Activities & Meal Plans
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Lead CRM, Waitlists & Enrolment Form
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Tag's
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Discounts
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Guardian Portal Settings
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Rooms, Session/Fees & Programs
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Bookings & Booking Notes
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Operational Profile
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Org/Prov/Centre
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Groups, Roles & Users
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Payment & Billing
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SMS - Coming soon!!
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Managing Temporary Service Closures
Managing Temporary Service Closures This article will assist you with managing temporary service closures. Overview Temporary closure are for CCS and non CCS Services. There are three main scenarios where you may need to close your service for a period of time: Whole Centre closing for a period (Monday - Sunday) Closing Rolls (not the whole Centre - CBC) For example: CBC closing BSC/ASC Rolls but still providing other care such as Vacation Care Closing Rolls not whole CentrFew readersHelp Page - Sessions & Fees
Help Page - Sessions & Fees This article contains all the links to the University links for Guides and Videos to assist you with managing Sessions & Fees for your Service. Guides: Settings - Managing Templates, Sessions/Fees & Programs How To Manage Session And Fees [How To Create Sessions And Fees for KindergarteFew readersHoliday/Exceptions - Non-CCS Absence record
Holiday/Exceptions - Non-CCS Absence record This article will assist you with managing absences linked to a Sliding Scale Fee Type. This option will allow you to still charge the 5 day rate, BUT not submit the day as an absence for specific dates. For Example: The Service charges a sliding scale fee of: 1-4 days = $110.00 per day 5 days = $100.00 per day The child is away 1 day and the Service chooses not to submit or charge for the Absence BUT allow the 5 day rate to apply. This can beFew readersHow to Edit or Archive a Role
Creating Roles and Setting Permissions: Part 2 Once you have created a new role, Xap allows you to modify the role. This help document will explain how to view, edit and archive the role in detail. ** Step 1: ** Go to settings from the left-hand menu bar. ** Step 2: ** Click on the manage roles icon. ** Step 3: **Few readersCreating Roles and Setting Permissions: Part 1
Creating Roles and Setting Permissions: Part 1 The manage roles function in Xap lets you create roles for staff members with different types of permissions to use. For example, you may set up different roles such as an admin, an educator or a casual educator. Each of these roles will have different forms of access permissions in Xap. This help document will provide you with a detailed explanation on how to create and set permissions for roles. Step 1: Click on settings from the left-hFew readersManaging Invoice Settings
Managing Invoice Settings Within the Xap program you can manage your Invoice settings for the charging of your Families Accounts. The Invoicing settings: Create an Invoice for the selected period for the Bookings of the child required for payment. Creates the Invoice for the selected period AND creates the Direct Debit payment to pay for the invoice period. Creating Invoice Settings To create or manage your Invoice Settings. Select the Settings menu from the left toolbarFew readersPayment & Billing - Configuring Locked Period Accounting
Configuring Locked Period Accounting This article will assist you with enabling and configuring Locked period Accounting within the Xap program, to assist you with Financial reporting for your Service. Enabling Locked Period To enable Locked Period Accounting for your Service Select the Settings Screen Within the Settings Screen , select Payment & Billing Settings icon Select the **SFew readersQLD Kindergarten Funding - Registering your QGrants API's
QLD Kindergarten Funding - Registering your QGrants API's This article will assist you with adding your QGrant API voucher information into Xap, to allow you to forecast and acquit via software. Kindy is 15 hours per week, 40 weeks per year and is free for all Queensland families. All approved free kindergarten providers can claim for free kindy funding. see: Kindergarten Funding, [QLD Kindergarten Funding EssentFew readersHelp Page - Roles and Permissions Guides & Videos
Help Page - Roles and Permissions Guides & Videos This article contains all the links to the University links for Guides and Videos to assist you with managing your User Groups, Roles and Permissions for your Service. Videos Roles & Permissions How to create a new Group How to create a new Role How to edit/archive a Role [How to archivFew readersOperational Profile - OSHC & VAC
Operational Profile - OSHC & VAC This article will assist you with managing your Operational Profile information for an Outside School Hours Care Service. This is particularly important if you are running concurrent dates for After School Care/Before School Care and Vacation Care. Setting the Operational Profile To update your Services Operational Profile information. Select the Settings Screen Select the Operational Profile icon  default Transaction categories. Overview The Australian Government is making changes relating to the payment methods available for Families to pay their GAP Fee. The changes are that Families are required to pay their GAP electronically. | To assist you further see: [Electronic Payment of GAP Fees](https://www.education.gov.au/early-childhFew readersHow to edit or archive a Room
How to edit or archive a Room This article will assist you with editing and archiving a room within the program. Editing a Room To edit details for a Room at your Service. Select the Settings screen from the left hand menu Within the Settings screen, select the option of Room Configuration Select the 3 dot menu to the right hand side of the room you are editing Select **EdFew readersFee Types - Hourly
Fee Types - Hourly This Article will assist you with creating and managing Hourly Fee types. Creating the Hourly Fee Hourly Fees are helpful for Services who prefer to charge families by the times of Attendance as opposed to a Fixed session price. To create the Hourly Fee type: Select the Settings menu Select the option of Settings and Fees Within the Sessions and Fees Menu selecFew readersEmail Templates - To Organisation/Centre
Email Templates - To Organisation/Centre This article will assist you with viewing the list of Automated Emails that are sent to your Guardians via the Software. Overview The Xap system has various automated emails that are sent out to Guardians during various processes to advise them of changes or requirements from the Service. They are separated into different Categories linked to these processes. Below are the email templates that are linked to each Category. Booking **NewFew readersTags - Adding additional Languages
Tags - Adding additional Languages This help document will demonstrate how to create additional Tag options for Languages. Overview Tags are unique identifiers that can be associated with family records to search, sort, categorise, filter, and segment records in a more efficient way. You can select an existing tag from a list of tags or simply create a new one. Creating additional Languages To create the additional languages: Select the Settings screen from the left-handFew readersEmail Templates - To User
Email Templates - To User This article will assist you with viewing the list of Automated Emails that are sent to your Staff or Guardians via the Software. Overview The Xap system has various automated emails that are sent out to Users whether they are Staff or Guardians during various processes to advise them of changes or requirements from the Service. Email Templates Staff Account Activation - This template is sent to Staff when they are created as a User, advising themFew readersCustomising Enrolment Form Declarations
Customising Enrolment Form Declarations This article will assist you with customising the Declarations that appear on your Services Enrolment forms. Overview Xap's online enrolment form allows you to collect the personal information for the child and family. The Enrolment form also contains a Declaration section allows you to capture the agreement from the Guardian that all the information collected on the enrolment form is True and Accurate. There are default declarations oFew readersTransaction Categories - Creating Kindergarten Term Charges
Transaction Categories - Creating Kindergarten Term Charges This article will assist you with creating your Kindergarten Term Charges. Overview If your Centre charges by Term, you will need to create Debit Transaction types to apply the charges to your Families. Creating the Term Charge Select the Settings Screen Select the Payment & Billing Settings icon Select the **CentrFew readersSession/Fees - Sliding Scale Fee Fixed Session
Session/Fees - Sliding Scale Fee Fixed Session This article will assist you with creating a sliding scale Fee. A Sliding Scale Fee can be created to apply daily or weekly. Daily Sliding Scale Fee A Daily Sliding Scale Fee can be used if a child receives a discount by attending 2 sessions on the same day. For example If a child only attends After School Care the cost is $24.00. If a child only attends Before School Care the cost is $20.00. However, if a child attends Before aFew readersSafe use of technology changes - Policies and Procedures
Safe use of technology changes - Policies and Procedures || For further information see: NQF Child Safety Changes from 1st September 2025, and 1st January 2026 As part of their response to the Review, Education Ministers have now agreed to several changes to the Education and Care Services National Regulations and the National Quality Standard (NQS). These will commence from 1st September 2025 and 1st JanuaryFew readersHow To Manage Your Provider Details
How To Manage Your Provider Details A provider approved under the family assistance law provides childcare in one or more of its services; the provider receives and passes on child care subsidy payments to eligible families to reduce the cost of childcare. A provider approved under the family assistance law is responsible for satisfying obligations under both the commonwealth as well as state and territory laws. For these reasons, it is required to set up a provider correctly in the Xap pFew readersHow To Add A New Provider
How To Add A New Provider A provider approved under the family assistance law provides childcare in one or more of its services; the provider receives and passes on child care subsidy payments to eligible families to reduce the cost of childcare. A provider approved under the family assistance law is responsible for satisfying obligations under both the commonwealth as well as state and territory laws. For these reasons, it is required to set up a provider correctly in the Xap platform.Few readersHow To Manage Your Centre Details
How To Manage Your Centre Details This help document demonstrates how to edit your centre's details including uploading a logo, managing the centre admins and linking the care type. **Step 1: ** Select settings from the left-hand menu bar. Step 2: Click on the org/provider/centre admin details icon. **Step 3: *Few readersHow To Manage Your Operational Profile - CBC
How To Manage Your Operational Profile - CBC Your service might either be operational for 48 weeks or 50 weeks a year. It might be closed during school holidays. To manage the operational period or mark the closure period, you can use the Xap operational profile feature. This help document will demonstrate how to manage your operational profile, including any closures. **Step 1: ** Select settings from the left-hand menu bar. , you can set up your billing profile in Xap. This help document demonstrates how to set up your payment and billing profile, including whether you would like to charge families in advance or arrears, and which payment methods you would like available for your sFew readersHow To Manage The Direct Debit Profile
How To Manage The Direct Debit Profile Accept online payments to further streamline your administrative duties! A quick sign up process will allow you to accept credit card and bank account direct debit payments. No more manual internet banking transfers or payments! This help document will demonstrate how to manage your direct debit profile. Step 1: Select settings from the left-hand menu bar.Few readersSettings - Managing Templates, Sessions/Fees & Programs
Settings - Managing Templates, Sessions/Fees & Programs In the sessions and fees page, you have the option to set up the following: Templates. Sessions and Fees. Programs. This help document will explain each section and how you can configure these settings to best suit your organisation or service's individual needs. Templates Templates can be set up in Xap via enterprise access (group, provider or organisation level). These templates can then be applied to each centre withinSome readersHow To Manage Room Configuration
How To Manage Room Configuration The room configuration module lets you create the rooms (roll) for each service. The room configurations also allows you to create settings such as: Staff to child ratios Age groups Select the session/s for each room Set Daily Room capacities Set Room operational days Creating a Room Select the Settings screen from the left-hand menu Select the Room configuration icon. . This is very helpful if you want parents to be reminded of a specific activity on a particular day or if a child has to bring something for an excursion activity. This help document will demonstrate how to add a booking note to a specific booking day. *Step 1:Few readersHow To Create User Groups
How To Create User Groups This article will assist you with creating and managing User Groups within XAP. Overview Manage groups will allow you to create different groups for users. Groups are useful for large organisations; this functionality allows you to manage groups at an enterprise access. For example, an area manager in a 20 centre organisation that manages only 5 centres will only be able to access the 5 services within the group. The process will be: Create the Group eg.Few readersHow To Create Roles And Set Permissions
How To Create Roles And Set Permissions The Xap manage roles module lets you create roles for staff members which different types of permissions to use. For example, you may set up different roles such as admin, educator or casual educator. Each of these roles will have different forms of access permissions in Xap. This help document will demonstrate how to create roles. Step 1: Click the settings from the left-hand menu bar. . These templates can then be applied to each centre within your organisation as applicable. This will save time for your organisation, as you will only need to create the email template once, rather than per centre. Actions [General Configuration](#6-generaFew readersManaging Tags - Settings screen
Managing Tag's - Settings screen Tags are unique labels you can add to family records to help you search, sort, categorise, filter, and segment information more efficiently. You can choose an existing tag or create a new one at any time. || Important to note: Tag's are only visible for the Service; they are not visible to Families. Tag's are defined by: Heading Description Actions | System | Xap Default Tag's, unable to be edited/archived | Automatically applied by Xap e.Few readersCrafting Meal Plans
Crafting Meal Plans Meal planning in Xap allows for a simple and streamlined way to schedule and plan future meals provided for your Services. You can set up your meals plans so that you can plan the meals according to the needs of and that also meet the cultural, health and religious needs of each child. Meal Plans are created individually per service . Meal Plans include: Setting the meal types you provide eg. Food, Drink Setting the meal availabilities you provide e. BreakfastFew readersHow To Manage Activity Settings
How To Manage Activity Settings Use your mobile device to send, edit or remove daily activities and photos to parents. To make sure that you are sending the correct information, we allow scale plan and enterprise plan customers to customise their activities. This help document will demonstrate how to manage activity settings. Step 1: Click on settings from the left-hand menu bar. Step 2: ClickFew readersHow To Add A New Activity Type
How To Add A New Activity Type Do you have specific activities that you'd like to record at your service? Use Xap's learning activities option to create a customised list of activities that you do daily and would like to record. These can be sent as daily updates for parents to view or be recorded with the "staff-only" option enabled to internally track a child's progress and development. What is an activity name? This is the title of the activity. This title will appear on the activiFew readersHow To Customise Learning Frameworks
How To Customise Learning Frameworks By default, a learning framework is private, i.e., only visible to those who create them or modify them. Public learning framework sets, on the other hand, are sets that are available to every educator who uses Xap. These are created by Xap for you based on its original framework guidelines. They can be edited by Xap users and saved to their private set. This help document will demonstrate how to edit learning frameworks. Step 1: Click on settiFew readersHow To Add A New Learning Framework
How To Add A New Learning Framework There are three ways to create a learning framework for your early learning service: ** Create a private framework. Select an existing public set and modify it. Use the public set as it is. ** Within the learning framework, you create or select, you can: Edit the framework. Create a group. Create an outcome tag. This help document will demonstrate how to create a new framework. Step 1: Click on settings froFew readersHow To Set Up Terms And Conditions
How To Set Up Terms And Conditions Xap allows you to set up the terms and conditions for your service or organisation. Once set up, wherever guardians are required to agree to the terms and conditions, they would be agreeing to what you would have set up in your general settings area. This help document will show you how to set up the terms and conditions. Step 1: Click settings from the left-hand menu bar. ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/orgFew readersHow To Set Up The Privacy Policy
How To Set Up The Privacy Policy Xap allows you to set up the privacy policy for your service or organisation. Once you set up, wherever guardians are required to agree to the privacy policy, they would be agreeing to what you would have set up in your general settings area. This help document will demonstrate how to set up the privacy policy for your service. Step 1: Click on settings from the left-hand menu bar. ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba940Few readers