Part 3: Finalising your Transition

Inviting Educators and Parents

Xplor has the ability to send the invitations to Educators and/or Parents in bulk. Please speak to your Onboarding Specialist about the details and have a date in mind you'd like the invites sent.

Note that once an email is entered and saved in an educator's or parent's profile, they will emailed be sent a password link to login. 

Updates and Release Notes

To make sure everyone is receiving our update emails and release notes, please add your information to our mailing lists:

Before the week starts

  1. Complete set up, data migration (if applicable), and training as this will make sure you have the correct information to create bookings and know how to properly do so
  2. Please double-check your fee hours (under Profiles > Services > select Service > Fees tab) as this will impact CCS
  3. Make sure all enrolled children have accurate enrolment details, including CRN's and Date of Birth's
  4. Make sure all Primary Carer parents also have a Date of Birth and a CRN (required for formalising)
  5. Create/check all the bookings (see training for details or quick reference guide)
  6. Set up the Hub so attendances are captured from parents
  7. Share information about the Hub with parents
  8. Set your casual Booking Rules and set a Grace Period for session sign ins

During the week

  • As children are signed in/out, the bookings on the Master Roll should turn from orange to green showing that an attendance has been captured
  • If you prefer to manually edit any attendances, you can click on the booking then the Attendance tab and add/edit the sign in/out time under Check In and Check Out
  • On Wednesday, deactivate your old B2B Device in PRODA, and create a new one for Xplor. Send these new details, along with your CCS Person ID, CCS Provider ID, and PRODA RA Org ID.
  • The system will automatically submit the bookings and attendances to CCS

Following up on submissions

  • For a bulk view in excel, see the CCS Submissions Report 
  • To view individual submissions, see Child Care Subsidy > CCS Submissions

Before debiting parents, you will need to make sure:

  1. Your payment gateway has been set up;
  2. Parents have signed up with the payment gateway or have been migrated;
  3. Service's account cycle has been set (i.e. weekly in arrears, 1 week in advance, fortnight in advance) - please advise your Onboarding Specialist on how you'd like it set;
  4. Opening balances (if not zero) have been set under Financial > Balance Adjustments (Xplor can import opening balances - please speak with your account manager for more details)
  5. Parent billing cycles have been set (i.e. weekly on Thursdays; Xplor can import billing cycles - please speak with your account manager for more details)

Have more questions? Revisit our