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 button at the top right-hand side of the screen. (https://storage.crisp.chat/users/helpdesk/website/5dcba586PopularEmails - How to send Bulk Emails to Families
Emails - How to send Bulk Emails to Families This article will assist you with sending bulk emails to your Families. Overview Your may like to send out Bulk Emails to selected Families at your Service. Some examples of bulk emails could be: Attaching new Vacation Care Holiday Schedules Sending out Newsletters Reminders to Families of Upcoming Events for a particular room or for the whole Service Overdue Account reminders with eg. The Services Fee Policy attached PermPopularArchiving & Unarchiving a Family, Guardian or Nominee
Archiving & Unarchiving a Family, Guardian or Nominee This article will assist you with archiving Guardians or Nominees for a Family. Overview Guardians and Nominee permissions and access can change over time for a Family and they may no longer be needed to be linked to the Child for authorisations. Scenario 1 The Guardians have separated and Guardian 1 is the CCS Claimant on the existing Account. Guardian 2 no longer requires access to the Financial details of the Account as thSome readersInactive Child Status
Inactive Child Status This article will assist you with understanding and managing Inactive Status changes for Children at your Service. Overview There are 3 Statuses for Children in the Xap program. Active - The Child has Active/Current/Future Bookings either Recurring or Casual. Inactive - The Child has NO Active/Current Bookings/Future either Recurring or Casual. Archived - The Child has been archived, this could be due to ceasing care at the Service. The StatusSome readersFamilies - Account Activation Report
Families - Account Activation Report This article will assist you with viewing Families who haven't activated their Family Portals. Overview The Family Portal or Smile APP are really handy for your Families to use to be able to view and manage their details, this includes: Updating Guardian and Nominee details Managing Kiosk Codes Adding/Updating Billing Details for Direct Debit Payments Uploading new Documents for their children eg. New Anaphylaxis action plans if they have exFew readersHow To Add A Child To An Existing Family
How To Add A Child To An Existing Family This help document, will guide you on how to add an additional child to an already existing family. This method is useful when enrolling a sibling. Option 1: Within the 'Families' account. Step 1: Select Families from the left-hand menu bar. Step 2: Select the family's account you wish to add the child to (https://storage.crisp.chat/usersFew readersHow To Add A Nominee (Emergency Contact) 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 (https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image1b9ra2o.pFew readersSending Individual Custom Push Notifications
Sending Individual Custom Push Notifications This article will assist you with sending Bulk Custom Push Notifications to Families at your Service. Overview Push Notifications can be sent out by the Service to Families to view via the Web Portal for Guardians or the Xap Smile APP.Few readersResend Guardian Login Details
Resend Guardian Login Details This article will assist you with re-sending the Guardian login details in Bulk or Individually to access the Web Portal for Guardians and Carers and Xap Smile app. Any person with Guardian level permission has access to the Web Portal for Guardians and Carers.Few readersChanging Guardian & Nominee Statuses
Changing Guardian & Nominee Statuses This article will assist you with the process of changing the status of a Guardian and Nominee for a Family. Overview Guardians and Nominees have different permissions for the Family and may change their status for example. Scenario 1 Guardian 1 & 2 are on the existing Family then separate. Guardian 2 no longer requires access to the Financial details of the Family as they are linked to Guardian 1. They will need to be changed from a GuardiFew readersHow To Refund A Bond Or Pay Off Fees Using A Bond Amount
How To Refund A Bond Or Pay Off Fees Using A Bond Amount This document will assist you to refund a bond payment. Bond Payments are usually refunded if a child has left care and the family does not have an outstanding fees on their account. Step 1: Select Families from the left hand menu. Step 2: Click on the families account you wish to view. (https://storage.crisp.chat/users/helpdesk/Few readersSplitting a Family Account - eg. Shared Custody
Splitting a Family Account - eg. Shared Custody This article will assist you with best practices to separate a Family if the Guardians have separated. Overview Families circumstances may change overtime, and the Service will need to manage these changes within the program. Scenarios Some scenarios where you may need to split a Family information are: Scenario 1: Child commenced care with both Guardians together. Guardians then separated. Guardian 1 is linked to the existFew readersAdding Family Direct Debit details
Adding Family Direct Debit details This article will assist you with adding Direct Debit details in for a Family. Overview All Families will need to have a Payment Account created to be linked to the Bookings of the children on the Account.Few readersKindy Tags
Kindy Tags This article will assist you with viewing and managing Tags to assist with filtering on Kindy Eligibility Tags. Overview If your Service provides Preschool/Kindergarten programs and you would like to capture this information, you can activate the Kindergarten Fee section on your Enrolment forms,Few 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 readersHelp Page - Families Guides and Videos
Help Page - Families Guides and Videos This article contains all the links to the University links for Guides and Videos to assist you with managing Bookings for your Service. Videos Family Summary Screen Overview How to use search/filter function How to add a new family How to add a new guardian to the family (https://xap.fleeq.io/l/89zsczdbqFew 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 readersHow To Add A New Guardian To An Existing Family
How To Add A New Guardian To An Existing Family When adding a new Guardian to an existing family on Xap, you have the option of 2 easy to use methods. You are also able to add a new guardian via an enterprise or centre login. Find out more below! First option Step 1: Select families from the left hand side menu. Step 2: Select families. (https://storage.crisp.chat/users/helpdesk/websiFew readersHealth Care Cards
Health Care Cards This article will assist you with adding or viewing Health Care Cards for Children at your Service. Overview Health Care Cards can be added into the program, to assist you with tracking details for particular funding options.Few 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. Where caFew readersTags - Applying Tags
Tags - Applying Tags 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. Tags can be created at the time they are being applied (depending on User Permission), or select from Tags that have already created. Tags can be applied againFew 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 readersHow to add a Bond payment (Families)
How to add a Bond payment Bonds are payments made before the care start date by a guardian to cover any unpaid fees when the child finishes care at the center. If the fees is no outstanding debt on the families account when the child finishes care at the center, the bond could be refunded at the service's discretion. This help document will assist you to add a bond payment on the families account. Step 1: Select Families from the left-hand menu. (https://storage.crisp.chat/usersFew readersFamilies: Payments And Billing Overview
Families: Payments And Billing Overview This help document will give you an overview of the payments and billing tab within the families module. To access the payments and billing overview, please follow the below steps : Step 1: Select families from the left-hand side menu bar. (https://storage.crisp.chat/users/helpdesFew 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.Few 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 readersAdding Notes for a Family
Adding Notes for a Family The notes section within the Family Summary screen allows you to: Private Notes: Add confidential details such as payment plan arrangements or internal comments. Attachment Uploads: Include supporting documents Role-Based Visibility: Control who can view each note by assigning visibility to specific user roles only. Adding Notes Notes can be added via the FaFew readersManaging Payment Plans
Managing Payment Plans This article will assist you with managing Payment Plans for your Direct Debit Families. Overview If you have Direct Debit Families, who many need to go on a Payment Plan due to an outstanding balance, this can be managed in two different ways. Scenario One - One Transaction (gap fees plus extra payment) 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.Few 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.Few 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. (https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image1xoeenb.pnFew 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. Invoices are generated if: There are bookings for the "invoice" period The Family has a baFew readersHow To Add Bookings In A Family Account
How To Add Bookings In A Family Account This help document, will guide you on how to add bookings for a child via their Families account. Step 1: Select families from the left-hand menu bar. Step 2: Select the families account.Few readersDownloading a Child's enrolment form
Downloading a Child's enrolment form If you would like to print out a paper-based copy of enrolment forms for children within your service, they can be downloaded in a couple of places within Xap. 1. Via Children Tab Select the Families screen Select the Children tab Select the 3-dot menu next to the child Select Download from the drop-down menu 2.Few readersViewing Enrolment Form Attachments
Viewing Enrolment Form Attachments This article will assist you with viewing and downloading Enrolment form attachments. Overview If a Family has uploaded attachments as a part of their Enrolment form, you are able to view these attachments via: Bookings & Attendances Screen Roll Screen reports Reports Screen Family Summary Screen via Bookings & Attendance Screen Roll Screen Report The Rolls screen reports allow you to view information as well as attachments for eg. ChFew 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.Few readersHow To Use Search/Filter Function (Families)
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 readersHow to Email a Statement (Families)
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. (hFew readersHow to Remove a Nominee from a Family Account
How to Remove a Nominee from a Family Account This article will assist you in removing a nominee from a family account. In some instances you may need to remove a nominee if they are no longer required as an emergency contact. To remove a nominee from a guardian account, please follow the below steps. Navigate to the Families Screen Locate and select the Family accountFew readersHow To View/Edit A Bond Payment
How to view/edit a bond payment In this help document you will learn how you can view or edit an existing bond payment. Step 1: Select Families from the left hand menu bar Step 2: Click on the families account you wish to view. Step 3: Once in the families account, select payments & billing !Few 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. To view Children who may be missing their address details see: Children report (https://help.xap.rocks/en/article/children-report-a5yzqiFew 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. (Few 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 readersKindergarten - Guardian Occupation reporting
Kindergarten - Guardian Occupation reporting This article will assist you with understanding the coding in Xap when completing Guardian Occupation for your Kindergarten reporting. Guardian occupation is added as a part of the Enrolment form process or can also be managed by the Service within the Guardian details section. Occupation Codes There are Different Codes for each Occupation type: A & B - Managers A & B - Professionals B & C - Technicians and Trade Workers B, CFew 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 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 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: Tag's wiFew 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. Green - Australian Citizen Medicare Card Blue - Interim MedicFew 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 - visible to Families & Services Notes section - Manually by the Service - Internal for Service view only Option 1 - Enrolment form To manage this option: WitFew 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 readersNon-Activated Guardian Accounts
Non-Activated Guardian Accounts To ensure your Families Account information is up to date, you can filter on Guardians who haven't Activated their Xap Account. The Xap Guardian Web portal and Guardian Smile app, provides Families with the ability to fully control of their Account and information. This includes: Adding & Editing Guardians Adding & Editing Emergency Contacts (Nominees) Updating Child's information including Health Documents & Medical details Updating Direct Debit paFew readers