In this tutorial we’ll take a look at how you can add add-hoc extra booking sessions and charges to a child without the need to amend their regular schedule; this can be useful if a child wants to attend a one-off additional booking or requires a one-off extra charge.
Before adding these to a child, the booking session and charge will need to have been added to the Management System already. This tutorial will run you through that. If the child regularly attends the session or regularly requires the charge, then you may want to add them to the child’s regular schedule instead.
Only users registered on Tapestry as Managers are able access the Management System via the browser.
In this section, we will look at how to add an Extra Booking for a child. To find this option on the child’s Management System Dashboard, go to Management System > Children and select the name of the child that you want to add the Extra Booking for.
On the child’s Dashboard, you can see any extra bookings, planned absences or charges the child already has in the bottom left-hand corner. To add a new extra booking, click on the New button.
You can also go to the Extras & Absences tab from the Dashboard to do this.
When you click the New button, from the three options, you just select the Booking option.
It is the same process to do this from the Extras & Absences tab on the dashboard.
Now you just need to select the ad-hoc session and date. The start and end times can be amended if required, and you can also choose to repeat the extra booking weekly; if you select this, you will be able to select an end date.
You will also have the option to add a note which will appear next to the booking when you select to view all of your Extra bookings and Absences.
On the right you can access links to open the child’s regular schedule, room moves or extra bookings and absences in a new tab. Just to say, you will not be able to add the booking if it clashes with their regular schedule, or any other extra bookings or planned absences.
Once you are done, click the Create Booking button on the bottom right.
You should now be able to see your booking under the Extras & Absences section. You can use the icon buttons to the right of your booking to make any edits or to delete a booking.
If you are doing this from Extras & Absences tab, you can also see the price of the extra booking.
You can also see the extra booking in the child’s calendar, where you’ll be able to see the session type and time the extra booking starts and ends.
And that’s it! You now know how to add an Extra Booking for a child.
In this tab, we will look at how you can add an Extra Charge for a child. If a child has extra charges that will need to be charged for regularly, e.g. lunches for every day they attend, you can apply these charges to their regular schedule. You can see how to add regular schedules in the link here.
Extra Charges can be any additional product/service/consumable that you wish to regularly charge for such as lunches, nappies and trips.
To find the option to add an Extra Charge for a child, go to Management System > Children and select the name of the child that you want to add the Extra Booking for.
On the child’s Dashboard, you can see any extra bookings, planned absences or charges the child already has in the bottom left-hand corner. To add a new Extra Charge, click on the New button. In the example below, this is just showing the extra charges added for this child, where Charges is highlighted.
You can also go to the Extras & Absences tab at the top of the Dashboard to do this.
Select the Charge option from the drop down to add the Extra Charge.
Now you can select the type of extra charge from the drop down list (choosing from charges that have already been added via Management System > Config > Extra Charges).
Once you have added the extra charge type, you can add the quantity of that extra charge and a start date. You will then be able to see the price of this extra charge which will be calculated based on the quantity value you enter.
You can also decide whether you would like the extra booking to repeat weekly – if you do this, you will then be shown an end date to enter for when you want repetition of the extra charge to end.
In the last section, you have the option to add a note which will appear next to the extra charge when you select to view all of your extras and absences.
On the right, you can access links to open the child’s Regular schedules, Room Moves or Extras and Absences in a new tab.
Once you are done, click the Create Extra Charge button at the bottom right.
You should now be able to see your extra charge under in the Extras & Absences section. You can use the buttons to the right of your booking to Edit or Delete the Extra Charge.
If you are doing this from Extras & Absences tab on the child’s dashboard, you will also see the price of the extra charge.
And that’s it! You now know how to add an Extra Charge for a child.