flag is enabled in the booking configuration | Sunday - 10:00 AM |
Free QLD Gov Grant payments | QLD Kindy Automated Payment & Settlement | Daily 8:00 PM |
Medication Expiry Event | Notification and Actions required notification for Medications expiring in the next 14 days | Daily - 7:00 PM |
Notification for Pending Guardian Declaration | Notification sent to Guardian regarding declarations requiring signing | Saturday - 2:00PM |
Update child and family status | Update status of family and child based on bookings | Saturday - 2:00 PM |
Waitlist offer expiry | Generate expired offer email and status | Daily - 2:00AM |
Xap Analytic reporting | Xap’s analytic reporting refreshes every three hours, with the first sync starting at 3:00am. | Every 3hours |
Updated on: 20/03/2026
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