Setting up Casual Booking Rules for your Centre

Modified on Wed, 6 Mar at 1:08 AM

This document outlines the process needed to activate the Casual booking feature at your centre. You can create business rules for individual classes and centres, or for your entire business.

TABLE OF CONTENTS

Getting Started
Centres
Classes
Families

Getting Started

There are a few requirements that need to be met for a class to have casual booking rules successfully created for them.

Permissions

To allow your employees to use this feature, you will need to ensure they have the following permission:
Settings > Roles and Permissions > Record Keeping > Casual Booking Settings

Setting a Casual Fee

If you want the class to be ready to have parents utilise the casual bookings function, go to the Centres area of the menu and move to the Classes section. Select the class and ensure they have a casual booking fee assigned in the bottom right of the Class page.

Setting up the Booking rules

To set up your Booking rules, go to the Attendance area of the left menu and select Settings.
The Attendance Settings screen opens up with three different tabs:

Centres
Classes
Families

Select the Centres view to set up booking rules for multiple centres at a time, including the centres within them. Select the Classes tab to set up booking rules for selected classes within the one centre.

Centres

This view allows you to set up the same Booking rules for multiple centres at a time, including the classes within them.

Select the centres you want to set booking rules for, by using the check box on the left. Selecting the top checkbox will select all centres.
The + Add Booking Rules button will then become active in the top right of the screen. Select + Add Booking Rules.
The Booking Rules modal will display for you to set the specific rules for the centres. You will notice the two dropdowns under Apply to capture the list of classes for the centres you chose on the previous screen.
You can filter by specific care types only eg. If you have one set of rules for long day care, and a separate rule for OSHC.
You can also drop down the selected classes list and make adjustments there for which classes you want the rules to apply for.

Set Casual Booking Ability to Active if you are ready for parents to start booking in via KT Connect.
Go through and set your restrictions for the window of time a parent can book for a position, as well as your cancellation policies for Casual and Permanent bookings.
These restrictions can be for hours, days, weeks or months.
Once you are happy the rules match your policy, select Apply.
The Centres screen will now display the amount of your classes per centre that have active rules set up for them.

Classes

This view allows you to set up the same Booking rules for individual or multiple classes at a time. This screen will only allow working with one centre at a time.

Select the classes you want to set booking rules for, by using the check box on the left. Selecting the top checkbox will select all classes for that centre.
The + Add Booking Rules button will then become active in the top right of the screen. Select + Add Booking Rules.
The Booking Rules modal will display for you to set the specific rules for the class or classes. You will notice the dropdown under Apply to capture the list of classes selected on the previous screen.
You can drop down the selected classes list and make adjustments there for which classes you want the rules to apply for.

Set Casual Booking Ability to Active if you are ready for parents to start booking in via KT Connect.
Go through and set your restrictions for the window of time a parent can book for a position, as well as your cancellation policies for Casual and Permanent bookings.
These restrictions can be for hours, days, weeks or months.
Once you are happy the rules match your policy, select Apply.
The Classes screen will now display the business rules set for them.

Families

This view allows you to set up exclusions for individual family accounts when you want to block them from creating casual bookings through KT Connect.

Select the + Add Family Exclusion button to add an entry.
Choose the Centre that the account belongs to as well as their Active or Inactive status. Select the specific account from the list and although it is not mandatory, you can add an explanation for why this family is being excluded.

The Families screen will now display the excluded family in a list.

To delete an exclusion, go to the three '... ' action dots and select Delete. This will ensure the parent can now use KT Connect to book into the centre again.
Please note: If a family is excluded, they will still be able to use KT Connect to record Absences on their permanent days, they just won't be able to create new bookings.

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