Changing the CCSS Claimant
Changing the CCSS Claimant Services may occasionally need to update the CCS Claimant linked to a family account due to one of the following reasons: Guardians have separated and will be paying accounts separately (Scenario 1) An alternate guardian is now the eligible CCS claimant with Centrelink (Scenario 2) ✅ Recommended Process To avoid confusion or misalignment with Centrelink records, it is strongly recommended to always: ➡️ Create a NEW Family and Account when the CCS ClaimaPopularWhy is this Family/Child not Receiving CCS Subsidy? (How and Where to Check?)
Why is this Family/Child not Receiving CCS Subsidy? (How and Where to Check?) If a child is not receiving any subsidy, there are a few places you can check. Follow the below instructions to check why a child's subsidy is not being received. Check the Child's Enrolment/Arrangement Status Check the child's CCSS enrolment and if it is confirmed. A CCSS enrolment must be on a confirmed status to be eligible for CCSS. The arrangement type must be a CWA. Step 1: On the left-hand side meSome readersHow to Update/View a CCSS Enrolment Status
How to Update or View a CCSS Enrolment Status An Enrolment Status can update if a centre manually enters in new information such as a CRN, if the guardian confirms the enrolment via MyGov, if Centrelink updates the status, or if an enrolment ceases automatically. To view or update an enrolment status, follow the instructions below. **Step 1: ** Select the Families option from the menu bar. **Step 2Some readersWhat time do Xap automations run?
What time do Xap automations run? || Xap has automated many of the time-consuming tasks that are manual in other software products. This guide outlines some of those automations and the schedules that they run on. | Users can also manually query CCSS interfaces, so they maintain control in the scenarios where they cannot wait until the next scheduled process to run. NOTE This is AEDT Time (VIC/NSW/TAS) Financial Automations Automation Details Schedule | AccouSome readersWhat are the email statuses shown in Xap?
There are a number of different statuses that email can have in the email history screen in Xap. The below table details these statuses and necessary actions. Status Description Action Failed Email address is invalid or cannot be found Correct email address and retry | Deferred | A deferred status can occur when an ISP or mailbox provider is for some reason not ready to accept mail from Xap. Instead of blocking or bounding the message, the provider will defer or temporaFew readersHow to set up a direct debit on a family account and set a debit limit?
How to set up a direct debit on a family account and set a debit limit? Setting up a direct debit is the easiest and most convenient way to receive the payments from families. Set up direct debit Search and select the Family Within the "Family Summary screen and Payment Account section select the 3 dot menu Select Edit* from the drop-down menu  | Note: If your Service is a CBC that provides provisional ASC/BSC/VAC your Operational Status will remain the same. Things to Consider How are you providing the Vacation CarFew readersHow to Check CCSS Entitlements for a Child/Family
How to Check CCSS Entitlements for a Child/Family To help you understand your family’s account balances for CCS (Child Care Subsidy) services, it’s important to know that these balances are often linked to CCS entitlements and any changes that may occur. You may need to review a child’s CCS entitlements to: Compare entitlements against statements, so families have accurate information about their fees and payments. Manage Bookings to ensure they are withing the family’s hour subsidy eliFew readersWhy haven't I received my activation or password reset email?
Why haven't I received my activation or password reset email? When your account is created in Xap, you will receive an email to create the password for your account. The account activation email will have a following subject line. || [Action Required] Childcare Centre has invited you to join Xap! We try to ensure that the emails are delivered to your inbox. However, depending upon your email client, it may end up in your spam or junk folder. Please follow the guide below depending upon yoFew readersAssigning a Child to a Preschool Session
Assigning a Child to a Preschool Sessionn Preschool aged child/ren who attend a preschool program at a centre‑based day care service may be entitled to 36 hours of subsidised care per fortnight. This only applies to the preschool aged child/ren in the family. In order to claim this entitlement, two actions need to take place: Families need to make sure that the details about their child's attendance at a centre-based care service are correctly updated in MyGov. Early learning serviFew readersSwitching accounts for Centre Staff who are Guardians
Switching accounts for Centre Staff who are Guardians This article will assist you with switching between Service and Guardian mode if you are a Staff member and also a Guardian for Xap AND are using the same email address. Overview Usernames are based on email addresses - if you have two different user roles (eg. Staff and Guardian) and use the same email address, you will need to switch your views to access the information that you would like to see. Scenario Linda Lawton is a *Few readersWhat are the Xap system tags?
What are the Xap system tags? | This page explains the Xap System Tags and where they are applied in the system. Tag Name & Colour: Name of the tag and the colour based on priority. Field: The field in the Child or Guardians information that triggers the tag Value: The value of the field that would trigger the tag Priority: What priority the tag is, this would define the colour of the tag.  will need to contact Centrelink. In some cases, thFew readersHow to Add a Third Party Payer
How to Add a Third Party Payer In Xap, you will be able to add a third party payer in a family account. This is for instances where a third party agrees to pay for the child's fees. Examples include: the college that the guardian is studying at agrees to pay for the full child care fees or in the case of a child at risk, the Department of Child Protection. || Note: The 3rd party company will receive an email of the new invoice automatically, however they will be unable to view it from the eFew readersXap Scheduled Payments Process
Scheduled Payment Process || Scheduled payments that process through Quickpay to banks have certain timeframes and triggers that are useful to know. | See the following article for information as to what time payments are processed - What time do Xap automations run?Few readersService & Guardian User Link Expiry Times
Service & Guardian User Link Expiry Times Overview There are 2 types of Users for Xap: Service - Staff using the Xap or Connect App programs Guardians & Carers - Using the Guardian Web Portal and Smile App. Service - Link Expiry details: Email Expiry New Staff Account Activation - Initial welcome/activation email Link will not become expired until clicked and password is created. | Service manually resending Staff/User Resend Password |Few readersNominee Unable To Sign Children In/Out
Nominee Unable To Sign Children In/Out If a nominee is unable to sign a child in/out, this could be due to one of the following reasons: 1. The nominee does not have a mobile number entered in If a nominee does not have a mobile number entered in, they will be unable to sign a child in/out. Please enter in their mobile number into the system. If they do not have one, you can enter a dummy email or mobile. Please follow the steps below to enter in an email address/mobile : *Step 1:Few readersHow is CCS Calculated
How is CCS Calculated This article will assist you with understanding how CCS is calculated for your Families. Basic CCS Calculation Hourly Rate of the Service/Maximum CCS hourly rate x Session hours x CCSS percentage x withholding = CCS Total Fees - CCS = GAP Maximum Hourly Rates CBC Hourly rate for the 2022/2023 financial year: $12.74 OSHC Hourly rate for the 2022/2023 financial year: $11.15 Why can CCS Differ between Estimated CCS to Paid CCS? Differences can occFew readersHow do I check for declined scheduled transactions?
How do I check for declined scheduled transactions? Click on the Payments and Billing screen, select the filter option. In the Filter screen, filter for Declined in the Status section and set the date range for the period in question. The results will show all failed paymFew readersWhy are CCSS Adjustments Appearing on this Invoice?
Why are CCSS Adjustments Appearing on this Invoice? This article will cover the most common reasons as to why/ how adjustments on invoices can occur. Overview | Every week, Xap completes a set of automatic processes to ensure that the latest information from CCS and the child’s bookings are reflected correctly on a family’s statement. 1. CCS Government Benefits: ** Adjustments to Government rebates can occur on invoices, due to the following reasons: ** *Varied attendance:Few readersHelp Page - COVID-19 - NSW Information
Help Page - COVID-19 - NSW Information This article contains the links to the various Xap Guides to assist you with managing COVID-19 related processes for your Service within the Xap program. On Friday 14th January the NSW Government held a Webinar to discuss the new changes for Managing COVID-19 within ECEC Services. [Link to NSW Government Webinar recording](https://education.nsw.gov.au/early-childhood-education/coronavirus/managing-covid-cases?mc_cid=c95f94a0a8&mc_eid=33c90d02e6&fbclid=IFew readersI can’t find a family in the families listing. How can I find it?
I can’t find a family in the families listing. How can I find it? If you can't find a family, there could be couple of reason. Follow the below instructions to search for the family you are looking for. Step 1: Select all Statuses from the dropdown. By default archived family status is not selected. Step 2: Please seach by guardian or child name instead of family name. Family naFew readersMobile Device Minimum Version Compatibility
Overview This article is to inform users what minimum Operating System (OS) Xap supports for mobile apps including Xap Connect - For Educators and Xap Smile - For Guardians for both Apple iOS and Android. As a general rule Xap will support an OS for the same period as the manufacturer. ||| Disclaimer: Xap will endevour to maintain this article, however changes to supported versions of OS can happen quickly and are beyond Xap's control. iOS & iPadOS | Version | Release Date | ApplFew readersCOVID-19 - Service Management Bookings & Ceasing Care
COVID-19 - Service Management Bookings & Ceasing Care This article contains the links to the various Xap Guides to assist you with managing COVID-19 related processes for your Service within the Xap program. Staffing To assist you with managing your required staff vs Children on the premises: Run an Attendance report for today from the Bookings & Attendances Screen > Rolls Screen. See: Roll Screen Reports This will diFew readersCOVID-19 - FAQ's & GOVT links
COVID-19 - FAQ's & GOVT links FAQ's Can I still waive the GAP? YES, until the 30th June 2022 Services can waive the GAP Fee and receive the CCSS if a child is unable to attend care. For further information regarding these requirements: DESE – GAP Fee Waiving How many absences do Families get? Families can get up to 42 Allowable absences per child per financial year with the additional 10 being added. For further infFew readersWhere can I see declined transactions?
Where can I see declined transactions? Guardians will receive an email via their email client, or the Guardian Web Portal when a transaction fails, which also outlines the reason for the failure. Services will see declined transactions on the Scheduled Payment Screen, by filtering by declined status.Few readersWhy does my ‘Last Bill’ show as $0 on my first invoice show as $0?
Why does my ‘Last Bill’ show as $0 on my first invoice show as $0? When your service migrates from another software vendor to the Xap platform, past statements or invoices are not migrated. Xap only migrates the outstanding balance for each parent account. Therefore, when guardians receive a first invoice from Xap platform, they will see last bill as $0.00 on their invoice as shown on the screenshot below. The outstanding balance migrated would be included as a line item in Current Charges.Few readersManaging End of Year Processes 2025/2026
Managing End of Year Processes in Xap for the calendar year 2025/2026 At the end of the year, some Services may choose to close for periods. This may be for: Public holidays Days other than Public Holidays Other items you may change for your Service could be: Changing/Updating your Fees Or changing your Operational hours Closing Rolls eg. ASC/BSC but still running VAC Stopping Tours during a period Supporting Resources Topic Description Link | EFew readersCOVID-19 Service Management Operational Information
COVID-19 Service Management Operational Information This article contains the links to the various Xap Guides to assist you with managing COVID-19 related processes for your Service within the Xap program. Operational Status You may need to change your Operational Status information, depending on your Services situation. Operational Profile – CBC/Kindy-Preschools [Operational Profile – OSHC & VAC]Few readersCOVID-19 - Family Communication
COVID-19 - Family Communication Family Communication Communicating with your Families during this period is key to ensure that all important information is being provided to them. Some of the items that will help your Families are: Absences Many Families are keeping their children home due to sickness or Government requirements. The link below can be sent to your Families for communication to advise them on how to mark their child absent via the WEB Portal or the Smile APP. [PoFew readersQLD Kindergarten FAQ's
QLD Kindergarten FAQ's This article will assist you with some common QLD Kindergarten queries. Q1 How do I manage Public Holidays? A. To report the correct information on Forecast & Acquittals, public holidays will need to be marked as Absent and left on the rolls. If your fees are calculated (Term Based Fees) not including these days, the public holiday dates will still need to be left on the rolls to populate the forecast and acquittal information correctly. If the public holidaysFew readersCOVID-19 - Service Management GAP & Billing Management
COVID-19 - Service Management GAP & Billing Management This article contains the links to the various Xap Guides to assist you with managing COVID-19 related processes for your Service within the Xap program. GAP Until 30 June 2022, services can waive the gap fee and receive Child Care Subsidy (CCS) if a child is unable to attend care for one of three reasons. They, or a member of their immediate household, must isolate due to COVID-19. The service, or a room at the service, isFew readersHelp Page - COVID-19 Links & Guides
Help Page - COVID-19 Links & Guides This article contains the links to the various Xap Guides to assist you with managing COVID-19 related processes for your Service within the Xap program. Family Communication COVID-19 - Family Communication Service Management [COVID-19 - Service Management GAP & Billing Management](https://help.xap.rocks/en/article/covid-19-service-management-gap-billFew readersFAQ - New Xap Customers
FAQ - New Xap Customers We have attached a few guides below in relation to Frequently Asked Questions from services who have also recently gone live on the Xap software. Please bookmark these guides to assist you as you navigate along your new journey. CCS Session Reports and Enrolments: How To Submit CCS Session Reports [Identifying CCSS Sessions that have CCSS errors that need to be resolved](https://helFew readersXap Help Pages
Xap Help Pages This article contains the list of all Xap Help Pages. Each page contains links to Help Articles and Videos to assist you with using the program to it's full potential. Bookings Help Page - Bookings Management Guides & Links Help Page - Booking Reports [Help Page - Bus & Excursions List](https://hFew readersService closures for mandatory child safety training
Service closures for mandatory child safety training Starting in 2026, CCS-approved early childhood education and care (ECEC) services will be able to close for short periods to allow staff to complete mandatory child safety training. | For further information see: [Service Closures for mandatory Child Safety Training](https://www.education.gov.au/early-childhood/about/quality-and-safety/service-closures-mandatory-child-safety-training?utm_medium=email&_hsenc=p2ANqtz-8B2mZsCFaPuOrrRFew readersXap Audit Trail
Xap Audit Trail This article will assist you with viewing and filtering details with the Xap Audit Trail module. When would you use the Audit Trail An audit trail provides users with a comprehensive record of actions and events within a system, enabling them to track and review changes made over time across diverse areas such as booking management, financial transactions, user settings, and more. By accessing the audit trail, users can easily monitor who performed specific actions, whaFew readersRecommended Reports prior to change of CCS Software
Recommended Reports prior to change of CCS Software This article will assist you with recommended reports to obtain from your prior to your change of CCSS Software. These reports will assist you with managing your current information for your Migration. However it is also recommended to keep these reports in case prior session adjustments are required. | You can also contact your current software provider regarding obtaining a backup of your data. You will then be able to access this infFew readersWhitelisting Xap Domains for Secure Access
Whitelisting Xap Domains for Secure Access Xap uses an advanced Web Application Firewall (WAF) through Amazon Web Services (AWS) to keep your data safe and secure. Why Use Domain Whitelisting? Some customers may choose to use a Whitelist (also called an Allow list) on their network. Xap strongly recommends whitelisting domains instead of static IP addresses because: Our WAF uses dynamic IP addresses, which change periodically. IP-based rules can break wFew readers