• Manage changes to a recurring booking

  How to make changes to a recurring booking. Recurring booking patterns can change in a few different ways: Extra day/s are being added permanently with existing room/sessions Current days are changing permanently and/or fee/room is being updated Days are remaining the same, however the room or fee is changing for a period of time 1. Extra day/s are being added permanPopular

• How to add a casual booking

  How to add a casual booking This article will assist you in adding a Casual Booking for a child at your service. Step 1: Select Bookings & Attendance from the menu Step 2: Click on the Green Plus + Step 3: Populate the Bookings Details including Child Name, Booking DaPopular

• Bookings & Attendance - Rolls Screen

  Managing the Rolls Screen This article will allow you to view and manage your Service's roll information. Overview The rolls screen in the Xap Web portal allows you to see an overview of the roll information for children at your service across the selected week. Viewing the Rolls screen Select the Bookings and Attendances screen Select the Rolls Tab on the top left-hand side (https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image1lj0wPopular

• CCSS Sessions - Manual Submissions

  CCSS Sessions - Manual Submissions This article will assist you with manually submitting your CCSS Sessions for processing. Overview The Xap system allows you to setup your preferred auto submit sessions day, however you can still manually submit if required. When would you use the manual submissiPopular

• How to Delete Bookings in Bulk?

  How to Delete Bookings in Bulk? You can delete bookings in bulk in both enterprise access and centre access mode. Step 1: Click on the Booking & Attendance icon from the main navigation. Step 2: Click on the Bookings tab from the top navigation. You can use advanced filter to refine booking rSome readers

• Viewing Total amount of Used Discounts per Family

  Viewing Total amount of Used Discounts per Family This article will assist you with being able to view how many discounts have been used per Family. Overview Discounts are applied to Families via the Children's bookings. To view the Total Discounts Select the Bookings & Attendances Screen Select the Bookings Screen Select thSome readers

• Managing a Child Transitioning Rooms

  Managing a Child Transitioning Rooms This article will assist you with managing a child who is transitioning into another room. When you would use this process You would use this process when a child is transitioning for eg. 1 day a week into the next room until they move permanently. Or if the child is transitioning up to the next room for a part of the day.Some readers

• Marking an Attendance via Xap

  Marking an Attendance via Xap This article will assist you with marking an attendance in the Xap program. Overview The Attendances is the marked status of the child's booking. Attendances will display as different statuses:Some readers

• Extend Bookings Scheduler Errors and Actions

  Extend Bookings Scheduler Errors and Actions This article will assist you with managing Extend Booking errors that may occur. These errors can be located through the Enrolments screen in the Bookings and Attendances module.Some readers

• Printing a blank Attendance Sheet

  Printing a blank Attendance Sheet Your Service may choose to print out paper copies of Sign in/out Sheets, in conjunction with the Kiosk or separately. Printing a Blank Attendance SiFew readers

• Creating and Managing Bus & Excursion Lists

  Creating and Managing Bus & Excursion Lists Overview The Bus & Excursion lists module, allows you to create a list of children and include Sign in/out options for a paper-based attendance sheet. Bus & Excursion Lists will either be automatically populated from a Route or children will need to be manually added onto the List depending on the settings. Viewing ListsFew readers

• Marking an Additional Absence

  Marking an Additional Absence For the purposes of CCS and ACCS, additional absences can be claimed under special circumstances when a child has been absent over the allowed 42 days of absences for a specified reason such as illness where a medical certificate has been provided. CCS and ACCS is payable for all additional absences and there is no limit on the number of additional absence days a recipient may claim, providing the absence days are taken for specified reasons and supportFew readers

• Help Page - Bookings Management Guides & Links

  Help Page - Bookings Management Guides & Links This article contains all the links to the University links for Guides and Videos to assist you with managing Bookings for your Service. Videos Settings Bookings General Booking Configuration Permanent Booking Configuration Casual Booking Configuration Booking Notes (https://xap.fleeq.io/l/Few readers

• State Funding - Creating a Kindy Program

  Creating a Kindy Program The Kindy program feature can be used in all Australian States, to assist you with tracking Kindy program children and applying Kindy funding credits. Kindy Program Tab Create and Manage Kindy Programs Set Program Availability dates Link the Kindy Subsidy to Rooms/ Days and Fees Flag SEIFA Rating Add in Teacher Details Pause the program if applicableFew readers

• Managing Incomplete Attendances

  Managing Incomplete Attendances This article will assist you with managing Incomplete Attendances. Overview Attendance statuses will display: Complete The child has been signed In & Out OR Marked Absent for the day Incomplete The Child has been signed In but not Out Pending Hasn't been signed as attending or absent at all For Example: (https://storage.crFew readers

• Withdrawing CCSS Session Reports

  Withdrawing CCSS Session Reports This article will assist you with managing withdrawing CCSS Session reports. Overview In some instances, you may need to withdraw a CCS session report. This will only need to occur if for example you have deleted the entire week that was previously submitted to CCSS.Few readers

• How to Record a Split Attendance

  How to Record a Split Attendance This article will assist you in creating a split attendance for a child at your Service. A split attendance is used when a child arrives at the service, leaves for a short period during the day, and then returns later. This results in two separate sets of arrival and departure times being recorded for that child within the same day. Select Bookings and Attendances Module Select the Attendances Tab (https://storage.crisp.chat/usFew readers

• How to mark a child absent

  How to mark a child absent This document will show you how to mark a child absent as absent via the web portal. Step 1: Select booking & attendance from the left hand side menu. Step 2: Select attendances from the top menu. Step 3: Click on the absent button to mark a child absent. (https://sFew readers

• Creating a recurring weekly booking

  How to add a recurring weekly booking A recurring booking is for a child whose bookings are consistent across a week/fortnight. Use the Global search, to search on the child or family Select the Family from the drop-down menu. Select the Bookings Tab Select the Green + signFew readers

• Creating Bus Routes

  Creating Bus Routes Bus & Excursion Routes allow you to create a paper-based sign in and out option to manage your services drop-off and pick-up times for children at your service. The Bus lists option isn't necessarily for actual bus trips, this can be walking excursions or walking children to or from school to your service. The Bus list option allows you to capture the transit times, without having the children physically signed in or out of your Services care. Routes could inFew readers

• Help Page - Managing State (Kindergarten) Funding

  Help Page - Managing State (Kindergarten) Funding Guides Kindy Subsidy Screen Overview State (Kindy) Funding - Kindy Program User Permissions State Funding - Creating a Kindy Program (https://help.xap.rocks/en/article/kindy-program-creating-a-programFew readers

• How to mark children absent in bulk

  How to mark children absent in bulk This help document will show you how you can mark children absent in bulk via the web portal. Step 1: Select booking & attendances from the left hand side menu. Step 2: Select attendances from the top menu. Step 3: Use the from and to date, to search for the daFew readers

• Help Page - Bus & Excursions List

  Help Page - Bus & Excursions List This article contains all the links to the University links for Guides and Videos to assist you with managing Bus Lists and Routes for your Service. Guides Creating Routes Managing Lists - Using Tags Creating and Managing Bus Lists (https://help.xap.rocks/en/article/creating-and-managing-bus-listFew readers

• Bookings - Extend Bookings Scheduler

  Bookings - Extend Bookings Scheduler This article will assist you with enabling the Auto Extend Bookings option for your Centres. Overview When centres migrate to Xap or new bookings are created in the program, the system creates the first 12 months’ worth of bookings. Currently there is no process to extend these bookings further than 12 months. This needs to be automated based on a child’s enrolment booking pattern by enabling the Extend option. This option if enabled allows the systFew readers

• Adding Additional Permanent Recurring Days

  Adding Additional Permanent Recurring Days This article will assist you with adding additional permanent days to an existing booking. Overview If a child is picking up extra days permanently, this can be managed via the Add Booking options. The +Add booking option is for managing: Adding an additional permanent day eg. Child currently attends Mon, Wed and is now adding a permanent Fri. Adding a NEW booking pattern for a NEW child Adding a NEW booking for an existing child that isFew readers

• Managing a Swap Day

  Managing a Swap Day This article will assist you with managing a Swap Day for a child. Overview Swap days can be managed by the Service on a case by case basis. Swap days could be either: A Casual once off Change A permanent change of days Managing a Swap Day - Casual Booking Rates ThisFew readers

• Additional Absences - Creating Extra Absence Reasons

  Additional Absences - Creating Extra Absence Reasons This article will assist you adding extra Additional Absence Reasons for your Service. Overview Additional Absences are recorded in the system when the child has used their Standard Absences. The Guardian has provided documentation to allow them to claim CCS for the absent days.Few readers

• Managing a Varied CCSS Attendance

  Managing a Varied CCSS Attendance This article will show you how to recognise and submit a vary session report, after you have made the changes. Overview Vary attendances refer to any session reports which have been amended after the initial submitted session report has been submitted and processed by CCSS. You will need to submit a vary session report to CCSS when there has been an update or change to one of the following sections: Bookings Days Session Hours Fee Sign in/ouFew readers

• Bookings & Attendances - Session Subsidies Screen

  Bookings & Attendances - Session Subsidies Screen This article will assist you with viewing CCSS Session report information. Overview The Session Subsidy Screen allows you to view further session information that has been finalised from CCSS. This screen provides you with the ability to search, filter & view subsidy entitlement from a central place. If you find certain information is not up to date, you can query CCSS and view updated information from the same screen. Viewing theFew readers

• Managing balance adjustments for sessions submitted before using Xap

  Managing balance adjustments for sessions submitted before using Xap This article will assist you with applying credit or debit session balance adjustments prior to your Go live on Xap. Overview The Past Balance Adjustments screen will display Credit or Debit Amounts. This will only display if you have made changes to sessions for a period prior to starting with Xap. The Past BalancFew readers

• How to clear attendances in bulk

  How to clear attendances in bulk This article will assist you in clearing attendances in bulk at your service. Click on Bookings and Attendances Click Attendances. Use the Status and Date Filter to search for attendances Select the Attendances you wish to Clear.Few readers

• Creating a recurring fortnightly booking

  Creating a recurring fortnightly booking Overview Fortnightly Bookings are useful to create when: The child attends different days over a 2-week period. eg. Week 1 - Mon, Tue, Wed Week 2 - Mon, Tue The Child is linked to 2 different Guardian/Carers eg: Shared Custody and they pay for 1 week each e.g. Guardian 1 Week 1 - Mon, Tue, Wed Week 2 - No Attendances Guardian 2 Week 1 - No Attendances Week 2 - Mon, Tue, Wed Creating a Fortnightly Recurring Booking To createFew readers

• Managing Room Closures & Capacity

  Managing Room Closures This article will assist you with managing Room Closure and Capacities. 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 duringFew readers

• How to Edit Bookings in Bulk?

  How to Edit Bookings in Bulk? You can edit bookings in bulk in both enterprise access and centre access mode. However, to edit bookings in bulk in enterprise access mode, you must only select the bookings from one centre and one care type at a time. Step 1: Click on the booking & attendance from the left hand side menu. Step 2: Click on the bookings tab from the top menu. (https://Few readers

• How To Create A CCSS Session Report

  How To Create A CCSS Session Report This help document will guide you through how to create a CCS session report for the purpose of submitting session report to CCSS. Step 1: Select booking & attendance from the left-hand side menu. Step 2: Select session reports from the top menu. Step 3: Click onFew readers

• How To Approve Or Reject Booking Requests?

  How to approve or reject booking requests? You can approve/reject bookings in bulk in both enterprise access and centre access mode. Step 1: Click on the Booking & Attendance icon from the left hand side menu. Step 2: Click on the Bookings tab from the top menu bar. You can use advanced filFew readers

• Kindy Subsidy Screen Overview

  Kindy Subsidy Screen Overview This article will assist you with configuring Kindy Subsidies for your Service. Overview The Kindy Subsidy screen is broken into 2 parts: Kindy Program Tab Create and Manage Kindy Programs Set Program Availability dates Link the Kindy Subsidy to Rooms/ Days and Fees Flag SEIFA Rating Add in Teacher DetailsFew readers

• Clearing a marked attendance in Xap

  Clearing a Marked Attendance in Xap If you have Children that may have been incorrectly marked in the system, you can “Clear” this out of the system to allow the correct information to be added. This can be completed via the main Xap program or via the Connect App. Some examples of when you may need to clear an attendance are: The child has been signed out of the Service incorrectly as they are still on the premises. The child has been marked as an Absent, but is in attendance The cFew readers

• State Funding - Viewing the Eligible Kindy Program Children

  Viewing the Eligible Kindy Program Children This article will assist you with viewing the eligible children linked to a Kindy program at your Service. Overview The Kindy Subsidy screen for Children allows you to: Under the Kindy Program Tab Create and Manage Kindy Programs Set Program Availability dates Link the Kindy Subsidy to Rooms/ Days and Fees Flag SEIFA Rating Add in Teacher Details see: State Funding - Creating a Kindy Program (https://help.xap.rocks/en/articleFew readers

• Identifying CCSS Sessions that have CCSS errors that need to be resolved

  Identifying CCSS Sessions that have CCSS errors that need to be resolved CCSS Session reports will be automatically submitted for processing, unless there are errors stopping them. Overview There are a number of reasons why sessions might have errors or may not have been submitted to CCSS. The most common is that the session is missing sign in/out reasons so are Incomplete Attendances.Few readers

• Adding a Child onto an Existing Route

  Adding a Child onto an Existing Route This article will assist you with adding a child onto an existing Bus Route. Overview Bus Routes can be configured to either have children: Automatically assigned to the route according to the Session/Fee they are booked under. OR The children can be manually added to the Route, depending on their need.Few readers

• Editing/Removing a child from a Bus or Excursion List

  Editing/Removing a child from a Bus or Excursion List Bus & Excursion Lists allow you to create a paper-based sign in and out option to manage your services drop-off and pick-up times for children at your service. The Bus lists option isn't necessarily for actual bus trips, this can be walking excursions or walking children to or from school to your service. The Bus list option allows you to capture the transit times, without having the children physically signed in or out of your SeFew readers

• Delete a Booked Attendance (once off)

  Delete a Booked Attendance (once off) This article will assist you with the process of deleting (removing) a Child/ren off of the roll for a booked day. Overview Bookings may need to be deleted from the roll for a day/period for a child. You may wish to delete an individual or group of bookings for a child for a number of reasons: Swapping Days as a onceFew readers

• Help Page - Managing Past Balance Adjustments

  Help Page - Managing Past Balance Adjustments This article will provide you all the links to the Help Articles to assist you with managing session and CCS payment information prior to your Go Live Date on the Xap program. Overview The Past Balance Adjustments screen will display Credit or Debit Amounts for CCSS Adjustments or adjusted bookings for sessions submitted prior to your Go live date on Xap. The Past Balance Adjustment Screen: Calculates CCS Fees and Bookings adjustmFew readers

• How to Query Session Report Subsidy Entitlements

  How to Query Session Report Subsidy Entitlements To view additional absence reasons and download absence document, follow the steps below. Step 1: Click on the booking & attendance icon from the left hand side menu. Step 2: Click on the session reports tab from the top menu. (https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/7screenshot-portalqakidsxapcom13ok5ew.pnFew readers

• Managing a change of Room for a Recurring Booking

  Managing a change of Room for a Recurring Booking This article will assist you with managing a child who is moving permanently into another room. When would you use this process You would use this process when a child is moving from their current room into a new Room at your Service. For example the child is Mon, Wed, Fri in Nursery and will be moving permanently into the Toddlers Room.Few readers

• Managing Bus Lists - Using Tags

  Managing Bus Lists - Using Tags This article will assist you with creating Bus Lists for your Service. To manage Bus Lists for the children at your Service. Step 1: Creating and Managing Tags Create a Tag for your Bus ListsFew readers

• Bookings & Attendance - Enrolments Screen

  Bookings & Attendance - Enrolments Screen This article will assist you with viewing and understanding the Enrolments Screen found within the Bookings & Attendance Screen. Overview The Enrolments screen will assist you with viewing and correcting CCSS as well as Booking information for all Service Care Types. What information can be found on this screen. CCSS SFew readers

• Past Balance Adjustments Screen - Overview

  Past Balance Adjustments Screen - Overview This article will assist you with understanding the Past Balance Adjustments screen, this screen allows you to apply credit or debit session balance adjustments prior to your Go live on Xap. Overview The Past Balance Adjustments screen will display Credit or Debit Amounts for CCSS Adjustments or adjusted bookings for sessions submitted prior to your Go live date on Xap. If you need to make session or booking adjustments see: How to make changeFew readers

• Enrolment Form - Kindergarten Fee Subsidy Eligibility

  Enrolment Form - Kindergarten Fee Subsidy Eligibility Overview This article will assist you with activating and managing the Kindergarten Fee section of the Enrolment form. To manage this section: Select the Settings Screen Select the Customise Enrolment Form icon Select the Centre NameFew readers

• Session Report FAQ

  Session Report FAQ Session Reports should be submitted to CCSS weekly or fortnightly. This sends the children's attendances off to CCSS so the service can receive subsidies. Read below the answers to some of our frequently asked questions. Can these be automatically submitted? Yes! You can configure your settings to submit the attendances automatically. To do so, click Settings on the left-hand menu and then Booking Configuration. (https://storage.crisp.chat/users/helpdesk/websiteFew readers

• State (Kindy) Funding - Kindy Program User Permissions

  State (Kindy) Funding - Kindy Program User Permissions This article will assist you with managing User Permissions to access the Kindy Funding screen. Overview The Kindy or State based fundiFew readers

• How to View Session Subsidy Entitlement

  How to view session subsidy entitlement? To view additional absence reasons and download absence document, follow the steps below. Step 1: Click on the booking & attendance icon from the left hand side menu. Step 2: Click on the session reports tab from the top navigation. (https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/7screenshot-portalqakidsxapcom13ok5ew.pnFew readers

• How to use the filter/search (Booking & Attendance)

  How to use the filter/search (Booking & Attendance) When using Xap, you have the option to customise your search results to find exactly what you want. Searching, filtering or refining can help you get a quick overview of the data you wish to view for a specific purpose. For example, you may want to see all the children booked into the Koala room. Find out more below. Step 1: Select bookings & attendance from the left hand side menu. (https://storage.crisp.chat/users/helpdesk/websiteFew readers

• How To View Additional Absence Reasons And Download Absence Documents?

  How To View Additional Absence Reasons And Download Absence Documents? To view additional absence reasons and download absence document, follow the steps below. Step 1: Click on the booking & attendance icon from the left hand side menu. Step 2: Click on the attendance tab from the top menu.Few readers

• Editing a child's booking

  Editing a child's booking This article will assist you with editing a booking for a child. Overview Editing a booking is only for a Temporary change not an ongoing permanent change to their bookings, for example: You would like to change the fee the child/ren are being charged under for selected day/s only. This could be for eg. Excursions in an OSHC or an early Finish Fee for CBC Services. If you are applying a discount or gap fee discount to selected day/s only. TransitioniFew readers

• How To Take Attendance? (Web Portal)

  How To Take Attendance? (Web Portal) In this help document, we will show you how to Take Attendance via the Web Portal. Attendances can also be taken via our App. Step 1: Select booking and attendances from the left hand side menu. Step 2: Select attendances. From here, select your date range, and click the magnifying glass to search. (https://storage.crisp.chat/users/helpdesk/website/5dFew readers

• QLD Kindergarten - Change of Software

  QLD Kindergarten - Change of Software This article will assist you with understanding the process of managing your QLD Kindergarten forecasts & acquittals if you have a change of software program. Overview The QLD Government When would this process apply? This process will apply when the Kindy service changes their CCMS provider they must acquit the period correctly. This ensures the service and the parents of the children receive the correct funding available. When can a chaFew readers

• QLD Kindergarten/Preschool Funding - LDC

  QLD Kindergartens/Preschool Funding - LDC This article will assist you with managing the changes to Kindergarten funding for 2023. Overview From 2023, the QLD Government is making changes to the Kindy funding kindergarten at both sessional kindergarten and long day care services in Queensland may be free for children who are experiencing vulnerability and/or disadvantage. The new funding scheme will replace the current Queensland Kindergarten Funding Scheme.Few readers

• Viewing Applied Discounts - Bookings

  Viewing Applied Discounts - Bookings COMING SOON! Once Discounts have been applied to bookings, the details will display on each booking. Example - Gap Discount Example below - State Funding Applied by code Bookings screen displaying applied Discount Individual booFew readers

• Return Fee Reduction - Past Balance Adjustment Screen

  Return Fee Reduction - Past Balance Adjustment Screen This article will assist you with creating a Return Fee Reduction for balance adjustments prior to your Go live on Xap. Return fee reduction is when you need to let CCSS know of any fee reductions that have not been passed onto the family as they have left the centre and you are no longer able to contact them. Overview The Past Balance Adjustments screen will display Credit or Debit Amounts. This will only display if you have madeFew readers

• Successful Steps for QLD Kindergarten/Preschool Invoicing - Sessional Kindergartens

  Successful Steps for QLD Kindergarten/Preschool Invoicing - Sessional Kindergartens This article will take you through the 5 steps for managing your Kindergarten Invoicing in Xap for Sessional Kindergartens. Overview If you are a Sessional Kindergarten and charge Term Charges,Few readers

• Rolls Screen - Attendance Sheet

  Rolls Screen - Attendance Sheet This article will assist you with viewing and downloading an attendance sheet within the Xap program. Overview The Attendance sheet (sign in/out sheet) that is located on the Rolls screen, allows you to: View Sign in/out times for prior days View absences Print out a blank attendance sheet to take on eg. excursions or have as a backup in case of internet or power outages The attendance sheet can be sorted into different formats or displays. DFew readers

• QLD Kindergartens/Preschool Funding - Sessional Kindergarten 2023

  QLD Kindergartens/Preschool Funding 2023 This article will assist you with managing the changes to Kindergarten funding for 2023. Overview From 2023, the QLD Government is making changes to the Kindy funding kindergarten at both sessional kindergarten and long day care services in Queensland may be free for children who are experiencing vulnerability and/or disadvantage. The new funding scheme will replace the current Queensland Kindergarten Funding Scheme.Few readers

• Managing End of Financial Year 25/26 CCS Services

  Managing End of Financial Year Processes 2025/2026 - CCSS Services This article will assist you with running a quick check on your Software prior to the Financial Year Lockout to ensure that you have met all of your CCSS Regulations. And that your Services are running effectively. This will allow you to get the most out of your Software. Important Dates to NoteFew readers