How to cease care for a child at your Service
How to cease care for a child at your Service. This article will assist you with the process to follow when a child is leaving your service. Overview There are a couple of times when a child will cease care at your Service. If the child is ceasing care and may return to care If a child is ceasing care temporarily eg. going on an extended holiday Ending the Child's CCS Enrolment not returning to care (allows Guardian to return and add bookings) If the child is ceasing carePopularAdding a New Family
Adding a New Family When adding a new family to Xap, you have the option to add a family via Enterprise access (Provider/Organisation level) or service level. Find out more below! Step 1: Select families from the left hand side menu. **Step 2: **Click the green plus button at the top right-hand side of the screen.  To A Family
How To Add A Nominee (Emergency Contact) To A Family This article will show you how to add a nominee to a family account. Overview Nominees (emergency contacts) are important to have in the system in case you need to contact a family, but the guardians are unavailable. Follow this process to add additional contacts to a family account. To add a nominee: Select Families from the left-hand menu bar , or select from Tags that have already created. Note: Tags are not visible to Families via the Guardian portal or Smile App. Tags can be applied againFew readersSending Bulk Custom Push Notifications
Sending Bulk Custom Push Notifications This article will assist you with sending Bulk Push Notifications to Families at your Service. Overview Push Notifications can be sent out bye the Service to Families to view via the Web Portal for Guardians or Xap Smile APP. Note if you would like to send Push Notifications individually see: Individual Push Notifications Where caFew readersManaging Guardian & Nominee Permissions in the Family Summary
Managing Guardian & Nominee Permissions in the Family Summary This article will assist you with changing/ altering the permissions for different guardians and/or nominees in the family account. ###Overview When using Xap, you have the option to change the guardian permissions in the family. This is very useful if family situations change, for example a separation or a change in pick up authority. To change the guardian permissions in a family summary: Select families from the left-haFew readersFamily Summary Screen Explained
Family Summary Screen Explained The family summary screen will give you a breakdown of a family's account, and will give you a snapshot of different information such as children details, contact information and nominees. **To access a family's summary screen, please follow the below steps : ** Step 1: Select families from the left hand side menu. Step 2: In the families menu, click on the familyFew readersHow to View/Download a Statement? (Families)
How to View/Download a Statement In this help document, you will learn how to view/download a statement. A statement will show you; The attendance summary Payments made Once off payments or credits applied to the account during the invoiced period CCS information such as the absence count and the subsidy amount applied to the attendances Step 1: Select Families from the left hand menu.Few readersFamilies: Payments And Billing Overview
Families: Payments And Billing Overview The payments and billing section within the Families module, allows you to view: Statements Invoices Bonds Payments Payment account(s) CCS Entitlements Viewing the Family Summary You can view the family summary either via: Global Search or Families screen  - recommended This will allow services to process one transaction for families that will cover their Gap Fee plus an additional amount to assist in paying off their debt. E.g The family has a debt of $1200 and their weekly gap fee is $200. We can adjFew readersChild Profile Screen Explained
Child Profile Screen Explained The child profile screen will give you a breakdown of the child's account, and will give you a snapshot of different information such as the emergency contact information, medical conditions, court orders, dietary requirements, additional needs, timeline, photos and enrolment information. The summary page will allow you to view important information about the child. If a family account has multiple children, you can switch between them to see their respectiFew readersHow To Change A Family Name
How To Change A Family Name Sometimes you may need to change a family's name if details have changed or were incorrect. Follow the steps below to find out how! Step 1: Select families from the left hand side menu. Step 2: Ensure your display preference is set to 'families'. Step 3: Once you have loFew readersManaging a Families Bond
Managing a Families Bond Adding a bond in Xap provides financial flexibility and security for your service. When a bond is applied, the amount can be held for the duration of care to help offset any outstanding debts that may arise. Alternatively, if no debt is incurred, the full bond amount can be refunded to the family once care has ceased. Actions: Viewing Bonds Bond Tab overview Adding a Bond [AddinFew readersAdding Child Address information
Adding Child Address information This article will assist you with adding in the address details for a Child. Overview The Child may have a different address to the Guardians assigned to the Family. The child address information populates on various reports. The child address is also important for the QLD Kindergarten funding reporting. To view Children who may be missing their address details see: [Children report](https://help.xap.rocks/en/article/children-report-a5yzqiFew readersUpdating Child Immunisation Records
Updating Child Immunisation Records After the initial child immunisations have been documented on the Enrolment Form, it is essential to continue updating these records throughout the child's attendance at your service. Keeping immunisation information current not only supports the health and safety of all children and staff but also ensures compliance with national and state regulations. This article outlines the steps and best practices for maintaining accurate immunisation records, incFew readersManaging a Ceased Family Debt
Managing a Ceased Family Debt This article will assist you with managing a debt for a family who has ceased care at your Service. Overview Invoices are generated automatically from the Xap program according to your Billing Profile setup. See: Managing the Payment & Billing Profile Invoices are generated if: There are bookings for the "invoice" period The Family has a baFew readersRe-send Kiosk PIN in Bulk
Re-send Kiosk PIN in Bulk This article will assist you with sending or re-sending Kiosk PIN's in bulk to Guardians. Overview Kiosk PIN's are used by Guardians and Nominees to sign children in/out via the Services Kiosk. If they need to be re-sent this can be done in Bulk for Contacts with Guardian level permissions. Nominees Kiosk PIN's can be re-set individually by the Service or via the Portal for Guardians and Carers. see: [Service - Reset Guardian or Nominee PIN](https://help.xap.Few readersHow can I prompt an Active Family to complete the Enrolment Form?
How can I prompt an Active Family to complete the Enrolment Form? This article will assist you with sending an email to a Guardian to complete the Enrolment form. Overview If a Family has commenced at your Centre via the Leads/Waitlist process, they will automatically be prompted to complete the Enrolment form once they have accepted the Offer. To assist you further with this process see: [Service - Offering a Place](https://help.xap.rocks/en/article/how-to-offer-places-from-theFew readersBookings Overview (Families)
Bookings Overview This help document, will give you an overview of the bookings tab within the families module. To access the bookings tab, please follow the steps listed below. Step 1: Select Families from the right hand menu bar. Step 2: Select the family name of the account you wish to view/edit. 
How to Email a Statement In this help document, you will learn how to email a statement to the payment account holder. A statement will show you the attendance summary, any payments made, any once off payments or credits made for a selected period of time and year to date absences. Step 1: Select families from the left hand menu. Step 2: Click on the family account you wish to enter. 
How To Use Search/Filter Function (Families) 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: Once you have logged into Xap, Select Families from the left-hand menu bar. ![](https://storage.crisp.chat/users/helFew readersChildren - Medicare Information
Children - Medicare Information This article will assist you with adding in Medicare details for Children at your Service. Overview There are 3 different types of Medicare cards available in Australia. For further information on Medicare cards click here Green - Australian Citizen Medicare Card Blue - Interim MedicFew readersRemoving a Manual Tag
Removing a Manual Tag Tags are unique labels you can add to family records to help you search, sort, categorise, filter, and segment information more efficiently. Tag's can either be: Heading Description Actions System Xap Default Tag's, unable to be edited/archived Automatically applied by Xap e.g. Child YES for Asthma = Asthma Tag applied Userdefined Tag created by the service. Manually applied by the service as required eg. Family on Payment Plan Tag's wiFew readersHow To Add Additional Information To A Family
How To Add Additional Information To A Family Once as family and their child have been added into Xap, you can continue to add additional information such as health & diet details. This document will guide you through completing this process. Please also view "Family Summary Screen Explained" for more information. Step 1: In the families tab, select the child's name of the account you wish to edit.  Updating Child's information including Health Documents & Medical details Updating Direct Debit paFew readersViewing current Guardian Kiosk Codes - Report
Viewing current Guardian Kiosk Codes - Report This article will assist you with exporting a report that will display the current kiosk codes for your Guardians. Overview When a Guardian is created they will receive an automatic email with a default kiosk code. The Guardian is able to adjust the code to their preferred option either via the Guardian portal or Smile app. You are able to extract a report that includes the current Kiosk code for Guardians from the Xap program.Few readersHow To Set Up A Recurring Bond Payment
How To Set Up A Recurring Bond Payment Bonds are payments made in advance (usually at the beginning of care) by a guardian to cover any unpaid fees when the child finishes care. If the fees are paid in full when the child finishes, then bonds can be refunded at the services discretion. It is up to you how much you charge as a bond, however for services who choose to charge in arrears, this can be a great solution to ensuring fees are not left unpaid or to cover costs in advance. This help dFew readersAdding Additional Attachments for Families
Adding Additional Attachments for Families Xap allows you to record and save attachments for your Families that can be downloaded as required. Attachments can be added via: Enrolment form e.g. Medical, Custody forms - visible to Families & Service Attachments section - Manually added by the Service - Internal for Service view - visible to families Notes section - Manually by the Service - Internal for Service view only Option 1 - Enrolment formFew readersRe-enrolment processes via Xap
Re-enrolment processes via Xap As a Service, you may request families to express their intentions for the upcoming year — for example: Will they be continuing care into the new year? Will their current bookings remain the same, or are changes expected? To streamline this process, Xap will automatically continue a child’s current booking pattern into the new year unless an end date has been added to their enrolment. This ensures continuity of care and reduces administrativFew readersFamily Communication & Comments
Family Communication & Comments The ability to view all communication for your families in the one place is important. Whether they have started via the Lead CRM process and when they are active. Once the family and child are active at your service, you may like to view this information all in one place as well as any new information being sent out from Xap. Waitlist communications The integrated Xap Lead CRM allows you to provide a journey for a new family from a Lead or Enquiry througFew readersViewing a Families Payment History
Viewing a Families Payment History The Payments tab on the Family Summary page allows you to view all unsuccessful payment attempts (successful payments coming soon) for a family in one convenient screen. This provides clear visibility of failed transactions, helping you easily track payment activity and follow up on outstanding amounts efficiently. Note: This tab will also be visible to the Families via the Guardian portal see: [Viewing your Families payment history](https://Few readers