Creating session types

Creating session types



Before you can begin booking sessions for children at the nursery you have to set up session types. These can be created and customised in System Settings. Session types determine the start/finish times for a session, as well as rates and how they’re calculated. 

Creating a session type

  1. In the top right click on  > System Settings.
  2. Click on Session Types on the left.
  3. Click the  icon in the top left to add a new session type.
  4. Give the session type a Name and Description.
  5. Enter the Start Time and Finish Time for this session type.
  6. Check the options that apply to this session type:
    1. Exclude from discount: This session type will not be included in a child’s discount (as seen in their profile).
    2. Exclude from funding: This session is excluded from funded hours.
    3. Allow booking b/w start and finish time: Turning this option on means that when you schedule a session for a child, you can change the timings for this particular booking, as long as they remain within the Start and Finish times. 
    4. Override Max Funded Hours/Day (Actual Invoices Only): Check this option to override the default Maximum Funded Hours/Day for just this session. Type the new Max Funded Hours/Day into the field that appears. This only works if you’re using Actual Invoices.
  7. Select a Colour for this session type. This is the colour the session will appear as on the calendar.
  8. Select this session type’s Priority for funding allocation. A higher priority (meaning a lower number) increases the likelihood that this session will have funding allocated. 
  9. In the Show on Enquiry/Registration Form field, you can choose if you want this session to be selectable as a Preferred Session on the Enquiry Form, Registration Form, or both. 
  10. In the Linked Products/Services field, you can choose which Products/Services will be automatically ticked when this session is scheduled.
  11. Choose between a Flat Rate and Multiple Rates in the Rate Type field.
  12. Customise the rate for this session (see below).
  13. Click Save.

Using flat rates

These provide a single price, either per session or per hour. Choose whether you want to charge Per Session or Per Hour and type in the Rate. 

Using multiple rates

The advantage of using multiple rates with your session types, as opposed to flat rates, is that you can set up your session rates to change depending on when the session is booked, for how long it's booked, and the child's age group.

As Per Hours/Week

This option allows you to charge parents different rates depending on the number of hours booked for a week.
  1. In the top row, fill out the age groups you use for this nursery. You can assign different rates per age group. An age group is defined as any age below the year you type into the field, and equal to/above the age of the field to its left. This means you should enter the youngest age group into the leftmost column (Age Group 1). If you charge the same rate no matter the age, set Age Group 1 as the maximum age of children at your nursery and leave the rest blank.
  2. Enter the minimum weekly booking time in hours into the Minimum Booking Time field. Then, under each Age Group, insert the hourly rates that you apply when a parent books the minimum length for a session.
  3. In the rows below, you can set up the thresholds for longer booking times, and their hourly rates for each Age Group. Insert the maximum hours for each time threshold into the Time field. The Rates will apply to any booking that falls between those hours, and the maximum hours of the field above.
  4. Click Save when you've finished creating your session.

Incremental Rates

For As Per Hours/Week you also have the option to check the Incremental Rates option, which will charge parents a different rate each time they reach an additional time increment. For example, let's say you've set up your rates for one age group like this:
  1. Minimum Booking Time is 2 hours; Minimum Rate is 8.
  2. Next Time threshold is 10 hours; Rate is 7.
  3. Next Time threshold is 20 hours; Rate is 6.50.
If a parent books 20 hours for a week, then they will pay £8 an hour for the first 2 hours, £7 an hours for the next 8 hours, and £6.50 an hour for the next 10 hours (2+8+10=20 hours).

Rate Calculation Basis

The Rate Calculation Basis changes how sessions rates interact with funding. The Chargeable Hours option will deduct the number of funded hours from the the total scheduled hours to determine hours/week, and apply the hourly rate based on this value. Conversely, the Scheduled Hours option will apply hourly rates based on the total number of scheduled hours, regardless of how many have been funded. 

For example, if the child is scheduled for 30 hours a week, but is funded for 15 of those hours, the Chargeable Hours option will charge the parent the rate for 15 hours/week, whereas Scheduled Hours will charge them the rate for 30 hours/week.

As Per Weekdays

Choose this option if you want to charge parents different rates for different days of the week.
  1. In the top row, fill out the age groups you use for this nursery. You can assign different rates per age group. An age group is defined as any age below the year you type into the field, and equal to/above the age of the field to its left. This means you should enter the youngest age group into the leftmost column (Age Group 1). If you charge the same rate no matter the age, set Age Group 1 as the maximum age of children at your nursery and leave the rest blank.
  2. Below, you'll find rows for each of the days of the week. Fill out the hourly rates for each day of the week, for each age group, in the Rate fields.
  3. Click Save when you've finished creating your session.

As Per Days/Week

Choose this option if you want to charge parents different rates depending on the number of days they've booked in a week.
  1. In the top row, fill out the age groups you use for this nursery. You can assign different rates per age group. An age group is defined as any age below the year you type into the field, and equal to/above the age of the field to its left. This means you should enter the youngest age group into the leftmost column (Age Group 1). If you charge the same rate no matter the age, set Age Group 1 as the maximum age of children at your nursery and leave the rest blank.
  2. Below, you'll find a row for each number of weekdays a child can attend a week, from 1-7. Fill out the hourly rates for each age group according to how many days a week a parent books for their child. 
  3. In the row labelled Monthly Rate at the bottom, you can assign rates to use for when a child is scheduled for every operational day in a month. 
  4. Click Save when you've finished creating your session.

As Per Times/Day

Choose this option if you want to charge parents different rates for different times of day.
  1. In the top row, fill out the age groups you use for this nursery. You can assign different rates per age group. An age group is defined as any age below the year you type into the field, and equal to/above the age of the field to its left. This means you should enter the youngest age group into the leftmost column (Age Group 1). If you charge the same rate no matter the age, set Age Group 1 as the maximum age of children at your nursery and leave the rest blank.
  2. Enter the minimum daily booking time in hours into the Minimum Booking Time field. For this, you can leave the Minimum Rate fields blank.
  3. In the rows below, you can insert different rates for different times of day, which are defined by the Start and Finish fields for each row. Rates will apply to any sessions booked within the Start and Finish times. In the Type field select between charging a flat (Per Session) or hourly (Per Hour) rate. If a parent books a session that spans multiple times ranges marked as Per Session, the parent will be charge the flat rate for every time range the session covers. If the same is done for time ranges marked Per Hour, the parent will simply be charged the hourly rates for each time range. 
  4. Funding is applied to these rates by default, but next to each time range, you can choose to Exclude from either Funding or Discount. 
  5. For times/day that are not excluded from funding, use the Priority field to indicate in what order funding is applied to each time range, with the lower numbers having higher priority.
  6. Fill out the Rates for each time range and age group.
  7. In the row labelled Discount Settings, you can include a discount for parents who book over a set number of weekly hours. Insert the percentage discount into Apply Discount %, and the number of weekly hours to go over into Above Weekly Chargeable Hours. 
  8. Click Save when you've finished creating your session.

Modifying session rates

You can change the session rates for any session types you've set up, at any time. Using the Modify Rates button, you're able to schedule when these rate changes will take effect, while ensuring that rates for sessions prior to the change will remain the same. 
  1. In the top right corner of eymanage, click on  > System Settings.
  2. Click on Session Types on the left.
  3. Select the  icon besides the session you would like to modify
  4. Click on Modify rates at the bottom.
  5. Enter a new rate into the Rate field.
  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.
Once a session rate has been modified, you will be unable to edit any other aspects of the sessions (e.g. name, description, start/finish time). To delete a modified rate, contact our support team for assistance. A record of all session rate changes is shown at the bottom of the session type view.

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