Set up a child's Booking Pattern or Plan

Creating a plan for each child is crucial to generating your registers, invoices for the parents, as well as your revenue and occupancy reports. The Plan is the weekly pattern in which the child attends the setting.

To create plans for children, you'll need the 'Manage plans for children' permission enabled.

To create a Plan:

  • Log in to the app and click on 'Get started'

  • Click on 'Finance Setup' then 'Plans'

  • Select the child you want to create a plan for by clicking 'Add Plan' next to their name. A new screen will open where you can create the Plan

Plan Period

Select the start day of the plan. That should be the very first day that the child attends. You do not need to add an end date, but it can be useful if a child is only in the setting for a short period of time.

Remember that if you set an end date, the child will not show up in your register and reports after that day.

Pricing Group

Selecting a pricing group is necessary in order to help find the right prices for the right session. For example, you may charge more for babies than you do for pre-schoolers. If you have set up Automatic Rules, just select 'Auto'.

Invoicing Profile

Choose the correct invoicing profile to ensure this child is on the correct attendance schedule, and the correct method of billing. You can learn about setting up Invoicing Profiles here.

Choosing annualised as your invoicing method will create a fixed price for the plan. This means the parents will be charged the same every month unless adhoc sessions are added, or sessions are changed mid-month. The fixed price is calculated by multiplying the weekly price of the plan by the number of weeks and dividing it by 12 months.

Adding a Plan to a child's profile

Based on the Sessions, Products, and Packages you've set up in Pricing, you can now add these to the children's Plans. If the child is on a package, you can select from the drop-down menu. Otherwise, you can add the sessions and products on a day-by day-like so:

  • On the child's profile, click on the 'Bookings' tab

  • Click on 'Schedule Change'

  • A new screen will open (as shown below)

  • From here you can set up the child's plan or add two Annualised Plan Parts

  • Make sure to click 'Save' to update the child's booking.


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