Administrators Guide for Office

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Daily Tasks

Within an administrator role, there are many daily tasks to be completed. Some of these might be:

1. Marking Rolls

Navigating to the Master Roll tab within your Office platform, administrators may with to ensure children have been signed in and out or marked as absent if not in attendance. This will keep your records accurate when being sent as a CCS Submission.

Attendances can be logged through the Master Roll.
1)
On the left-side menu > Master Roll.
2) Find the child and booking that you wish to add attendances to.
3) To add an attendance, click the +Add button.

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4) Fill out a sign in and out time, select the educator and add a note if applicable. You can click the + Add button again if you wish to add any additional attendances.
5) Click Update.

 

2. Adjust Rostered Shifts

Inevitable there will be changes to the roster, to ensure your roster is up to date on Office, administrator will need to navigate to as follows.

  1. Navigate to Rostering
  2. Select Roster Calendar
  3. Navigate to the week and day to be amended
  4. Select the shift by clicking on it
  5. Make the changes necessary 
  6. Save
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3. Check Payment Schedule

Rejecting or Adjusting Payments

You have until 12:50pm AEDT on the account payment day to make adjustments. Please ensure you adjust or reject payments if necessary before this time. 

To reject a payment: Head to Financial > Scheduled Payments > Find the scheduled payment,  then click 'Reject' in the Action column.

To manually adjust a payment: Head to Financial > Scheduled Payments > Find the scheduled payment, then click 'Adjust' in the Action column > Enter the new amount to be charged > Save.

Note: It's not possible to reject or adjust a payment if the status of the scheduled payment is PENDING or SUBMITTED. If you wish to make adjustments to a payment with a PENDING status, the parent will need to call the payment gateway to cancel the transaction. If the status is SUBMITTED, the payment gateway will not honour any cancellation, and the parent will need to call their bank directly to stop this transaction.

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4. Enter Manual Payments

To add a manual payments, navigate as follows:

  1. Go into Financial -> Add Payments
  2. Select a Parent
  3. From here you can select a Payment or a Refund
  4. Once selected you can choose from a range of payment methods:
  5. Add a comment to describe the payment.
  6. Enter the Amount you wish to apply onto the account statement (It will default to the amount owing for the family)
  7. Click Add Payment
  8. The payment will then apply onto the account statement.

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5. Check Notification Bell and Action

Actioning Booking Notifications

When a booking notification comes through, the count next to the notification bell will increase. Click on the bell to see the notifications.

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To action a booking, click on the notification and a pop up box will appear. Complete the following, depending on the request type:

Booking Requests:

  1. Select the room and fee type
  2. Select Preview 
  3. Review the booking(s)
  4. Save booking.

This will automatically add the booking to the Master Roll. 

Absence Requests:

  1. Select the relevant absence reason
  2. Select preview
  3. Select update booking.

This will automatically update the booking to an absence.

Holiday: 

  1. Select Preview
  2. Select the bookings
  3. Select update Booking.

This will automatically update the booking to a holiday type in the Master Roll. 

Late Drop Off: 

  1. Select Acknowledge. No further action is required. 

Late Pick Up:

  1. Select Acknowledge. No further action is required. 

Rejecting Booking Notifications

To remove notifications, select the notification and select 'clear notification' in the pop up. This will notify parents of the rejection. No changes will be made to the bookings. 

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Archiving Notifications

You can use the Archive button in both the Bookings and CCS Entitlements Tab to clear notifications that no longer require your action. To enable the Archive button, you must add a filter on the notification type. as follows;

  1. Navigate to Notifications
  2. Toggle to the Booking or CCS Entitlement tab
  3. Filter the view based on the type of notification or time period (Note:to archive you must select a notification type and time period for the archive button to enable).
  4. Select the orange Archive button to the top right of the current screen
  5. On the pop up screen you must select Archive to confirm this action
  6. Done

 

Weekly

Here are some administrative task you may want to complete during your weekly processes. 

1. Aged Debtors Report

You are able to generate an Aged Debtors Report to track your debt within your service. To see how this report can work for you, check out the article for more information.

  1. To access your Aged Debtors Report, Navigate to Reports 
  2. Financial Reports
  3. Aged Debtors
  4.  Select the From Date 
  5. You can choose whether to have the report emailed to you. 
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  6.  Click on Export CSV

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2. Send Statements

Email statements to selected parents

  1. Select the parent accounts by ticking the box next to each parent account name who you would like to email a statement to.These accounts will highlight in yellow to clearly indicate accounts that have been selected. 
  2. Select Bulk Email Statement to the top right.
  3. Select the date range. This will dictate which transactions are included on the statement that is sent out. Bookings, fees, payments, etc. within this date range will be sent to parents.
  4. Select Email Selected Parents.

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Email statements to all parents

  1. Select Bulk Email Statement.
  2. Select the date range. This will dictate which transactions are included on the statements that are sent out. Bookings, fees, payments, etc. within this date range will be sent to parents.
  3. Select Email All Parents.

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Note: Parents will always have access to their parent statements. Parents can access this by logging onto their Home App or by logging onto home.myxplor.com.

3. Check CCS Submissions

Viewing CCS Submissions Errors

To view the CCS submissions page and any errors for the selected week:

  1. Log in to Office, click Child Care Subsidy and then CCS Submissions
  2. Session data for the current week’s worth of submissions will be displayed, along with the list of active children from your centre. To select another week, use the date selector.

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3. To filter on any weeks not submitted, or any submittable weeks with errors, use theFilter dropdown menu.

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4. To view a particular child’s week of sessions, click on the child’s name from the list on the left

5. When viewing a child’s sessions on the CCS submissions page, you will be able to see:

  • The status of the submission (RECEIVED, PROCESSED, WITHDRAWN, NOT SUBMITTED or HAS CHANGES). If you hover over the status, it will tell you what it means
  • The child’s CCS enrolment ID for that submittable week
  • When it was first and last submitted
  • A list of any errors identified by Office or the government for that submittable week
  • The Actions drop-down menu (please see below for more information)
  • The show raw government record, which is the data provided to the government.

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4. Check Debit Success Report

This is only applicable to centres who use Debit Success for their payments method. The Debit Success Payout report will be emailed through to the nominated account daily after payments have cleared, they are also available in the self service portal.

Your Debitsuccess Payments Report is located outside of Xplor. This is typically emailed to you. 

If you need help with understanding this report, here's an interactive virtual guide you can use.  The guide highlights the main points you need to understand to get the most out of your payment report from Debitsuccess.

 

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5. Ensure Rolls are accurately marked

Each Friday evening, 11.59pm AEDT, the CCS Submissions will automatically be submitted. To ensure no errors are populated, administrators should ensure their roles are marked correctly. 

  1. Navigate to Master Roll > click the booking you would like update/edit
  2. Make the edit in this screen (Change the room, fee, absent status or sign in and out times within this screen)
  3. Press Submit & Back to Master Roll 

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6. Send Staff Roster Notifications

Sending Shift Notifications
Once you have completed your roster in the Calendar tab, you will be able to send shifts notification to one, some or all of the team members rostered by following these steps:
  1. Navigate to Calendar
  2. Use the tick box along side your team members names
  3. Select send shift notifications to the top middle of the screen
  4. Done

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7. Update Starting Blocks vacancies

Your Office system within Xplor will automatically send your room vacancies as per what is ticked within the starting blocks tab (will send at the end of the current week and apply the vacancies to the following week). It is a requirement to tick which days you have available. It is not a requirement to input how many spaces on each day you have vacant so this information is simply a tick for which days have vacancies only.  To update your vacancies navigate as follows:

  1. Navigate to Child Care Subsidy
  2. Select Service Registration Details
  3. Select Centre
  4. On the Active CCS Service Registration press +Actions
  5. Select Update MyChild Information & Vacancies
  6. Tick the checkbox of the days with vacancies
  7. Once completed press the blue Update MyChild box
  8. Done

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8. Check Expiring Attachments

Administrators will now be able to easily identify any attachments from a child’s profile with an upcoming expiry date within 28 days in the future. This will help to stay on top of all children’s upcoming expiring attachments and will allow administrators to remain proactive with collecting up-to-date documentation from families.

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Expired documents will remain on the to do list for 7 days unless an administrator marks it as done, past the 7 days this action will be removed from the widget. 

By using expiring attachments, administrators can manage ACCS certificates, ACCS determinations, Immunisations records, Medical Action Plans and more.

To view expiring attachments:

  1. Navigate to the Dashboard
  2. Scroll down page to the Expiring Attachments widget
  3. Select To Do tab on widget
  4. From here you will see a list of attachments expiring within the next 28days. The list will populate with the expired or closest attachments to expire at the top.

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9. Claim Inclusion Support Funding

For any active ISS Case Claims, administrators will need to submit for funding each week. 

  1. Navigate to Child Care Subsidy > ISS Case Claims > Go to the required week date > Click New ISS Case ClaimScreen_Shot_2019-09-10_at_9.17.09_AM.png

  2. Specify a service provision (i.e, Face-to-Face or Non Face-to-Face) and a payment type (i.e. Subsidy-Centre Based Care).
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  3. You can add an educator and their hours by using the "+" button under the relevant days. Educators can be added through Office under "Profiles > Educators". Screen_Shot_2019-09-10_at_9.49.20_AM.png
  4. If you add a session in error, you can click the "Remove Session" button at the base of the session box.
  5. Tick the box next to the relevant children's name under "Select a child". Ensure their enrolment ID is correct for the sessions submitted.Screen_Shot_2019-09-10_at_9.54.34_AM.png
  6. Tick the 'Educator Disclaimer' that is required and then press "Create ISS Case Claim".Screen_Shot_2019-09-10_at_9.54.44_AM.png
  7. This will show as a submitted/processed claim in the relevant week after you have created the claim.  Screen_Shot_2019-09-10_at_9.57.34_AM.png 
Monthly

Depending on your provider, you may be required to report end of month information and compile into a report or ledger. The below could assist you 

1. Locked Period Financial Reporting

Administrators may be required to report on the previous months financial status. You can do so by utilising the locked period financial reports through Office.

Locked period reports use the actual date a transaction occurred upon, as opposed to the receipted date or (transaction date) to filter the list of transactions. 

This means that these reports will show transactions that have physically occurred during the selected date ranges, even through the receipted date may be outside of the date range specified. It is important to note that the ‘locked period’ refers to ‘UTC midnight’ (GMT) as the cutoff time for a transaction. 

Follow the link to see which reports are available and what information they provide. You may want to use the ledger to consolidate.

2. Managing Bonds

 As children start at the centre or end care and fees increase/decrease, it is important to ensure your families bonds held at the service are correct. Screen_Shot_2022-05-06_at_4.09.18_pm.png

If you would like to record the receiving of a bond payment for a child please navigate as follows:

  1. Navigate to the Financial tab
  2. Select Bond Payments
  3. Under 'Record A Bond Payment'
  4. Input date of the payment
  5. Select the child name
  6. Select the parent name
  7. Set the type of bond as 'Receiving Bond'
  8. Enter the amount
  9. Add any comments you would like recorded on the bond entry
  10. Click Add Payment

 

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If you would like to return a bond payment for a child please you will still be required to perform the payment transaction with the parent outside of Office. Office will not transfer any money back to the parent within the software. 

To record this transaction:

  1. Navigate to the Financial tab
  2. Select Bond Payments
  3. Under 'Record A Bond Payment'
  4. Input date of the payment
  5. Select the child name
  6. Select the parent name
  7. Set the type of bond as 'Returning Bond'
  8. Enter the amount
  9. Add any comments you would like recorded on the bond entry
  10. Click Add Payment

3. Sharing Newsletters through Office

 Your service may want to share monthly Newsletters with your families. This is a great way to share upcoming events, reflect on the previous months successes and ensure important centre information is being shared.

You may wish to use Comms Centre through your Office account to send these out. By creating a post, admins will be able to share information to the parent/guardians Home App and also elect to send to their email accounts.

Posts are an easy way to stay in communication with your families and offer the ability to send your content as an email in addition to having the message appear in the Home app.

 

From the Communications homepage, click the New button and select Post

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From here, you can do the following:

      • Give your post a Title

      • Add content to your message, including images. Formatting options are available at the top of the page.

      • Add a cover photo (which will show at the top of the message in Home App and Web for parents to see)

      • Disable and enable comments

      • Add attachments

      • Send your post as an email.

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You will need to add contacts to your post before you send. To do so, click the click the Add Contacts button underneath your post title.

Once you have selected which parents and guardians you want to add to a post, click Add Selected

When you have finalised your content, contacts and added any optional attachments and a cover photo, you will be ready to hit the Publish button.

 

Uploading a cover photo

When you upload a cover photo to a post, it will appear at the top of your post in the Home App and Home Web.

On the create post page, click on the Upload button under Cover Photo on the right-hand side of the page

Select an image from your computer that you would like to upload. Please note: the file cannot be larger than 10 megabytes and must have the file type of PNG, JPEG or JPG only.

Once the cover photo has been added, you will see a confirmation message.

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Enabling and disabling comments

To turn comments on and off for your post, you can use the toggle found on the right side of the page next to your message content:

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If comments are public, any parent added as a contact to your post can comment on it. Other parents will be able to see any comments on the post. If comments are disabled, comments cannot be added to your post.

 

Adding attachments

You can add up to 10 attachments to any Comms Centre post, which will then be visible to the parent in Home. You can add attachments by clicking Attach to the right of the create post screen:

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Send post as an email

If you wish to send your post as an email to parents in addition to sending it to them in Home, click the Send Email button found under OPTIONS. 

Note:If a parent responds to an email, the response will not be visible in Comms Centre.

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There are a variety of Comms Centre Templates available for services should you like to make any copies.
 

4. Playground Audit

If your service utilises Playground for programming and planning, you may wish to conduct a monthly audit of the content being sent to families.

Learning Analysis allows services to visualise learning data across rooms, children and custom groups.Learning_Analysis.png

Groups can be created by educators to track outcomes for a group of children specifically, such as family or ability groups. Admins are also able to view how educators are documenting against outcomes using this feature.

This feature can also be used to track children, groups or outcomes which are lacking evidence. 

  1. Login to playground.myxplor.com with your administrator credentials
  2. From the left hand menu, select the Learning Analysis tab
  3. Input your filters on how to view the data
  4. Gather the relevant data from this screen
  5. Done

5. Occupancy Utilisation Reporting

Find occupancy percentages for your service over a chosen period of time. Administrators may like to view their previous months occupancy and compare to the upcoming month.

This report will:

•Divides occupancy percentage by day of week, room and totals the entire service

•Useful for forecasting child attendances for each day of the week

•When running for multiple services, the report has a 10 week limit from the start date

To download, you will need to:

  1. Navigate to Reports
  2. Attendance Reports
  3. Input your data parameters
  4. Email the report and View
End Of Financial Year

1. Submitting sessions

Office will automatically run submissions for each child with an active CCS enrolment at the end of each week, usually 11.59pm AEDT. Automatic submissions will cover new/varied sessions in the last 14 days from the active CCS enrolment start date. 

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Some scenarios where you will need to manually submit is if:

  • you have manually updated the CCS enrolment start date with a date more than 14 days in the past. Note: If the start date falls within the current week or the last 14 days, it will still be submitted automatically on the current week’s Friday
  • you are submitting new sessions past the 14 day period, or submitting variances in sessions past the 28 day period
  • submissions have been processed previously against the incorrect CCS enrolment
  • you are submitting session reports against a ceased period
  • you would prefer to immediately submit variances in sessions after making changes to the Master Roll instead of waiting for the automatic submissions. 
  1. Navigate to Child Care Subsidy
  2. CCS Submissions
  3. Select the week you are wanting to view data for
  4. You will be able to update any errors on a user by user basis

You can use the following guide to ensure your sessions are submitted correctly:Submit and Withdraw CCS Session Reports

2. Checking CWAs

Please check to ensure all your CWA’s have been signed and Government enrolments are submitted and confirmed prior to end of financial year. For any backdating after the EOFY date, you will be required to submit a dispensation and have approved before you can make any changes.

to easily identify children with missing agreements navigate to the Missing CWA Report.

  1. Reports
  2. CCS Reports
  3. Service-Level CCS 
  4. + Select a Report
    Missing CWA Approvals
  • CCS Enrolment Master Guide will guide you through how to make changes to your government enrolments before the cut off date for submissions and CCS payments 

Dispensation Process

In limited, specified circumstances, a provider may need to submit new session reports late, or vary or withdraw session reports after the date on which the department restricts access to the child care subsidy system.

The DESE provides a digital form as the channel by which providers apply to the Department to make changes in a previous FY to ensure that there is no financial impact on child care providers and families.

DESE Dispensation Digital Application.pdf

In order for this form to function correctly you will need to download the form to your computer and open the form usingAdobe Acrobat Reader. If you do not have Adobe Acrobat Reader installed you can download it for free from the Adobe Website.

3. EOFY Reporting

Every provider will have different end of financial year reporting process and expectation. Please follow your internal guide. Below is a list of our most common used EOFY reports:

  • CCS Notifications Report

  • CCS Entitlement Changes Report

  • CCS Weekly Payments Report 

  • Submissions Report

  • Transaction Summary Report

4. Adjusting Fees

 If you are making any changes to the fee cost within your service in the new financial year, than you can adjust fees as follows:

Increasing fees

New Year may see services increasing their fees, if this is applicable to you, adjusting your fees may be beneficial.

1. Navigate to Settings

2. Service Settings

3. Fee Adjustments 

4. A list of existing fees will be populated under Fee Type, from the drop-down menu, select the fee you would like to adjust. Note: you can select multiple if there are multiple fees being adjusted at the same value.

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5. Select the value that you would like to increase or decrease the fee by. Example: When you Increase By $5 an existing fee of $50 would become $55.

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6. Select the date that you want the adjustment to be effective from. This means that you can add in adjustments ahead in time as bookings made for dates after the effective date will have the adjusted fee value.

7. Select Apply

8. Fee adjustments will be added in the Fee Adjustment List and apply automatically to all existing bookings with the same Fee Label from the effective date.

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Archiving Fees

Coming into a New Year, many centres may have a new fee structure. If increasing your existing fees is not going to work for your operations, administrators may want to archive existing fees and create new ones.

To archive your fees:

  1. Navigate to Settings
  2. Service Settings
  3. Navigate to the Fees tab
  4. Select the fee name you wish to archive from the Fees List
  5. Navigate to the bottom of the Edit Fee pop-up, and then click Archive

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6. You will be prompted to provide an effective date of when the fee should be archived. Select a date and then click Archive. (Note: if you have any existing bookings on the Master Roll using this fee you want to archive, you will not be able to complete this action until you update the bookings with a different fee.)

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Note: To find the archived fees in the future, select the Status drop-down menu at the top of this list and select Archive. 
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For Further information, check out our Fees support guide.

5. Entitlement Changes

Families must confirm their income each financial year to ensure they are paid the correct amount of Child Care Subsidy (CCS). This is called balancing or reconciliation. When your families are updating their activity test or income estimate for the new or previous financial year, this may cause a change to their entitlements.

The DESE has created a guide to assist your families understand and complete the balancing process.

These changes can create a fluctuation to the next Direct Debit run for your service in Xplor:

To confirm a families entitlement changes over a period of time as well as adjust your families payment plan or first Direct Debit after the financial year, please run the CCS Entitlement Changes Report 

  • Reports > CCS Reports > Service Level CCS > Select a report > CCS Entitlement Changes Report

You can also view changes to CCS Entitlements via theCCS Entitlement Notifications feature. 

6. Starting Blocks

Your Office system within Xplor will automatically send your room vacancies as per what is ticked within the starting blocks tab each week (end of current week for the following weeks vacancies). It is a requirement to tick which days you have available. It is not a requirement to input how many spaces on each day you have vacant so this information is simply a tick for which days have vacancies only.  To update your vacancies navigate as follows:

  1. Child Care Subsidy
  2. Service Registration Details
  3. Select Centre (If multiple centres within your list)
  4. under the Active CCS Service Registration, press +Actions
  5. Update MyChild Information and Vacancies

  6. Tick days with availability
  7. Update MyChild
  8. Done

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End of Calendar Year

Here are a few things you can do to successfully organise your operations for the end of the calendar year. For further information please check out our detailed support article, End of Calendar Year in Office.

1. Pause Payments

If you are closing your service over the Christmas/New Years period and you are not wanting to have any payments deducted from your families, you are able to pause payments across the service as a whole. Alternately you can pause payments on a primary carer level also. 

To pause payments for the whole centre, you will need to navigate as follows:

  1. Settings
  2. Service Settings
  3. Payment Integrations
  4. Scroll to the bottom of the page to find Pause Payments
  5. Enter the date range
  6. Save

You will be able to see a historic log of paused payments under Pause Payments History. if you have made a mistake, you can delete and re enter with the correct date range. 

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To pause payments for an individual primary carer, you will need to navigate as follows:

  1. Profiles
  2. Parents and Guardians
  3. Select the primary carer parent profile
  4. Navigate to Scheduled Payment Settings
  5. Scroll down to Pause Payments
  6. Enter the date range (Note: The system will only allow you to select a start date in a future week. If you need to stop a payment in the current week - you will need to reject the payment first.)
  7. Save

Pausing payment plans will prevent automatic scheduled payments from being generated between the Start Date and End Date. You can still generate a one time payment for this period if necessary and parents will be able to make Pay Now payments if required. 

Note: You can Delete any paused payments period in the Pause Payments History section.

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2. Fees

Increasing fees

New Year may see services increasing their fees, if this is applicable to you, adjusting your fees may be beneficial.

1. Navigate to Settings

2. Service Settings

3. Fee Adjustments 

4. A list of existing fees will be populated under Fee Type, from the drop-down menu, select the fee you would like to adjust. Note: you can select multiple if there are multiple fees being adjusted at the same value.

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5. Select the value that you would like to increase or decrease the fee by. Example: When you Increase By $5 an existing fee of $50 would become $55.

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6. Select the date that you want the adjustment to be effective from. This means that you can add in adjustments ahead in time as bookings made for dates after the effective date will have the adjusted fee value.

7. Select Apply

8. Fee adjustments will be added in the Fee Adjustment List and apply automatically to all existing bookings with the same Fee Label from the effective date.

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Archiving Fees

Coming into a New Year, many centres may have a new fee structure. If increasing your existing fees is not going to work for your operations, administrators may want to archive existing fees and create new ones.

To archive your fees:

  1. Navigate to Settings
  2. Service Settings
  3. Navigate to the Fees tab
  4. Select the fee name you wish to archive from the Fees List
  5. Navigate to the bottom of the Edit Fee pop-up, and then click Archive

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6. You will be prompted to provide an effective date of when the fee should be archived. Select a date and then click Archive. (Note: if you have any existing bookings on the Master Roll using this fee you want to archive, you will not be able to complete this action until you update the bookings with a different fee.)

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Note: To find the archived fees in the future, select the Status drop-down menu at the top of this list and select Archive. 
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For Further information, check out our Fees support guide.

 

3. Bookings

Updating Bookings

 Children often will change their booking pattern each New Year, if this is the case. Administrators can set new booking patterns, edit existing booking patterns or delete any bookings as required, in advance by following the below guides.

Re-Enrolment Process

You may want families to update their child's information ahead of the new year. To complete, follow the below steps:

Steps [in order]

 

Pictorials

In Office, navigate to Profiles > Children

 

 

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Search for the child you are re-enrolling and then click the blue re-enrol button.

Note: The child must be in an active status to re-enrol.

If this child is returning for care, their profile may be inactive, and you'll need to set it back to active.

 

 

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If you would like to bulk re-enrol your children; simply tick all the children you'd like to re-enrol, and then click the Bulk Re-Enrol button. 

 

 

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You will receive a message prompt requesting you to the confirm the re-enrolment action before it is sent to the parent(s).

 

 

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The Primary Carer will receive a re-enrolment email requesting them to complete a new enrolment form.

Note: The Primary Carer must have the correct email address in their parent profile. 

 

 

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Upon successful completion, the centre will receive a confirmation email of the re-enrolment.

The new details will appear in the child's profile and the new enrolment form will be saved in the attachments tab.

 

 

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Notes

  • Parents/guardians cannot alter their:
    • Date of birth;
    • Customer Reference Number (CRN).
  • Parents/guardians cannot see their existing attachments however, will be able to see the date on which an attachment was last submitted. 
  • The eDDR (electronic direct debit request) feature will not be a part of the re-enrolment form. Parents/guardians are to update all billing details through theFinance Tab on Home App or Web.
  • The Bookings section that appears on the enrolment form will not appear on a re enrolment form. New booking pattern schedules will need to be discussed separately with the parent/guardians, with new CWAs and recurring bookings added in office to accompany these changes..
  • The re-enrolment form will only display the 2 most recently added emergency contacts. If a child has more than this, the parent will contact the centre admin to discuss amending these. 

 

4. Ending Care

 As children end care with the service, administrators will be required to end their enrolment with the Office system. For a more detailed guide, you can review our Ending Care support article. You will only complete Steps 2-5 after the child's end date.

1. Verify the enrolment end date with the parent/guardian then input under the child's profile. Profiles > Children > Select Child, under Enrolment Details input the enrolment end date. Note: This will delete all bookings from the entered date, and prevent families from being charged past the end date. The end date cannot be earlier than the current day. 

 

2. Check CCS Submissions and CCS Payments have been processed. Go to Child Care Subsidy > CCS Submissions to ensure the child's last week of submission is accurate. If there are any submission issues click here. Go to Financial > Parent Accounts to check if CCS payments have been paid for the child's final week.  

3. If the final submission are correct (or when they have been corrected, End CCS Enrolment.

There are two options when ending the CCS enrolment end date. It is a business decision as to which option you would prefer.

Option 1: is to wait until the child has completed their last booked in session before ending the enrolment. This is the recommended option to ensure that the final automatic submissions get processed. Once the CCS has been paid for the last week, you can go back and set the CCS enrolment end date. 

Option 2: Set the CCS enrolment end date in advance. This is recommended if you are aware of a child being absent for their last session. This will prevent CCS from being paid for the last absent day/s, then later being withdrawn. 

E.g. A parent has informed you in advance that their child's last day will be on Thursday the 19th of September. The child has does not attend their last session, therefore CCS should not be paid. In this scenario, it is  best to end the CCS enrolment before weekly automatic submissions are processed. 

NOTE: For OPTION 2, set the end date to be on the Sunday after there last day so submissions still are processed on the Friday.

Presetting a CCS Enrolment Date

To end the enrolment, navigate to: Child Care Subsidy > Government Enrolments > select child > + Actions > End CCS Enrolment > Set the end date > Save

NOTE: The end date cannot be set in the past. If 'invalid date' displays, check the date is the current day or later, and try save once a

 

gain.

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4. Finalise parent balances and remove the parent's direct debit enrolment, and email address

Note: Please only complete steps 4 & 5 if the family is finalising care at your centre. If they have a sibling or additional children at the centre, this step is not required. 

  1. Navigate to Financial > Parent Accounts and ensure parent balance is at $0,
  2. Head to Profiles > Parents/Guardians > Search for Parent Name > Tick Do No Debit. This will delete parent payment details and prevent scheduled payments.

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5. Update Child Profile to Inactive. Note: If step 1 has been completed, the child's profile will automatically move to an inactive status after their end date. 

If you would like the remove the parent email address so they no longe receive statements (if sent in bulk) you can navigate to Profiles > Parent/Guardians > delete email address > Save page.

 

5. CCS Submissions and Payments

You can view the CCS Payments Report to ensure the child has received their final payment.

To generate a report of the payments for a week, navigate to Reports > CCS Reports > Service-Level CCS > CCS Payments > Select the week > Generate CCS Payments report.

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The report will include the CCS clearing numbers, dates, enrolment IDs, children names, dollar amounts amongst other reporting details. You can find out more about the report here: CCS Payments Report.

 

Viewing CCS Submissions Errors

To view the CCS submissions page and any errors for the selected week:

  1. Log in to Office, click Child Care Subsidy and then CCS Submissions
  2. Session data for the current week’s worth of submissions will be displayed, along with the list of active children from your centre. To select another week, use the date selector.

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3. To filter on any weeks not submitted, or any submittable weeks with errors, use theFilter dropdown menu.

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4. To view a particular child’s week of sessions, click on the child’s name from the list on the left

5. When viewing a child’s sessions on the CCS submissions page, you will be able to see:

  • The status of the submission (RECEIVED, PROCESSED, WITHDRAWN, NOT SUBMITTED or HAS CHANGES). If you hover over the status, it will tell you what it means
  • The child’s CCS enrolment ID for that submittable week
  • When it was first and last submitted
  • A list of any errors identified by Office or the government for that submittable week
  • The Actions drop-down menu (please see below for more information)
  • The show raw government record, which is the data provided to the government.

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Run and Force Submission

If you wish to run or force a submission, you can do so by clicking the +Actions drop-down as shown below:

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If you are submitting within 14 days after the end of the week when care was provided, click Run Submission.

Submissions can be updated until 28 days after the start of the week to which the submission relates (or until the end of the financial year, whichever occurs sooner).

Force Submissions will attempt to submit for the selected week against a ceased enrolment.

Submissions will only run if the enrolment was active for this week prior to becoming ceased.