Creating sessions

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. 

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.

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. 

Multiple Rates: Choosing this option allows you to set different rates depending on number of hours booked, days of the week, times of day, which weekdays have been booked, and age groups. Fill out the rate/s for this session in the appropriate field/s:

1. As Per Hours/Week: Choose this option if you want to charge parents different rates depending on the number of hours booked. This rate type gives you the option to turn on Incremental Rates, which means that parents will be charged a different rate each time they reach an additional time increment, when otherwise they would be charged one rate for the whole period. 
   
2. As Per Weekdays: Choose this option if you want to charge parents different rates for different days of the week.
   
3. 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. Use the Monthly Rate field to adjust session rates for parents who book every operational day in a month.
   
4. As Per Times/Day: Choose this option if you want to charge parents different rates for different start/finish times within the booked session. If you want to give a discount to parents who book a specific number of hours a week, fill out the fields under Discount Setting.
   

Check out this article for more details about how to fill out each multiple rate type.

• Related Articles

• Using multiple rates with session types

  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. To use multiple ...

• 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 ...

• Creating products & services

  Products and services are anything that the parent pays for in addition to scheduled sessions. They can be opted into or allocated automatically, and there are a lot of ways to customise how they function on the system. In the top right click on > ...

• Modifying products/services 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. In the top right ...

• Creating payments

  Payments received from parents can be added to the system and allocated to invoices. This helps you keep track of how much parents have paid, and how much is still owed. You can only allocate payments to approved invoices. Creating payments for ...