🔒 Multiple booking patterns (also called plan parts) can be used on our Foundation, Premium and Professional packages
With multiple booking patterns, you can add two parallel booking patterns to one child's plan, each with its own attendance schedule and invoicing configuration.
For example, a child may attend 5 days a week during term time (and receive funding), but only twice a week during holiday time (without funding). You can set up a plan with two different attendance schedules to reflect this booking pattern.
How the invoice is calculated depends on your invoicing type. For annualised plans, each plan part has its own attendance schedule and cost calculation, but the total cost is spread evenly across the year, so invoices stay predictable. For actuals plans, the invoice reflects the actual bookings within each attendance schedule, so during term time, the invoice will show the bookings made during that period, and the same applies during holiday time.
💡 Funding can only be applied to one plan part when using multiple booking patterns.
Plans with multiple booking patterns are available on the new invoicing experience and can be used with both actuals and annualised invoicing profiles.
Step 1: Create the Invoicing Profiles
You'll need two invoicing profiles, one for each attendance pattern. Start by creating the attendance schedules that reflect the dates for each plan part. Go to Settings, then Finances, Fundamentals and Schedules.
Invoicing Profile 1: Term Time
Create the attendance schedule:
Create an attendance schedule and name it Term time
Select Specific dates and enter your term-time dates. Mark in-term dates purple and leave out-of-term dates white
Click Create
💡 For annualised schedules, you can also select Full year for both invoicing profiles
Create the invoicing profile:
Go to Invoicing profiles and click Create
Select the Term time attendance schedule and give the profile a name
In Scheme, choose Annualised or Actuals invoicing
If you selected annualised, enter the number of weeks and months to invoice over (for example, 38 weeks over 12 invoices)
Invoicing Profile 2: Holiday Time
Create the attendance schedule:
Create a new attendance schedule and name it Holiday time
Select Specific dates. This time, mark the out-of-term dates purple and leave in-term dates white. This should be the inverse of your Term time schedule
Click Create
Create the invoicing profile:
Go to Invoicing profiles and click Create
Select the Holiday Time attendance schedule and give the profile a name
In Scheme, choose Annualised or Actuals invoicing
If you selected annualised, enter the weeks of care and number of invoices (for example, 14 weeks over 12 invoices)
Step 2: Add the Booking Patterns to a Child's Plan
Once your invoicing profiles are set up, you can add both booking patterns to a child's plan.
Go to the child's profile and select the Bookings tab
Next to Plans, click Schedule change
Select the first invoicing profile at the top (Term time)
Add the booking pattern, sessions, funding, and any applicable discounts
Click + Add booking pattern in the bottom left corner of the plan to add the second part
For the second booking pattern:
Select the Holiday time invoicing profile from the dropdown
Add the relevant sessions and remove any funding or discounts that don't apply
Click Save
Now, both booking patterns will show on the same plan:
