• Smile APP - Managing Direct Debit Details

  Smile APP - Managing Direct Debit Details This article will assist you with viewing and updating your Direct Debit details via your Smile APP for your Service. Overview If your Service has enabled the Direct Debit payment method, you can add or update your Direct Debit details via the Smile APP. Viewing your Direct Debit Information To view your current payment information: Log into the Smile APP ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/imagePopular

• Help Page for Guardians & Carers Guides & Videos

  Help for Guardians & Carers Page Guides & Videos Videos Getting Started! Getting Started Managing your Kiosk Code Signing your child in & out of Kiosk Registering for a new Childcare Organisation Adding Casual Days [APopular

• Web Portal for Guardians & Carers - Marking Absences

  Portal for Guardians & Carers - Marking Absences Overview If your child has a permanent or casual booking, you have the ability to mark that session as Absent via the Portal for Guardians and Carers. Note: Only Absences can be marked via the Portal or Smile App. Sign in/out times must be managed via the Services Kiosk device Note: Depending on the Services settings, charges may still be incurred for Absent Days. Please contact your Service for further information. ${vimeo}[MarkingPopular

• How to accept an offer and complete the enrolment form

  How to accept an offer and complete the enrolment form If you have requested a booking at the Service and have been placed on the waitlist, the Service will offer you a place when it becomes available. Logging into the Guardian Portal When the Service has a position available they will send you an Offer. The Offer will provide you with access to the Guardian portal to accept the Offer and complete your child's Enrolment form. Note: Some Services settings you may be prompted to compPopular

• Signing CWA Agreement - Guardian Portal

  Signing CWA Agreement - Guardian Portal This article will assist you with viewing and signing the Service's CWA Agreement form. Signing the CWA via the Guardian Web Portal Overview The CWA (Complying Written Agreement) is a contract between yourself and the Service your child is attending. This agreement includes: Booked Days Session times for the Booked Days Fee Prices Note: Please check with your Service regarding their Policies for signing the CWA, thPopular

• Downloading & Logging into the Xap Smile App for Guardians & Carers (Android & iOS)

  Downloading & Logging into the Xap Smile App for Guardians & Carers (Android & Apple) Welcome to Xap! This article will assist you with downloading and logging into the Xap Smile App on your device. Overview Xap Smile App allows Guardians and Carer's to see what their children are doing every day and manage their information. To install the Xap Smile App for Guardians: Step 1: Click the Play Store on your android device or Apple app store on your Apple device. Search for Xap SmilPopular

• Web Portal for Guardians & Carers - Multi Centre & Company Access

  Portal for Guardians & Carers - Multi Centre access This article will assist you with logging in and managing the portal for Guardians & Carers, if your details are linked across multiple Services or Organisations. Overview Access to the Portal for Guardians & Carers and the Smile App for Guardians & Carers, is not limited to one Service or one Organisation. If your account and email address are linked across multiple Services or Organisations, you will be able to access your detailsPopular

• Smile APP - Managing Casual Bookings

  Smile APP - Managing Casual Bookings This article will assist you with managing Casual bookings via the WEB Portal for Guardians & Carers. Overview Casual bookings can be added via either the WEB Portal for Guardians & Carers or via the Smile APP. Depending on the Services settings, Casual bookings will either: Be approved straight away Be a request and will need to be approved by the Service In both circumstances you will receive a notification once the Casual day hasPopular

• Smile App for Guardians & Carers - Multi Centre Access

  Smile App for Guardians & Carers - Multi Centre Access This article will assist you with logging in and managing the Smile App for Guardians & Carers, if your details are linked across multiple Services. Overview Access to the Smile App for Guardians & Carers and the Web Portal for Guardians & Carers, is not limited to one Service. If your Account and Email address are linked across multiple Services, you will be able to access your details using the same login. To assist you withPopular

• Web Portal for Guardians & Carers - Pay Now

  Web Portal for Guardians & Carers - Pay Now This article will assist you with paying your Bill online for your Service. Overview Whether you are paying via Direct Debit payments, B-Pay or Direct to Centre, you can now pay your bill or make a top-up payment via your Web Portal for Guardians and Carers. As a part of our continued commitment to security, we've improved how families enter payment details with our Tier 1 PCI DSS complaint partner PayChoice. Note: If you are unable to seePopular

• Smile APP - Signing the CWA Agreement

  Smile APP - Signing the CWA Agreement This article will assist you with signing the CWA Agreement via your Smile APP from your Service. Overview The CWA (Complying Written Agreement) is a contract between yourself and the Service your child is attending. This agreement includes: Booked Days Session times for the Booked Days Fee Prices Signing the CWA Agreement Log into the Smile APP ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_12hqs4r.Popular

• Web Portal for Guardians & Carers - Managing Casual Bookings

  WEB Portal - Managing Casual Bookings This article will assist you with managing casual bookings via the WEB Portal for Guardians & Carers. Overview Casual bookings can be added via either the WEB Portal for Guardians & Carers or via the Smile APP Depending on the Services settings, Casual bookings will either: Be approved straight away Be a request and will need to be approved by the Service In both circumstances you will receive a notification once the Casual day hasPopular

• How to view your Child's CCS Enrolment

  How to view your Child's CCS Enrolment For all Services connected to CCSS, each child is required to be actively connected with a CCSS Enrolment. Once the Service has created the CCSS Enrolment, you will be able to view this information via your Guardian Portal. To view your CCSS Enrolment Log into your Guardian portal via your Computer or Device From the pop-out on the left hand side, select the** Family Tab** ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba940Popular

• Web Portal for Guardians & Carers - Adding Direct Debit details

  Adding Direct Debit details - Web portal Guardians/ Carers have the opportunity to add in their Direct Debit details to your payment account in order to pay the Service fees and charges. As a part of our continued commitment to security, we've improved how families enter payment details with our Tier 1 PCI DSS complaint partner PayChoice. Adding Direct Debit Details To add in the Direct Debit Details via the web portal. Sign into the Web Portal Select the Families Screen 3Popular

• Web Portal for Guardians & Carers - How to submit a waiting list application

  How to submit a waiting list application (Guardian Portal) This article will assist you with adding a waiting list application for an additional child at your child's service. Overview Guardians can use the waiting list module to express interest or request a place within their current service. Dependent on your service customised individual settings, you may be able to request certain days. Submitting a waiting list application The below instructions demonstrate how a guardian caPopular

• Web Portal for Guardians & Carers - Accessing & logging in to the portal

  Accessing & logging into the Web Portal for Guardians & Carers Welcome to Xap! This article will demonstrate how to login to your Web Portal for Guardians & Carers through a computer or laptop. Overview The Web Portal for Guardian & Carers will allow you to connect with your child's service, see what they are doing every day and manage their information. Logging in to Xap Xap will send you an email that will contain a link for you to login. Note: Please check your spam or junkPopular

• How to manage a kiosk code via Guardian Portal

  How to manage a Kiosk code via Guardian Portal To allow you to securely sign your child/ren in and out of the Service via the Kiosk, this uses a combination of your mobile number and a Kiosk PIN number. If you have forgotten or an Authorised nominee has forgotten their PIN, this can be reset easily via the service or the Parent Portal. To manage a Kiosk PIN from the parent portal Sign into the Parent Portal ![](https://storage.crisp.chat/users/helpdesk/website/aca01dab19b6Popular

• Smile app - Viewing & Understanding an Invoice

  Smile app - Viewing & Understanding an Invoice You will receive an email from the Service with your Invoice, this is to display fees that are due according to the Services charges. For example: Your Service may charge in Advance for this week Your Service may charge in Arrears for Prior Weeks Note: If you are not currently logged into the Xap Smile App on the device or the Guardian portal, you will be prompted to Login by adding your Email Address and Password. ![](httPopular

• Smile App - Marking your child Absent

  Smile App - Marking your Child Absent If your child' has a permanent or casual booking, you have the ability to mark a session as Absent via the Guardian App. Note: Only Absences can be marked via the Guardian Portal or Smile App. Sign in/out times can only be managed via the Services Kiosk device. Note: Depending on the Services settings, charges may still be incurred for Absent Days. Please contact your Service for further information. ${vimeo}[Marking an absence via the Smile AppPopular

• Smile APP - Pay Now

  Smile APP - Pay Now Whether you are paying via Direct Debit payments, B-Pay or Direct to Centre, you can now pay your Bill or make a top-up payment via your Smile APP and via the Web Portal for Guardians & Carers. Note: If you are unable to see this feature you will need to contact your Service, as they may not have enabled this feature. To assist you with using the Pay Now feature via the Web Portal, see: [Web Portal for Guardians & Carers - Pay Now](https://help.xap.rocks/en/article/wPopular

• How to manage a Kiosk Code

  How to manage a Kiosk Code for a Guardian or Nominee To allow you to securely sign your child/ren in and out of the Service via the Kiosk, this uses a combination of your mobile number and a Kiosk PIN number. If you have forgotten or an Authorised nominee has forgotten their PIN, this can be reset easily, either via your Smile App or the Guardian portal. To manage a Kiosk PIN Sign into the Smile App ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1kot1dlSome readers

• Introduce Parents to Xap

  Welcome Emails When you invite a guradian to Xap, the guardian will receive a welcome email from us with sign up instructions. We recommend that you also send an email from someone at your location to further assist the guardian with setting up their Xap account. To help you with this, below are a few drafts below that you can copy into an email and edit as you see fit. Draft Email #1 for Parents: Introducing Xap Dear Parent/Guardian, {{Organisation Name}} is implementing a newSome readers

• Signing your child in/out of the Services Kiosk

  Signing your child in/out of the Service using the Kiosk The Service will have a device either a tablet or smart phone with the Xap Kiosk program installed. The Kiosk will allow you to electronically sign your child/ren in and out of the Service safely and securely. Note: Click here for a pdf instruction guideSome readers

• Smile app - Updating your child's details

  Smile app- Updating your Child's details The Smile app allows you to update details for your child including: Note: Changes can also be managed via your Guardian portal see: Guardian portal - updating your child's details Health Details Expired Documents or Medications Address information etc. To update this information: Log into your Smile app on your deviceSome readers

• Smile APP - Viewing Enrolment Information

  Smile APP - Viewing CCSS Enrolment Information This article will assist you with viewing your Child's CCSS Enrolment information via your Smile APP for your Service. Overview If your Service is CCSS Approved, your child will have a CCSS enrolment linking them to the Service with Centrelink. There are different types of CCSS Enrolments that your Service can create. CCSS Enrolment Types CWA - Complying Written Arrangement This is the only type of Arrangement that can enable faSome readers

• Smile APP - Viewing and Agreeing to the Declaration

  Smile APP - Viewing and Agreeing to the Declaration This article will assist you with viewing and agreeing to the Declaration via your Smile APP for your Service. Overview If your Service has updated their Terms & Conditions or their declaration information, you will be prompted to sign or re-sign the Declaration. You can sign or view the Declaration via the Smile APP or via the Guardian portal. To sign or view via the Guardian portal see: [Guardian portal - Viewing & Signing the DeclSome readers

• Linking an Existing Guardians login to a new Organisation

  Linking an Existing Guardians login to a new Organisation Guardians and their linked email addresses can be linked to multiple Centres as well as multiple Organisations that are using Xap. Overview If a Family has attended or is still attending a Centre connected to another Organisation and the same email address has been added into both. The Guardian will be able to sign into the Guardian Web Portal using their existing email address and password. This allows them to be able to **switcSome readers

• Creating & Managing an Authorised Nominee for your Family

  Creating and Managing an Authorised Nominee for your Family A Nominee is a person who you have provided Authorisations to for your child. You can create new Nominees and edit existing Nominees via your Web Portal for Guardians & Carers or via the Xap Smile App. Creating a new Nominee To create a new Nominee: Log into the Web Portal for Guardians & Carers Select the Families Tab from the left hand menu ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/Few readers

• Booking a Tour for a Waitlist enquiry

  Booking a Tour for a Waitlist enquiry This article will assist you with the process to book a Tour for your child for a selected Service. Waitlist Enquiry You will be able to book a Tour on the Services Website or via their Social Media platform. Centre selection. You may have the option of selecting from multiple Services for the Child Care Company or from a Single Service. Add in your GFew readers

• Smile APP - Adding Direct Debit Details

  Adding Direct Debit Details - Smile APP This article will assist you with adding your Direct Debit Details in via the Smile APP. To assist you further you can also view the video here: Adding Direct Debit details via the Smile app Overview To add in the Direct Debit Details via the WEB Portal. Sign into the Smile APP Select the 3 line menu icon Select the Family icon ![](https://storage.crisp.chat/users/helpFew readers

• Guardians - Troubleshooting Guide for the Guardian Portal

  Guardians - Troubleshooting Guide for the Guardian Portal This article will demonstrate how to login to your Web Portal for Guardians & Carers through a computer or laptop. Accessing & Logging into the Web Portal for Guardians & Carers Xap includes a Portal for Guardians and Carers on both a Web browser and the Smile App. This allows you to communicate effectively and easily with the Service. Step 1: Xap will send you an email that will contain your username, password, and aFew readers

• Signing a Child in/out of Kiosk - Shared Care/Multi-Account

  Signing a Child in/out of Kiosk - Shared Care/Multi-Account This article will assist you with signing your Child in/out of the Services Kiosk if you are a Guardian on your Account and a Nominee on a different Account. Overview Some Contacts may have differing Roles on an Account for the Service, for example: Scenario 1 Your Child is under Care of Guardian 1 and Guardian 2, however you have your own Accounts at the Service and individual bookings that you are liable to pay the feesFew readers

• Guardian Portal login via Mobile Device

  Guardian portal login via Mobile Device This article will assist you with accessing the Guardian Web portal via a Mobile device. Overview If your Service uses the XAP program, you can use the Xap Smile APP to access your Account details. You can also access the Guardian portal via a web browser xap.rocks To assist you with accessing the Xap Smile App see: [Downloading & Logging into the Xap Smile App for Guardians & Carers (Android & Apple)](https://help.xap.rocks/en/article/Few readers

• Web Portal for Guardians & Carers - Viewing a Meal Plan

  Viewing a Meal Plan via the Web Portal for Guardians & Carers Overview If your child's Service has created and published a Meal Plan , you will be able to view this via the Web Portal for Guardians & Carers - www.xap.rocks To assist you further with this process, see the video below: Viewing Meal Plans via the Guardian Portal To view the Meal Plan Once you have logged into the Guardian portal via a web browser: Select the Meal Plan screen from tFew readers

• Guardian Declined Direct Debit Payments

  Guardian Declined Direct Debit Payments This article will assist you with viewing and managing your Declined Direct Debit payments. If your scheduled Direct Debit has been unsuccessful, you will receive the below email, the included information will be: Where payment was trying to be taken from Amount of failed Direct Debit payment Response Message - Will display the reason Paychoice has declined the payment, these reasons could be: Insufficient Funds Payment Stopped ExpireFew readers

• Smile APP - Viewing Emails

  Smile APP - Viewing Emails This article will assist you with viewing emails via your Smile APP from your Service. Overview If your Service has emailed you (eg. sending out an invoice), you can view them via the Smile APP. Viewing your Emails To view any emails sent from your Service: Log into the Smile APP Select the 3 line menu icon ![](https://storage.crisp.chat/users/helpdFew readers

• Guardian Portal - Updating your Child's details

  Guardian Portal - Updating your Child's details The Guardian portal allows you to update details for your child including: Note: Changes can also be managed via your Smile app see: Smile app - updating your child's details Health Details Expired Documents or Medications Address information etc. To update this information: Log into your Guardian portal via www.xap.rocks SeleFew readers

• Smile App - Viewing & Managing Notifications

  Smile App - Viewing & Managing Notifications The Xap Smile app for Guardians will allow you to view notifications from your childcare service. Some of these notifications you may receive include: Your child was signed in/out/absent by a staff member or nominee You have expiring medical documents that need to be updated Change of bookings has been added Approved or rejected casual/recurring booking patterns Secondary Guardian or staff have updated details of your family ActivFew readers

• Web Portal for Guardians & Carers- Viewing & Managing Notifications

  Web Portal for Guardians & Carers- Viewing & Managing Notifications The Web Portal for Guardians & Carerswill allow you to view notifications from your childcare service. Some of these notifications you may receive include: Your child was signed in/out/absent by a staff member or nominee You have expiring medical documents that need to be updated Change of bookings has been added Approved or rejected casual/recurring booking patterns Secondary Guardian or staff have updateFew readers

• Web Portal for Guardian & Carers - Requesting Medication to be Administered

  Web Portal for Guardian & Carers - Requesting Medication to be Administered This article will assist you with requesting Medication to be administered by the Service for your child. Overview The Web Portal for Guardians & Carers will allow you to send through a request for Medication to be administered to your child by the Service. Requesting Medication Select the Medication & Illness screen from the left hand menu ![](https://storage.crisp.chat/users/helpdesk/website/5dFew readers

• Guardian - Forgotten your Password

  Guardian - Forgotten your Password This article will assist you with resetting your password to log into the Guardian Smile app as well as the Guardian web portal. If you have forgotten your password to log into the Smile app or the Guardian portal you can reset it. Resetting your Password If you are on your device, you can reset your password for both the Web Portal and the Smile app by using the forgotten password option. Note: The reset password will reset it for both the GuFew readers

• Smile App - Viewing Sleep Records

  Smile App - Viewing Sleep Records This article will assist you with viewing Sleep Records for your child that have been logged by the Service. Overview You will receive a notification on your device with the Smile app installed, when the Service Staff have added a sleep start or end time for your child. How to view your notifications. From your device with the Smile app installed you will see a notification on the Smile app itself and on your device depending on deviceFew readers

• Guardian portal - Viewing & Signing the Declaration

  Guardian portal - Viewing & Signing the Declaration This article will assist you with viewing and agreeing to the Declaration via your Guardian portal for your Service. Overview If your Service has updated their Terms & Conditions or their declaration information, you will be prompted to sign or re-sign the Declaration. You can also sign or view the Declaration via the Smile APP. To sign or view via the Smile app see: [Smile APP - Viewing and Agreeing to the Declaration](https://help.Few readers

• Web Portal for Guardians & Carers - Family Dashboard

  Web Portal - Family Dashboard This article will assist you with understanding and managing your Dashboard in the Web Portal for Guardians & Carers. Overview The Web Portal for Guardians and Carers allows you to manage your Family details for your Service. Viewing the Dashboard When you first log into the Web Portal, you will be directed straight to the Dashboard Screen. You can also view the screen by selecting the House (Dashboard) icon. Bookings The Bookings section allows yoFew readers

• Guardians & Carers - Understanding Notifications

  Guardians & Carers - Understanding Notifications This article will assist you with viewing the automated Notifications that you may receive as a Guardian or Carer via the Web Portal or Smile APP. Overview There are 2 types of Notifications that you will receive as a Guardian/Carer. Manually sent Push Notifications - Messages sent by the Service Automated Notifications - Messages sent when a Staff Member or Guardian makes changes to your Family information Managing NoFew readers

• Guardian Email - Change of CCSS Entitlement

  Guardian Email - Change of CCSS Entitlement This article will assist you in understanding the email you may receive from your Child's Service in relation to a change or your CCSS entitlement. Overview If you have reported a change of Income or Hours to Centrelink or via the myGov, this may change your CCSS entitlement. see: Income Test and [Activity Hours](https://www.servicesaustralia.govFew readers

• Guardian Portal - Requesting a change of Permanent bookings

  Guardian Portal - Requesting a change of Permanent bookings Need to change your child’s regular care days? You can easily update your child’s permanent care schedule through your Guardian & Carer Web Portal. Just log in and make the changes when it suits you. Requesting a Change of Permanent Days Log into your Guardian Web Portal and select the Waitlist & Tours Screen Select the Green + add button ![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1bFew readers

• Portal for Guardians - Adding a new Guardian

  Guardian Portal - Adding a new Guardian This article will assist you with adding and managing Guardians for your Family. Guardians vs Nominees There are 2 permission or authorisation levels for contact people for your Family. Guardians Nominees Guardian & Nominee permissions Permission Guardian Nominee Access to Portal for Guardians & Smile app YES NO View Invoices & Statements YES NO Manage Bookings YES NO Manage PaymeFew readers

• Web Portal for Guardians & Carers - Requesting bookings

  Requesting bookings via the Web Portal for Guardians & Carers This article will assist you with adding/ requesting recurring weekly/ fortnightly and casual bookings via the Web Portal for Guardians and Carers. The process to request or add depends on how the Service has configured their settings. For further clarification please contact your child's Service. Overview The Web Portal will allow you to request/ add a recurring weekly/ fortnightly or casual booking for your child, dependeFew readers

• Guardian Portal - Adding Medicare Details for your Child

  Guardian Portal - Adding Medicare Details for your Child This article will assist you with adding in Medicare details in for your Children for Enrolment information for 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 ![](https://storage.crisp.chat/users/helpdesk/website/5dcbFew readers

• Guardian Portal - Viewing & Understanding an Invoice

  Guardian Portal - Viewing & Understanding an Invoice You will receive an email from your Service with your Invoice. This is to display fees that are due according to the Services charges. For example: Your Service may charge in Advance for this week Your Service may charge in Arrears for Prior Weeks Viewing the Invoice To view an invoice from your web browser - navigate to** https://www.xap.rocks/** and add in your Email Address andFew readers

• Smile App - Requesting Medication to be Administered

  Smile App - Requesting Medication to be Administered This article will assist you with requesting Medication to be administered by the Service for your child. Overview The Smile App for Guardians & Carers allows you to send through a request for Medication to be administered to your child by the Service. Requesting Medication Log into the Smile APP Select the 3 line menu iconFew readers

• Smile App - Authorising Medication Administered by the Service

  Smile App - Authorising Medication Administered by the Service This article will assist you with viewing and authorising medication that has been administered by the Service for your child. Overview The Smile App for Guardians & Carers allows you to authorise administered medication to your child by the Service. You will receive a notification that a New Medication Request has been added for your child. Viewing the Notification Log into the Smile APP ![](https://storagFew readers

• Creating an Authorised Nominee via the Smile app

  Creating and Managing an Authorised Nominee for your Family A Nominee is a person who you have provided Authorisations to for your child. You can create new Nominees and edit existing Nominees via your Web Portal for Guardians & Carers or via the Xap Smile App. Creating a new Nominee via the Smile app To create a new Nominee: Log into the Smile app for Guardians & Carers Select the Families Tab from the menu ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1Few readers

• Viewing your Families Payment History

  Viewing your Families Payment History The Payments tab on the Family Summary page allows you to view all unsuccessful payment attempts (successful payments coming soon) for your 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. Viewing your Payments Select the Families screen icon from the left-hand menu Select Payments & Billing tab at theFew readers