Booking Rules - Adding, Deleting and Managing

This screen allows services to configure booking rules that will be used to determine both casual sign-in based bookings (such as those from the Hub) and mobile bookings.

When a child is signed-in without an existing booking in the Master Roll, the system will need to create a booking for them. The room and fee assigned to this booking will be based on the Booking Rules you set. If no booking rules are set the system’s default fallback rule is set to creating a booking using the child’s default room set on the child’s profile with the default fee set on the service setting 'fees' tab.

NOTE: The parent mobile bookings feature will only display bookings defined in the Booking Rules. If no rules are defined, parents will only be able to book into the system default booking. To continue to provide parents with a variety of available bookings, services will need to define booking rules in Xplor.

 

Adding Booking Rules

Booking rules are set at a service level from Setting > Service Settings > Booking Rules > Scroll to 'Create New Booking Rule'

Booking rules are configured by:

  • Selecting a min sign in time from and max sign-in time to (for casual attendance bookings) to apply the rule to

  • Selecting a min age and max child age group to apply the rule to (in years and months)

  • Setting a room to apply to the booking that is created

  • Setting a fee to apply to the booking that is created

  • Selecting a day or group of days to apply the rule to

Click 'Create Rule' to save.

NOTE:  Room shuffling for OSHC services will no longer apply after the June 28 2019 release of Bookings 2.0. In order to retain this feature, OSHC services will need to create at least 2 rules, one for BSC and another for ASC sessions. Otherwise, all casual bookings created will be for the system defaults.
Ordering Booking Rules

Booking rules are then executed by the system in the order that they appear in the booking rules table.

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Xplor suggests that rules are created by shortest bookings to longest bookings, to allow the system to attempt to create many individual bookings before falling back to one long booking.

To reorder the booking rule hierarchy, use the blue down arrow or green up arrow under the 'action' column to move the rule down or up.

The hours that apply to the booking that is created are determined by the service’s setting to determine booking times by either room or fees.

Deleting Booking Rules

Use the red Rubbish Bin icon under the 'actions' column to remove a booking rule completely

Attendance Sign In Grace Period

This dictates how many minutes a parent can sign their child in before the booking start time. The Grace Period is for all bookings in the Master Roll.

The booking start time will be based either on your Fee times or Room times, depending on your service set-up. 

By default, all services are set to 90 minutes.

If a parent attempts to sign in earlier than the Grace Period, and there are no casual booking rules which apply to that time period either, the sign in will fail.

To Update: Click on Settings > Service Settings > click on your service > Booking Rules

Under the heading 'Attendance Sign In Grace Period' you can select the number of minutes you want your Grace Period to be, and then click 'Update.'

Note: If you have set up Multi-Sessions, you do not want your Grace Period to overlap with the next session time.

Booking Rules Webinar