Sometimes you may need to make a short-term change to a child’s booking plan, without permanently changing their usual attendance pattern. For example, you might need to schedule Holiday Club sessions for a child who normally attends on a term-time plan. This can be done by adding a temporary plan between two identical plans.
💡 You can add a plan between two existing plans regardless of which invoicing scheme or invoicing experience you're using. If you're unable to do this, it's likely because the period has already been invoiced. Try cancelling the invoice for that period first and then add the plan
Make a Temporary Change to a Child’s Plan
To add a temporary plan:
Go to the child’s profile and open the Bookings tab
Next to Plans, click Create new plan
In the new window, you’ll see the child’s current plan
In the Plan period box at the top, enter the start date as the first date after the temporary change ends
Do not change anything else in the plan
Click Save, then Close
You will now see two identical plans in the child’s Bookings tab.
To insert the temporary plan:
Hover over the line between the two plans
Click the + that appears
In the new window, set the plan start date as the first date of the temporary change
For example, the first day of Holiday Club
The plan's end date will automatically match the date you entered earlier when the original plan restarts
Make the temporary changes needed to the plan
Click Save
Term-Time Plans and Holiday Club
If the child normally attends on a term-time plan, you may also need to update the plan settings for the temporary period:
Change the invoicing profile to either Full year or a Holiday time invoicing profile
Untick Public funding for this temporary plan
Add a Blank Plan (So a Child Isn’t Billed During an Absence)
If a child will be absent for a period and you want to ensure they are not billed, you can add a blank plan with no sessions, products, or packages included.
To add a blank plan:
Go to the child’s profile and open the Bookings tab
Next to Plans, click Create new plan
In the new window, you’ll see the child’s current plan
In the Plan period box at the top, enter the start date as the first date after the absence ends
Do not change anything else in the plan
Click Save, then Close
You will now see two identical plans.
To insert the blank plan:
Hover over the line between the two plans
Click the + that appears
In the new window, set the plan start date as the first day of the absence
The plan's end date will automatically match the date you entered earlier when the original plan restarts
Use the Clear all button to remove all attendance from the plan until it contains no sessions, products, or packages
You won't be able to save the blank plan without adding an invoicing profile, so be sure to enter one from the dropdown
Click Save when you're ready
The blank plan to cover the absence period will now be sandwiched between their bookings.
