🔒 You can bulk update your plans if you're on our Premium or Professional package. Read more about pricing here!
It is possible to bulk update your plans to reflect any changes you've made to your session, product, or package settings, including changes to price and chargeable days.
Do You Need to Bulk Update After a Price Change?
If you schedule a price change, the updated price will automatically come into effect on the chosen date and will be reflected on invoices from that point. You don't need to bulk update your plans for the new price to show on invoices.
However, the scheduled change won't show on the child's booking plan itself. This means the booking plan will still display the old price, even though invoices will correctly show the new price.
It's still good practice to bulk update your plans after a price change for two reasons:
So that booking plans display the correct, up-to-date price
If you have automatic extra charges configured, these won't appear on the booking plan or invoice until the plans have been updated
Before Bulk Updating
It's important that you make changes to your sessions correctly before bulk updating plans.
Bulk update checklist
Before bulk updating plans, check each of the following:
Make sure you select the correct change date, specifically the year
If you are using annualised plans, use the 1st of a month as the schedule change date
If you are using automatic pricing move rules, make sure there is a price in every pricing group box. If the price is zero, type in 0
Make sure the correct checkboxes (funding, flexible, closing days, sick days) are checked
Do not discontinue sessions. Simply enter their new price. If you discontinue sessions, you'll need to manually update the plans of any children using those sessions
💡 It's not possible to reverse a bulk update, so don't use this feature if you'd like to get an idea of your projected revenue or occupancy, as you will need to reverse the bulk update by removing it on each child's individual plan
Bulk Updating Plans for your Setting
Once you have completed the above steps, you're ready to bulk update your Plans. To do this:
Click on Finances in your sidebar and select Plans from the Overview page
Tick the checkbox in the top left-hand corner of the table (next to Child Name, and then click Actions → Manage
A pop-up will open where you will have three options to choose from (as below):
Add new plans
This allows you to create plans for multiple children at once, so you don't need to go through each child individually. This is often used for siblings and is set up in the same way as adding an individual plan.
When using this option:
Children with no plans — creates new open-ended plans from the chosen date
Children with open-ended plans — ends the open-ended plans and creates new plans from the chosen date
Children with current plans and future plans — creates a new plan from the chosen date, ending on the start date of the future plan. The future plan is unaffected
Children with plans that ended in the past and no current plans — creates a new plan from the chosen date and extends the old plan to the date of the new plan
Update plans
This allows you to update the pricing on children's plans after you have scheduled a change in your pricing structure in Settings.
Warning: Unable to save
When bulk updating plans, some may show an Unable to save warning in red. This can happen for a number of reasons, including:
The child's last day is before the change date
The child's start date is after the change date
A session on the child's current plan has been discontinued and cannot be updated
A session on the child's current plan does not have a price in all pricing group boxes, but the child is on automatic pricing
The plan has already been invoiced for that date (cancel the invoice to resolve)
The invoicing profile on the current plan has been deleted from your platform
These plans will not be updated with the bulk update and will need to be checked and updated manually. Go to the child's profile and click Schedule change on the Bookings tab. Once you choose the change date, the plan should indicate what is wrong. If the majority of your plans have a warning, close the bulk update and make the necessary changes before trying again.
💡 Best practice is not to add end dates to your plans if you have scheduled future plans. Future plans will automatically end the existing ones
Add or Remove a Discount in Bulk
This allows you to bulk add a discount to plans if you close for half a day during the holidays and want to refund parents for any sessions their child will be missing. You can choose when the discount comes into effect, and this is also the place to remove unwanted discounts from all plans.
💡 This should only be done when invoicing by Actuals. If you add or remove a discount in bulk on annualised plans, it may result in mid-month changes that temporarily switch billing to Actuals, which could risk charging children the same or more than usual depending on your pricing setup
