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Pricing for Your Setting
It is important to set up Sessions, Products, and Packages in order to create a child's plan, and later invoice for your services. Follow this article while you go through the set up process or take a look at our Video Guide by clicking the button below:
To set up and edit pricing for your setting, you'll need the 'Manage Financial and Occupancy Settings' permission enabled.
Sessions
Sessions are the main item used to charge for child attendance in your setting. 'Sessions' are used to build up a child's Plan or booking pattern.
If you want to a have ad-hoc sessions as a separate option, these must still be added as a Session, not a Product or they will not show up in your Room Planning.
To create a new session:
Go to Settings → Finances → Pricing → Pricing structure
Click the New Item button in the top right corner and click on Create new session.
Enter the session title (what you write here will show on the invoice).
Decide on whether pricing should be:
Hourly is for sessions charged by time. The time is set when adding the session
Per Session to charge a fixed session price
Monthly is the monthly rate for the session. Eg. a full day once a week would cost £100 a month. If you offer great flexibility in terms of when children are arriving and leaving the nursery on daily basis, creating sessions with an hourly rate can prove to be very handy.
Check the age groups that this session is available to and enter the corresponding price.
The Ad Hoc prices on the right should be entered if you would like the session to be available 'Ad Hoc'. If you wish to charge a different price for one-off sessions that are not included in a child's plan, this is where you would enter that price.
It is possible to select 'Flexible booking time' if you offer flexible times on that particular session.
Enter the time that the session starts and ends.
Select daily availability for the session.
Select whether you want to charge for the session if it were to occur on the different types of closing days, and whether you would still charge a child for a session if they have reported in sick or absent.
N.B. This does not apply to when the session is added as an ad-hoc session. The session will always automatically be charged, unless it is deleted.
How To Restore A Deleted Session
Enter a date for when the session was last active in the 'View pricing as of' box in the upper left corner
Once your discontinued session appears, open the session and restore by clicking the restore button in the top right corner.
Extra Charges
Add on purchasable items such as meals or extra fees. A product is created very similarly to a session:
Start by clicking on New Item and then Create new extra charge
A new window will open (as below), where you can add a title.
Select if your product will be charged weekly or monthly. If you invoice by actuals, monthly pricing for products is not possible.
Select which age groups the product is available to, and add Prices.
Set daily availability.
Select whether or not this product should be invoiced on specific closure days.
Choose whether or not you would like discounts to apply to the product.
Click Save.
Packages
Create fixed weekly or monthly schedules with a correlating fixed price.
Please note that packages are only available if you are on the Essentials or Premium package of Famly.
Packages are created similarly to Sessions:
Click on New Item and Create new package.
A new window will open (as below) where you can enter the title.
Select if this particular package will be charged weekly or monthly.
Keep in mind that monthly packages will only be available for children with an annualised invoicing profile
Select which age groups the package is available to, and add your prices.
Select Flexible booking time if you would like the times to be able to be changed per booking pattern.
Set the days that the package will apply to.
Click Save.
You can add one or multiple packages to a child's booking plan. To do so:
Head to the child's profile and click on Bookings
Click on the child's existing plan to edit, or select Create new plan
From the Select package dropdown, click on the relevant packages you'd like to add to this child's plan
Hourly Rates and Funding
Most settings receive less in funding than the cost of the hourly sessions they provide for free. As funded hours cannot be topped up with fees, you can create a 'funded' session, or 'funded' hourly rate, meaning you'll subtract the deduction directly from the session in your pricing setup rather than on the child's booking plan. However, this will mean that in your Public Funding Report, you will not get as clear an overview of the actual cost to your setting (as the invoice deduction and funding received column will match).
To do this:
Click on Settings → Finances → Pricing → Pricing structure
Click the New Item button in the top right corner and click on Create new session.
From here, you have the option to select an 'hourly rate' or a whole session price.
Give the session (or hourly rate) a name, so you know the price is for funded hours (as below).
In the Price box, enter the same amount as you receive in hourly funding for that age group, not your actual session cost.
