Scheduling a Regular Booking Pattern

Scheduling a Regular Booking Pattern


To schedule a regular booking pattern, do the following:
  1.  Click on the Children button and select 'Sessions':



  2.  Select a child from the list.



  3.  Click on the 'Schedule' dropdown and select 'Regular Booking Pattern'.
     This will display the Schedule Sessions page:



  4.  Begin by selecting the start date and end date for the booking pattern; by default the start date will be set to today's date and the end date will be set to the child's estimated leave date.

  5.  Choose if you want the booking pattern to be repeated every one, two, three or four weeks.
     If the child attends your setting on the same days and times every week then you can leave this set to 'Repeat ever 1 week'. 
     If the child attends your setting on different days and/or times then you can create a rotational booking pattern - please refer to the Scheduling a Rotational Booking Pattern article for help with this. 

  6.  If you have already set-up your session types, you can select one from the dropdown list; this will fill-in the Session Info and the Pricing sections for you. 
     Alternatively you can create a bespoke session type by deselecting the 'Use Stored Session' checkbox and entering the session details yourself. You will need to specify the following details:
     - Select the session start time
     - Select the session end time
     - Choose if any meals are included in the session
     - Review / Change the hourly cost charged for children in each age band; the total session cost will be calculated automatically when you click out of the hourly cost fields. 

  7.  Click on the days of the week which the child will be attending the session you have selected/entered. A blue line will appear in the grid to show the session has been scheduled.
     A child can attend different types of sessions in the same week; you will need to select a different session / change the details you have entered before selecting another day of the week.


     
  8.  Once you have finished scheduling the child's sessions, click on the 'Next' button.
     If you are unsure whether or not you have availability for the sessions you have scheduled, select the 'Check availability whilst booking' checkbox; the system will check your availability and show on the next page if there are any days where the sessions you have selected would cause you to be over-booked.

  9.  The next page shows the child's suggested room movements based on their age and the age limits of your rooms. If you are happy with these room movements, click on the 'Save' button.


    * Please note: If you have selected the option 'Don't move children automatically' on the Rooms & Ratios section of the Settings then you will need to enter the child's room movements manually. You can create more than one room movement by clicking on the 'Add'  button:



    If you selected the 'Check availability whilst booking' checkbox on the previous page you will see a bookings calendar underneath the room movements. Any days that you would become over-booked are highlighted in red on the calendars:



  10.  You are able to change any of the suggested room movements by selecting a different start/end date or choosing a different room for the child to move in to from the dropdown list. 
  11.  Once you have finished reviewing the room movements / availability, click on the 'Save' button.
  12.  On the child's Sessions tab you will see the sessions you scheduled in the grid. For example: