How-To Video
Once your child profiles are fully set up, you're ready to build their Booking Plans ✨. These plans are the foundation for invoicing, registers, and reporting — so it's important to get them right from the start.
Once your child profiles are fully set up, you're ready to build their Booking Plans. These plans are the foundation for invoicing, registers, and reporting - so it's important to get them right from the start.
1. Add the Bill Payer
Head to the child’s Booking tab.
Click Add bill payer and select an existing parent/contact from their profile.
💡 Only this contact will receive invoices via the Parent App.
2. Set the Plan Dates & Title
Click New Plan to start.
Add a clear title (e.g. “Autumn 2025”)
Choose a start and end date - this should reflect the full time period the child will attend with the same schedule.
🗓️ Term-time only?
End the plan before holidays and create a new plan after the break.
We’re working on an auto-holiday tool for term-time schedules — expected early August 2025.
⚠️ Only one active plan per child is allowed. Plans cannot overlap.
3. Add Sessions and Extras
You’ll see weekdays based on your Opening Hours (update via Settings > Opening Hours)
Click the ➕ on any day to add a session or extra
Sessions:
Auto-fill based on age and main room
Room can be changed if needed (affects reports!)
Extras: Add items like meals, nappies, etc.
✨ Use "Copy this schedule to all weekdays" if the pattern is the same every day
✏️ Edit or delete individual entries using the ❌ icon
4. Add Funding (if applicable)
Enter the child’s weekly funded hours
The system will auto-distribute funding across booked sessions
You’ll see funding values per session in the weekly preview
💡 The monetary value is visible to you, but hidden from parents
⚠️ If funding exceeds the booked sessions, we’ll flag it
📅 Coming Soon: Support for multiple fundings in one plan — releasing early August 2025
5. Add Discounts (optional)
You can apply a percentage-based discount to the full plan — great for sibling discounts or custom arrangements.
What Happens Next?
The plan appears above the calendar with title and date range
Sessions and extras populate the calendar, marked with a “P” icon (Plan Booking)
Weekly summary panel shows:
Sessions
Extras
Funding
Discounts
✏️ Click the pencil icon to edit the plan
🗑️ Use the bin icon to delete
📍 You can preview bookings by clicking any date in the calendar,
but you’ll need to edit the plan (not the calendar) to make changes.
Trouble Creating a Plan?
Make sure these 3 conditions are met:
The child has a Date of Birth
A Main Room is assigned
At least one Parent or Contact is on the profile
Missing any of these? You'll see a flag and won’t be able to save the plan.
What's next?
Now we have created your children's bookings, we can jump into the Registers and how they work.