Manage Casual Bookings

Casual Bookings allow Centres to generate extra revenue and give parents the flexibility to pick up additional care when needed.

Parents can use their app to view and book days the Centre makes available or express interest if there is no availability.

Available places can be added automatically when a child is marked as not attending, automatically via the room settings, or manually based on specific numbers entered per day.

➜ Parent Guide for Booking Casual Days In The App

➜ Disable the ability for users to add booking directly to Attendances

💻 Configure > Settings

The first three settings in General allow you to activate the Casual Bookings feature, allow families to mark children as not attending, and for those non attendances to automatically open a spot for someone else to book.

💻 Attendances > Casual Bookings > Settings (tab)

Here you can set the minimum cancellation notice period (anywhere from 24 hours up to 2 weeks), exclude certain families from being able to book casual days, and update the default room settings relating to casual bookings (including auto spots).

Click the edit button to the right of the room name to edit booking availability, session of care/fee, number of casual booking spots generated each day (except for weekends), and the status of generated spots.

• The SoC and Fee selected will apply as the default for any casual bookings added for that room.
  
• Spots will be added automatically up to 14 days in the future.
• If changes are made to your room capacity or auto spots number, the available spots will be recalculated by the Auto Job.

💡Auto spots will not exceed your Room Capacity

⚠️ Please check the Weekly Attendance Report before you add any Casual Booking Spots

💻 Attendances > Casual Bookings > Add Casual Spots (tab)

1. Select the start and end dates in the range you want to add spots for
2. Select the Room
3. Enter the number of spots (this many spots will be added on each day of your selected range)
4. Select a fee structure (or enter a fee and select session of care)
5. Tick the box if you would like the places to be added as 'Closed' (not available for parents on the app until changed to open)

In the above example, 10 spots will be added to each of the 5 days in the date range for a total of 50 spots added across the week.

1. Select specific dates from the calendar that you want to add spots for
2. Select the Room
3. Enter the number of spots (this many spots will be added on each day of your selected range)
4. Select a fee structure (or enter a fee and select session of care)
5. Tick the box if you would like the places to be added as 'Closed' (not available for parents on the app until changed to open)

In the above example, 10 spots will be added to each of the 3 days selected for a total of 30 spots added across the week.

💻 Attendances > Casual Bookings > View Casual Bookings (tab)

• The table underneath displays all casual bookings in the filters selected above. These are automatically grouped by room and day under the orange headings. 
• For future dates, you can open/close spots, edit the number of spots, and delete the spots, all as bulk actions.
• Unbooked spots can be removed using the Delete function. But if you are using Auto settings, you will need to Close the bookings to stop them from being regenerated!
• If a spot has been booked, you can see who booked it and when. Revert the booking to remove/unbook that child.

This tab shows a list of parents who have asked to be notified if a casual booking becomes available on a particular day. Staff can also add or remove families from the list using the Add or Delete buttons.

If you open or add additional casual bookings, parents on the list will automatically be notified via the app that it is available to book.

You can also book the requested spot directly from this screen (if spots are available)

This tab allows you to generate a full list of casual bookings (even bookings added directly to the Attendances) filtered by date and room. The report includes Staff Notes, Comments, Fee, and also flags if the child didn't attend.

This report can be exported to Excel.

Generate a report to compare Casual Spots Opened vs Booked (per month and per day/date)

This tab allows you to generate a report showing the total casual spots opened and booked (by month and date) as well as the booked percentage.

The following email notifications are sent out (unless disabled in the settings)

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