Tip of the Month #5 – Everything you need to know about Sessions!

Each month we will be sharing some of our most useful tips with you. This month's tip is focusing on Sessions!

If you're looking for a guide on booking sessions, click here for our helpfile.

Understanding the Session Type Key

Did you know that the different session types are colour coded? In the Sessions tab, the sessions are represented with different colour lines, denoting which type of session they are.

Blue – Regular Session: This is the regular booking pattern that the child attends on a rotating basis.

Red – Extra Session: This is a session booked in addition to the regular booking pattern.

Yellow – Nursery Holiday: This is a setting wide holiday that affects the session of all the children

Green – Child Holiday: This is a holiday booked for a specific child.

Black – Absent: This indicates the child did not attend this session*

Teal – Room Visit: This is a session booked on a one off basis where a child can visit a different room

Pink – Funded Hours – This indicates that the session is funded. Pink lines negate the cost of the session that is booked underneath (unless and Hourly Voucher Value is applied)

*Please note that marking a child as absent will remove the cost of the session.

Invoiced Sessions

Did you know that there is a way to see if a session has been invoiced without trying to find it on the invoice?

If a session has been invoiced, there will be a thin black boarder around the session line. It’s subtle, so get your specs on!

If a session does not have a black line around it and you thought you had run an invoice for this period, it’s likely that this invoice has been credit noted and not rerun. You will need to run an up-to-date invoice for the child.

This is a great way to quickly see how what sessions have been billed and which ones haven’t!

Updating Session Costs

Did you know that you can easily amend your session costs? If the pricing structure in the setting is being updated, you can change the cost of your sessions without changing anything child by child!

Head to Settings > Session Types and click on the yellow edit pencil next to the sessions that you are looking to amend. From here, you just need to put in the new cost of the session whether you charge hourly or by session.

Once you are happy, click “Save” to save your changes.

The new pricing structure will take affect from any invoices run from the date of the change. So, the next invoices that you run will charge the new sessions costs.

Archiving Session Types

Did you know that you can archive session types that you no longer user? If you have a session type that you don’t intend on using again, you can archive it so it no longer appears on your sessions list!

To archive a session type, just head to Settings > Session Types and click on the yellow edit pencil next to the sessions that you are looking to archive. From here, you just need to tick the “Is Archived” box and click “Save” to save the changes.

You can still access your archived sessions by click on the "Show Archived" toggle. Don't worry! All the historical data for this session will still be on the system so if you need to go back and check a child's session, you can do this with no issues!

Top tip!

You can hover over the session line to quickly see the details of the session! Hold your mouse over the line to see the session times, room, included meals and session name!

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