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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Email Templates

• User Email Templates

  User Email Templates The User Email Templates section provides a space to create personalised templates that streamline your communication. Once created, these templates can be sent manually to guardians at any time. These emails can be sent either Individually or in Bulk as required.Few readers

Guardian Portal Settings

This section contains no articles.

Rooms, Session/Fees & Programs

This section contains no articles.

Bookings & Booking Notes

This section contains no articles.

Operational Profile

This section contains no articles.

Org/Prov/Centre

This section contains no articles.

Groups, Roles & Users

This section contains no articles.

Payment & Billing

This section contains no articles.

SMS - Coming soon!!

This section contains no articles.

• 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 readers

• Help 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 readers

• Holiday/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 readers

• Creating 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 readers

• How 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 readers

• Managing 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 readers

• Payment & 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 readers

• QLD 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 readers

• Operational 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 (https://storage.crisp.chat/users/helpFew readers

• Enabling Staff GAP Fee Discounts

  Enabling Staff GAP Fee Discounts This article will assist you with setting up and applying Discounts to Staff Families that is calculated on the GAP instead of the Total Fee. Overview From the 24th January 2022, CCSS have made changes to how you can apply Discounts, to assist you with attracting and retaining your Early childhood workforce. You can choose to offer a discounted fee to educators they employ whose children are enrolled at one of their services. The discount will not aFew readers

• How to Create Kindergarten Session's - Sessional Kindergarten

  How To Create Sessions And Fees for Kindergarten for term based session's This article will show you how to set up session's and fee's for your Kindergarten. This can be done through enterprise access or management level at your kindergarten service, and can be used to create sessions and fees per individual Kindergarten per School Term basis. STEP 1: Select the Settings Icon on the left side STEP 2: Select the Sessions & Fee's Tab (https://storage.crisp.chat/users/helpdeFew readers

• Casual Booking Configuration

  Casual Booking Configurations This article will assist you with managing the configuration of the Casual Bookings for your Service. Overview Within the program you can manage your booking preferences separately for Casual and Permanent. The casual bookings service offered by Xap provides the Guardians the ability to book their children in for casual days at your service online. The primary benefits of this are: Guardians have full control and access to their child's casual bookingFew readers

• Permanent Booking Configuration

  Permanent Booking Configuration This article will assist you with managing the configuration of the Permanent Bookings for your Service. Managing Permanent Bookings To manage the permanent Booking settings Select the Settings screen from the left hand menu Within the Settings screen, select the option of Booking Configuration Select the Service name on the left hand side Select thFew readers

• Creating a new Session/Fee

  Creating a new Session/Fee This article will assist you with the process of creating a new Session/Fee. Overview Setting up sessions and fees can be done through enterprise access or centre level, and can be used to create sessions and fees per individual centre. Step 1: Select the sessions and fees tab. Step 2: Select the green + button at the top right-hand side of the screen. (https:Few readers

• Importing a Company Logo

  Importing a Company Logo The program allows you to insert your Companies or Centre logos. Your logo will be displayed on all communications relevant to your Organisation or Centre. Overview The Logo can be inserted at different levels. Organisation Provider Centre Importing the Logo To import the logo. Select the Settings screen from the left hand menu Select the Org/Pro/Centre Admin Details icon (https://storage.crisp.chat/users/helpdesk/website/5dcba58Few readers

• Help 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 readers

• Creating a new Program

  Creating a new Program How To Create A Program Programs can be created via enterprise access or centre level access. Once a program has been created, guardians will be able to enrol their children in a kinder program or from the wait-list program when completing the enrolment form. The system will create bookings for the children as per the details in the program once the enrolment has been confirmed. Step 1: Select the programs tab. (https://storage.crisp.chat/users/helpdesk/wFew readers

• Email Templates - To Guardians

  Email Templates - To Guardians 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 Approved BookinFew readers

• Increasing an Existing Session/Fee

  Increasing an Existing Session/Fee This article will assist you with increasing an existing Fee. Overview If you are increasing the price of your existing Fees/ Sessions this is easily managed via Xap. The below process can be followed if the session times are remaining the same. Note: If the Session hours are changing you will need to create new Fees.Few readers

• QLD Kindergarten funding - Setting up a blank Acquittal or Forecast for submitting to QGrants

  QLD Kindergarten funding - Setting up a blank Acquittal or Forecast for submitting to QGrants This article will assist you with creating and submitting a blank Acquittal or Forecast for submitting with a QLD Kindergarten Funding Acquittal. OverviewFew readers

• How To Manage Your Organisation Details

  How To Manage Your Organisation Details This help document demonstrates how to manage your organisation's details including uploading a logo, managing the organisation admins and managing the Xap subscription details. Step 1: Select settings from the left-hand menu bar. Step 2: Click on the org/provider/centre admin details icon. (https://storage.crisp.chat/users/helpdesk/website/5dcba586b1Few readers

• User Access Period

  User Access Period The User Access Period defines how far back a user can adjust historical information within the current financial year. User Access is managed, per User Role that you have created for your Service to assist you with limiting the changes that Users can make to bookings within your Organisation. User Access Periods You set the User accessFew readers

• CCSS Sessions - Auto submit Configuration

  CCSS Sessions - Auto submit Configuration This article will assist you with configuring your Xap program to your preferred day to submit your CCSS session reports automatically. Overview Within the program you can set your the day for your auto submit session submission. With this automation in place you also still have the ability to manually submit sessions if required.Few readers

• Fee 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 readers

• Transaction Categories - Archiving non EFT Transaction Categories

  Transaction Categories - Archiving non EFT Transaction Categories This article will assist you with archiving non EFT (Electronic Fund Transfer) 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.Few readers

• How 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 readers

• Enrolment Form - Kindergarten Questions

  Enrolment Form - Kindergarten Questions This article will take you through the process of enabling and adding custom Kindergarten questions into the Enrolment form. Overview If your Service is a CBC and provides Kindergarten/Preschool Programs or a Sessional Kindergarten, you can activate the Kindergarten question section on the Enrolment form to assist you with capturing further Kindy entitlement information. Activating the Kindergarten section To activate the Kindergarten questFew readers

• Tags - 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 readers

• Email 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 readers

• Email 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 readers

• Customising 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 readers

• Transaction 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 readers

• Session/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 readers

• Safe use of technology changes - Policies and Procedures

  Safe use of technology changes - Policies and Procedures 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 readers

• How 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 readers

• How 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 readers

• How 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 readers

• How 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. (https://storage.crisp.chat/users/helpdesk/website/5dcba58Few readers

• Managing Holidays & Exceptions - including Public Holidays

  Managing Holidays & Exceptions - Including Public Holidays Your service may be operational during school holiday periods, or you may be closed. This setting also allows you to manage Public Holidays as well. You can configure Xap to either: Mark all bookings absent for those days or Remove all bookings to remove any possible chargesPopular

• Payment & Billing - Managing the Payment and Billing Profile

  Managing the Payment And Billing Profile Xap's comprehensive billing system allows you to create charges, send invoices automatically, and even collect payments on a scheduled direct debit day. Once you have added your service(s), 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 readers

• How 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 readers

• Settings - 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 readers

• How 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. (https://storage.crisp.chat/users/helpdesk/website/5dFew readers

• Payment & Billing Settings: Invoice And General Settings Configuration

  Payment and Billing Settings: Invoice and General Settings Configuration This article will assist you with configuring the General settings for Payments & Billings for your Service. Overview The Payment and billing settings can be configured at either: Organisation Level Centre Level Organisation Level If the setting is configure to Organisation level, this Centre Level If this is set to Centre Level. Some of these settings can be applied to centres in bulk whereSome readers

• Payment & Billing settings: Adding or editing transaction categories

  Payment & Billing settings: Adding or editing transaction categories Transaction categories are used to group payments and charges against a payment account. There are predefined transaction categories that apply to different types of transactions in the system. The three main categories are: liability, payment and revenue. This help document will demonstrate how to create transaction types as well as edit them. How To Create Transaction Types Step 1: Once you have logged intoPopular

• Payment & Billing Settings: Adding Previous Balances

  Adding Previous Balances Previous balances are the opening balances of any existing payment accounts. If the service is a brand new one, then the previous balances of the payment accounts will be zero. However, if you are migrating from a different software provider, you must enter the opening balances for all the existing payment accounts as per the closing balance on the old software provider.Few readers

• How To Configure The Wait List Module

  How To Configure The Wait List Module The Xap wait list module provides an all-in-one sales and marketing solution for early learning services. Our comprehensive offering helps you to turn website visitors into leads and leads into enrolments. The software is simple to use and automates many manual tasks allowing services to focus on delivering outstanding quality care and education. Our wait-list and enrolment form settings can be configured either at the organisation, provider or centreFew readers

• Settings - Booking Configurations

  Settings - Booking Configuration This article will assist you with setting up and managing your Booking Configurations for your Service. Overview The booking configuration option allows manage your Booking settings including: Late pick-up or early drop off Configure the settings for permanent and casual bookings. Set CCSS Auto-submit options These settings can be managed at 3 different levels: Organisation level Provider level Centre Level Manage the settingsFew readers

• How To Set Up Booking Notes

  How To Set Up Booking Notes On the Xap web app, you will have full access to post notes on a specific booking day for your service. Booking notes allow you to post specific notes including links and files for a specific day(s). 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 readers

• How 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 readers

• How 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. (https://storage.crisp.chat/users/helpdesk/website/5dcFew readers

• How To Create New Users

  How To Create New Users The manage users module is where staff profiles can be created and roles can be assigned to each staff member. This help document will demonstrate how to manage users. Step 1: Click settings icon from the left-hand menu bar. Step 2: Click on the manage users icon. Step 3: CliFew readers

• How To Edit An Existing User

  How To Edit An Existing User Step 1: Click settings icon from the left-hand menu bar. Step 2: Click on the manage users icon. Step 3: Click on the three dots that are on the right-hand side of the user and click on edit. (https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/user4efmaFew readers

• How To Reset A Password For An Existing User

  How To Reset A Password For An Existing User Step 1: Click settings icon from the left-hand menu bar. Step 2: Click on the manage users icon. Step 3: Click on the three dots that are on the right-hand side of the user and click on reset password. (https://storage.crisp.chat/users/helpdesk/website/5dSome readers

• How To Delete An Existing User

  How To Delete An Existing User Step 1: Click settings icon from the left-hand menu bar. Step 2: Click on the manage users icon. Step 3: Click on the three dots that are on the right-hand side of the user and click on delete. Select confirm delete in the delete panel. (https://storage.crisp.chat/useFew readers

• Managing Email Templates

  Managing Email Template The email templates module is where you will be able to view system email templates and create your own email templates. Templates can be set up in Xap via enterprise access (provider or organisation level). 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 readers

• Managing 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. Tag's are defined by:Few readers

• Crafting 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 readers

• How 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 readers

• How 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 readers

• How 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 readers

• How 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 readers

• How 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 readers

• How 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