Creating products & services

Creating products & services



Products and services are anything that the parent pays for in addition to scheduled sessions. On invoices, they will either appear on a separate line, or as an add-on to a session. They can be opted into or allocated automatically, and there are a lot of ways to customise how they function on the system.

Creating a product or service

  1. In the top right click on  > System Settings.
  2. Click on the Products and Services tab on the left.
  3. Click on the  button in the top right to create a new product/service.
  4. Fill out the form:
    1. Name/Description: Choose name and description so you can quickly identify what the product/service is.
    2. Type: Select whether this is inventory (product) or a service.
    3. Group (optional): Another way of categorising your products/services. You can filter by Group on the Products/Services tab.
    4. Under Rate type, choose between Flat Rates or Automated Rates, and fill out the details (see the relevant sections below).
  5. When you've filled out the details, click Save to create this product/service.
AlertTo create products and services for all nurseries, go to  > Global Settings, then continue from Step 2.

Flat Rates

When you're using a flat rate with a product or service, you will need to fill out the following details:
  1. Age Group (In Years) (Less than): This field allows you to assign different flat rates to different age groups, with the rates applying to all children of an age less than the number of years entered into the field. For instance, if you want to apply different rates to under-twos and under-threes, you would enter '2' into one column, and '3' into another, then fill out the details separately in the fields underneath. When a parent is invoiced, the age group will be determined based on the child's age as of the Invoice Date. If you want only one rate to apply across the whole nursery, then enter an age one year above than the oldest child on the system. 
  2. Price (Sales): Here is where you put the price of the product/service.
  3. Cost (Purchase): Here is where you put how much the product/service cost you to provide.
  4. Comments/Notes: Here you can add extra information about the product/service.
  5. Price included in session rates: Checking this option will make it so the parent isn’t additionally charged the price of the product/service. It is included in the standard session rate.
  6. Show on Child Scheduling Screen: Checking this option will mean the product/service appears as an optional addition when scheduling a child’s sessions.
  7. Automatically allocate products/services: Checking this option will automatically allocate this product/service to monthly invoices. A few fields will pop up, allowing you to configure who these get allocated to:
    1. Allocation Rules: Use this to assign which children this product/service is automatically allocated to. You assign by specific Children, Rooms, Tags, Cohorts, and Funding Type. Choose whether you want to Include or Exclude the Children/Rooms/Tags/Cohorts/Funding Type you select. Excluding something will assign the product/service to everything but the excluded Child/Room/Tag/Cohort/Funding Type.
    2. To Invoice/Invoice Amount: Products/services will only be automatically allocated to invoices greater than, or greater than or equal to, this invoice amount.
  8. Linked products/services: If you chose to have the product/service appear on the Child Scheduling Screen, then selecting that product/service while booking a session will also automatically select any linked products/services.
  9. Apply Discount: Choose whether or not you want to apply a child’s Default Discount (%) (from the child’s profile) to this product/service.

Automated Rates

Automated rates allow you to automatically allocate products/services to any day when the child has a session scheduled. It also allows you to set up different hourly rates depending on times of day and the age of children.

As Per Time Intervals

  1. Applicable Hours: Choose whether this product/service will be allocated to all Scheduled hours or just Funded hours. 
  2. Allocation Rule: This field appears when you select Funded hours, and lets you determine in what order funding should be allocated. As per priority will assign funding according to priority (see Priority below), while As per hours in sequential order will assign funding sequentially, starting from the earliest date/time then moving to the second earliest, and so on. Sequential allocation applies even when you have multiple products/services using As Per Time Intervals, which allows the products/services to overlap each other in a way that isn't possible with allocation as per priority.
  3. Time Intervals: Here, you can set different rates for this product/service over different time periods.
    1. Start: When the time interval starts.
    2. Finish: When the time interval ends. 
    3. Priority: This option is available if you selected As per priority as your Allocation Rule. You can assign each interval a priority number. This determines the order in which funding hours are allocated, with 1 being the highest priority. 
    4. Age Group (In Years) (Less than): The Age Group columns allow you to input different hourly rates for different age groups. The age you type in here will create a group including children under that age. The youngest age group should be in Age Group 1.
    5. Rate (hourly): The hourly rate for different time intervals and age groups, according to its row and column. 
  4. Comments/Notes: Insert anything else you want to add here.

As Per Formula

Tick this if you want to use your own formula to calculate weekly or monthly rates for a product/service. Type [[ into the box to see a set of values that are automatically calculated by the system. Use these together with the */+- modifiers to formulate your rate. Weekly rates are applicable to Actual and Equally Spread invoices, while Monthly rates are only applicable to Equally Spread. Fore more information on how to use formulae, take a look at this article.

Allocation Rules

Use this to assign which children this product/service is automatically allocated to. You assign by specific Children, Rooms, Tags, Cohorts, and Funding Types. Choose whether you want to Include or Exclude the Children/Rooms/Tags/Cohorts/Funding Types you select. Excluding something will assign the product/service to everything but the excluded Child/Room/Tag/Cohort/Funding Type.

Apply Discount

Choose whether or not you want to apply a child’s Default Discount (%) (from the child’s profile) to this product/service.

Modifying product/service rates

You can change the rates you charge for products or services any time. Using the Modify Rates button, you can schedule when these rate changes will take effect. Products and services charged before this date will remain unchanged. 
  1. In the top right click on  > System Settings.
  2. Click on the Products and Services tab on the left.
  3. Click on the  icon next to the product/service you want to edit. 
  4. Click on Modify Rates at the bottom of the screen.
  5. Edit the the rates for this product/service. 
  6. Select an Effective Date for when you would like these changes to come into effect. Effective dates must start from the week beginning of any week. 
  7. Click Save.
A record of all rate changes for this product/service is shown at bottom of the page. 

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