Administrators can use this option to efficiently plan holidays, maintenance days, or staff training sessions. It enhances communication and transparency by keeping parents informed about non-operational days and streamlines the process by automatically notifying both parents and staff about scheduled closures. Additionally, it simplifies billing by automatically prorating fees or adjusting invoices for closed days, saving time and reducing errors.
To add different closing days for your institution, follow these steps:
Navigate to the main front screen of the system and select Options.
From the menu, choose the General tab to access overall system settings.
Look for the Closing Days section to manage non-operational dates.
Insert Start and End Dates
Specify the start and end dates for the closing period in the provided fields.
For single-day closures, enter the same date for both the start and end.
Add a Description or Reason
Provide a brief description or reason for the closure (e.g., "Winter Break," "Staff Training," or "Maintenance Work").
This information helps parents and staff understand the purpose of the closure.
Select the Type of Closing Day
From the dropdown list, choose the appropriate type, such as Holiday, Closing Day, or Training Day.
Specify the Scope of the Closure
When setting a closing day, it's important to determine whether the closure applies to the entire institute or only specific rooms:
All Institute
Selecting All Institute means that every location under your company will be closed.
For example, if your organization operates across five locations, this option will apply the closure to all of them.
Use this setting for holidays, company-wide training, or events that impact all operations.
Specific Room
Choosing Specific Room allows you to close one or more classrooms at the current location where you are adding the closing day.
For example, if only one room requires maintenance or is unavailable, select this option to ensure other rooms remain operational.
This setting helps maintain flexibility, allowing unaffected areas to continue their regular schedule.
Click on Add New
Once all the details for the closing day are entered, click the +Add New button to save the closure.
After saving, the closing day will appear in the Closing Days Setup tab.
Delete a Closing Day
If a closing day is still scheduled and has not passed, you can delete it by clicking the red trash bin icon next to the closing day.
Both staff and families will be notified of the cancellation.
Verify that the Closing Day has been Successfully Added
After you’ve added the closing day, it’s important to check several areas to ensure the closure has been properly recorded and communicated. Here's how you can verify
1. On the Calendar
Check for Visibility: Go to the calendar view of the institution and ensure the closing day is clearly marked on the correct date or date range.
Review Description: Confirm that the description or reason for the closure (e.g., "Holiday," "Training Day") is visible.
Verify Scope: If the closure is for All Institute, make sure it appears across all locations. If it's for Specific Room, confirm it only affects the specified rooms in the current location.
Ensure No Overlaps: Check if the closure date does not conflict with other scheduled events or sessions, ensuring accuracy.
2. On the Children's Attendance Schedule
Go to Tools and Select Children's Attendance
Navigate to the Tools section and select Children's Attendance to view and manage the attendance details.
Verify the Closure on the Schedule
If the entire center is closed, the Closing Day symbol will appear at the top next to the respective date(s), indicating that all rooms are closed.
If only specific classrooms are closed, the symbol will appear only for those rooms, reflecting the partial closure.
Click on the exclamation mark next to the date to review the description for the closing day.
Note on Children's Attendance
Children can still attend if the closure does not affect their specific activity or if the closure is part of a planned event (such as a special session or make-up class). For such, the attendance board stills allow attendance to be recorded for a closed room.
For more information on how to manage and review children's attendance, refer to our article: Child Attendance Schedule
3. On the Staff Schedule
Navigate to the Tools section and select Staff Schedule to access and manage staff schedules.
Scroll to the specific date of the intended closing day in the staff schedule.
Hover over the Closing Day symbol to determine whether the closure affects only a specific class or all classrooms/center.
An exclamation mark will appear, revealing a description of the added closing day if one was added
4. On Newsfeed
Automatic Posting of Closing Days:
Closing days are automatically posted in the Newsfeed section for both related staff and parents, ensuring everyone is informed in a timely manner.Targeted Parent Notifications:
Parents of children enrolled in the closed classroom will receive a dedicated post in their Newsfeed.
This ensures they are promptly informed and can make necessary adjustments to their child’s schedule.
Staff and Manager Notifications:
All staff and managers at the center will be notified, even if the closure impacts only one classroom.
This helps maintain operational awareness, enables staff to address any related inquiries, and facilitates any required schedule adjustments.
Full Institution Closure:
For closures affecting the entire institution or company, the post will be visible to all members, including staff and parents across all classrooms and locations..
Protip: You can customize whether a certain product should be charged on a closing day or excluded. This ensures that closing days are not automatically excluded from billing, allowing for more flexibility in managing charges.