> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.xap.rocks/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Xap Training Webinars

# Xap Training Webinar Calendar

📆For a ful list of our upcoming live webinars please visit https://xap.net.au/xap-webinars/

[![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/secure-your-spot-button_1y51wot.png =300x46)](https://xap.net.au/xap-webinars/)

# Pre-Recorded Xap Training Webinars

### What's new

| Topic | Description | Link |
| ---- | ---- | ---- |
| Managing Discounts within Xap 13/11/25 | Join us for an overview of the CCS changes for reporting Discounts within Xap, view the changes and processes to give you confidence with the change. | [Managing Discounts within Xap](https://vimeo.com/1136656218?share=copy&fl=sv&fe=ci) |

### Overview of Xap Screens
These videos will provide you with a quick overview of the modules within the Xap program, to assist you with getting started.

| Screen | Description | Link |
| ---- | ---- | ---- |
| Dashboard | Provides you with an overview of Daily attendances, Family Statuses and more | [Overview of Xap's Dashboard screen](https://vimeo.com/934704751/ac3d422247) |
| Families | Managing Family, Child & Guardian details | [Overview of Xap's Families screen](https://vimeo.com/934707215/50f301444b?share=copy) |
| Bookings – Bus & Excursion Lists | Creating & managing Bus lists and reports. | [Overview of Xap's Bus & Excursion Lists](https://vimeo.com/944297759/53a5c1cf67?share=copy) |
| Bookings – CCS Processes | Viewing & managing Session Reports & Session subsidies | [Overview of Xap's CCS screens](https://vimeo.com/935194813/d4b7668297?share=copy) |
| Bookings – Kindy Programs | Creating & managing State Kindy program details | [Overview of Xap's Kindy Programs](https://vimeo.com/935262555/01b9ffeabd?share=copy) |
| Payments & Billing | Viewing & managing, DD Payments, Misc. Charges and account balances | [Overview of Xap's Payments & Billing screen ](https://vimeo.com/935319951/86aea1631f?share=copy) |
| CCS Details | Viewing ACCS, ISS, Payments, Personnel & Notifiable Events | [Overview of Xap's CCS Details screen](https://vimeo.com/935654981/3027f7e222?share=copy) |
| Waitlist & Tours | Managing Leads, Tours, Waitlists and Enrolment progress. | [Overview of Xap's Waitlist & Tours screen](https://vimeo.com/935674264/8e336cbb67?share=copy) |
| Medication & Incident reports | Viewing & managing Medication & Incident reporting. | [Overview of Xap's Medication & Incident reports screen](https://vimeo.com/935716033/5fae76676c?share=copy) |
| Activities | Creating {& managing Activities e.g. Head Counts, Nappy Changes, Sleep times etc. | [Overview of Xap's Activities screen](https://vimeo.com/936030335/3f91b98e1d?share=copy) |
| Journeys | Creating & managing your room programs, observations and goals for your children. | [Overview of Xap's Journey screen](https://vimeo.com/936053493/d7a2d47383?share=copy) |
| Analytics | Viewing reports e.g. Child Health Details through to financial reports. | [Overview of Xap's Analytics screen](https://vimeo.com/935683740?share=copy) |
| Settings | Configuring your services processes within Xap e.g. Booking rules, enrolment forms, billing details and more. | [Overview of Xap's Settings screen](https://vimeo.com/936096700/d910a47596?share=copy) |

### Bookings

| Topic | Description | Link |
| ---- | ---- | ---- |
| Managing Bookings | Creating & managing permanent bookings and changes. | [Managing Recurring Booking Patterns](https://youtu.be/oPo5MG1fnVU) |
| Incomplete attendances | Managing Incomplete (signed in, not signed out), & pending (unmarked) attendances. | [Managing Incomplete Attendances](https://vimeo.com/811157314/a57b3ccade) |
| Room Closures | Creating & managing service & room closures, and daily room capacities. | [Recorded Webinar - Managing Room Closures and Configurations](https://youtu.be/EhZ7ZnjUwig) |

### CCS Webinars

| Topic | Description | Link |
| ---- | ---- | ---- |
| Important Weekly CCSS Tasks | Provides you a step-by-step process of managing and maintaining CCS within your service. | [Important Weekly Tasks to keep your CCS in good health](https://vimeo.com/1155822887?share=copy&fl=sv&fe=ci) |
| CCSS Health Check | Provides you with some key items & tasks to work on to keep your CCS processes healthy. | [CSS Sessions Health Check](https://vimeo.com/810326953?share=copy&fl=sv&fe=ci) |
| ACCS & ISS | An overview of managing Inclusion Support (IS) Cases and Additional Child Care Subsidy (ACCS) within the Xap program. | [Managing IS Cases and ACCS - Live Webinar Recording](https://vimeo.com/1133278674/860ccdbca1?share=copy&fl=sv&fe=ci) |
| Unsubmitted CCSS Sessions | Provides you with managing your CCS session reports including resolving errors. | [Managing unsubmitted CCSS Sessions](https://vimeo.com/810329145/cc074b4fad) |
| Financial Management | Viewing & managing CCS payment details | [CCSS Interfaces - Financial Management](https://youtu.be/yDtghlDIgOA) |
| CCSS Vacancies & Messages | Viewing & managing CCS vacancy configurations & messages | [CCSS Interfaces - Vacancies & Messages](https://youtu.be/ijLhSxmxE2I) |
| CCSS Account Management | Overview of CCS Account management for your service | [CCSS Interfaces - Account Management](https://youtu.be/vSi2Cl5o-TI) |
| Becoming an expert in CCS sessions & enrolments | Staying on top of your CCS sessions & errors as well as managing CCS enrolments | [CCS Sessions & Enrolments](https://vimeo.com/872757764/3d2d5b8643) |

### Settings

| Topic | Description | Link |
| ---- | ---- | ---- |
| Managing your Organisation details | Viewing & managing configurations for your service Organisation, Providers & Services. | [Settings - Managing Organisation, Provider and Centre Information](https://youtu.be/Pp8gtL7KdyA) |
| Payments & Billing | Viewing & managing your services payments & billing settings, including invoicing schedules & enabled payment methods. | [Settings - Payments & Billing Configurations](https://youtu.be/CEJue7Sqgo4) |
| Sessions, Fees, Rooms | Viewing & managing the foundation of your service, including Rooms, sessions/fees for bookings, and additional actions for families. | [Settings - Managing Sessions/Fees, Rooms, Bookings & Booking Notes, Discounts & T's & C's](https://youtu.be/5OVwkKjENog) |
| CCS Configurations | Viewing & managing your CCS information including CCS session submissions & Vacancies. | [Settings - CCSS Configurations](https://youtu.be/UVOMBKhNtjg) |
| Users | Creating & managing your user details and access within Xap. | [Settings - Managing Groups, Roles & Users](https://youtu.be/5CyRE2iqUVs) & [Roles & Users](https://youtu.be/9J7Rw5f6E-w) |
| Emails | Creating & managing email templates including customising automatic emails sent via Xap and manual emails you would like to send to your families. | [Settings - Managing Email Templates & Tags](https://youtu.be/M8OWMOQCt78) |
| Lead CRM | Customising your Lead CRM details including Tour times, Waitlist settings & customising your enrolment form. | [Settings - Managing Leads/Tours and Waiting List/Enrolment Form Configurations](https://youtu.be/4m3WJKwDYUo) |
| Additional Xap  Settings | Viewing & managing additional Xap settings including Activities, Menu Plans and more. | [Other](https://youtu.be/I4fVD7qihU8) |

### Topical Webinars

| Topic | Description | Link |
| ---- | ---- | ---- |
| Day to Day tasks | Providing you an overview of some daily tasks e.g. Family changes, Marking attendances etc. | [Day to Day processes in Xap](https://vimeo.com/915428865/103abca2ac?share=copy) |
| Vacation Care | Recommended processes for managing Vacation care at your service, including room closures & capacities, family communication | [Managing Vacation Care](https://vimeo.com/1094235944) |
| Bus Lists | Covering the process of creating & managing paper-based bus lists or digital bus lists via Xap connect. | [Managing Bus Lists & Filtering on Tags via Connect](https://vimeo.com/932255757/72c673edc6?share=copy) |
| Analytics Overview | An overview of Xap Analytics and reporting | [Xap Analytics Overview](https://vimeo.com/932299300?share=copy&fl=sv&fe=ci) |
| Guardian processes | Covering Guardian processes via the Guardian portal and Xap Smile app. | [Guardian processes](https://vimeo.com/951769614/49132964e2) |
| EOFY | Managing End of Financial year tasks, including Service closures, managing CCS submissions & payments | [End of Financial Year Tips /& Tricks](https://vimeo.com/1099203090) |
| Resetting your Xap foundational | Taking you through setting configurations and tasks in Xap, to help you stay on top of your admin work. | [Resetting your Xap Foundation 2025](https://vimeo.com/1052837831?share=copy) |
| Xap EOFY Essentials: Key Reports for a Smooth Year‑End Close 7/5/26 | **Key Reports for a Smooth Year‑End Close** | [Xap EOFY Essentials: Key Reports for a Smooth Year‑End Close 7/5/26](https://vimeo.com/1191034583?share=copy&fl=sv&fe=ci) |
| Let's Talk Financial Reports | How to Read, Use, and Strengthen Your Service with Smarter Insights | [Let's Talk Financial Reports](https://vimeo.com/1191054314?share=copy&fl=sv&fe=ci) |
| Managing QLD Kindergarten | Recommended processes for delivering the QLD Kindergarten program within a Long Day Care (LDC) service. | [Managing QLD Kindergarten](https://vimeo.com/1231887822?share=copy&fl=sv&fe=ci)  |

### Payments & Billing

| Topic | Description | Link |
| ---- | ---- | ---- |
| Payments & Billing | Covering all things payments in Xap, including Biling Setup, Guardian payments, DD payments & understanding invoices & statements | [Managing Xap Payments effectively](https://vimeo.com/1091038852?share=copy&fl=sv&fe=ci) |

### Lead CRM/Waitlist

| Topic | Description | Link |
| ---- | ---- | ---- |
| Lead to Active Family | Taking you through the full lead to active family process in Xap. | [Full Leads & Waitlist process](https://vimeo.com/1087613008/812501706e?share=copy) |
| Leads & Waitlist processes | Customising your Leads & Waitlist processes in Xap. | [Customising your Leads & Waitlist process](https://vimeo.com/1095810283/f7ec7b655d?share=copy) |
| Lead CRM to Active Family | Webinar - From Lead to Enrolment: Managing CRM & Waitlists in Xap | [From Lead to Enrolment](https://vimeo.com/1191008858?share=copy&fl=sv&fe=ci) |

### Connect/Kiosk

| Topic | Description | Link |
| ---- | ---- | ---- |
| Xap Connect | Utilising the Xap Connect app effectively at your service. | [Utilising the Xap Connect app effectively](https://vimeo.com/933109434/cf7f94586c?share=copy) |
### Guardians

| Topic | Description | Link |
| ---- | ---- | ---- |
| Guardian Portal | Overview of the Guardian portal processes from the family point of view. | [Managing the Xap Portal for Guardians & Carers](https://youtu.be/uXNKgkjOOQ0) |
| Smile app | Overview of the Guardian Smile app processes from the family point of view. | [Managing your Xap Smile app](https://youtu.be/OpI7DTn9SsE) |
| Guardian Processes | Overview of Guardian processes based on Service configurations within Xap. | [Getting the most out of the Guardian Features - Services view](https://vimeo.com/1105277423/e0ef0d6a53?share=copy) |

### Activity & Journey

| Topic | Description | Link |
| ---- | ---- | ---- |
| Activities & Journeys | Creating & managing Activities & Journeys modules within Xap. | [Activities & Journey Webinar - Live Recording](https://youtu.be/apiQ0hVqLWI) |

### Medication & Incident Reporting

| Topic | Description | Link |
| ---- | ---- | ---- |
| Medication & Incidents | Creating & managing Medication & Incident reporting within Xap. | [Medication & Incidents Overview](https://youtu.be/l1A2wiwJMVM) |