Planning holidays, maintenance breaks, or staff training days? No worries! With the Closing Days feature, you can effortlessly organize non-operational days.
It’s a win-win: 👫Keep parents informed, notify staff instantly, and handle billing adjustments automatically. Say goodbye to scheduling stress and hello to seamless planning!
📌 Availability Notice: Closing Days Settings
🔹 Closing Days settings can only be configured on the portal and are not accessible via the mobile app.
📖 Table of Contents
Learn how to set up and manage institute closing days to ensure accurate scheduling and planning.
Remove a previously scheduled closing day when necessary.
Confirm that a closing day has been correctly applied across different system views.
On the Calendar – Check the closing day entry within the system calendar.
On the Children’s Attendance and Schedules Board – Verify how closing days impact child schedules.
On the Staff Schedule Board – Ensure closing days are reflected in staff work schedules.
On the Newsfeed – Review notifications and updates related to closing days in the newsfeed section.
📅Seamlessly Plan Non-Operational Days: A Step-by-Step Guide
🛠️ Step-by-Step: How to Add Closing Days
💡1️⃣ Navigate to the Settings and Access System Settings
Begin on the 🏠 main screen of the system.
Head to the far-left menu column and locate the gear settings icon ⚙️ labeled Options, then click it to open the menu.
From the Options menu, select the ⚙️ General tab to access system-wide settings.
Scroll down the page to find the 📅 Closing Days section.
2️⃣ Insert Start and End Dates
In the Closing Days section, you will see fields for entering the start and end dates.
For multi-day closures:
Enter the start date and the last day of the closure.
Example: For a winter break spanning three days, input the start date as December 24 and the end date as December 26.
For single-day closures:
Enter the same date for both the start and end fields.
Example: A one-day holiday, such as New Year’s Day, would have January 1 as both the start and end date.
💡 Why Dates Matter:
These dates serve as the foundation for notifications and adjustments, ensuring accurate communication with parents and staff.
3️⃣ Add a Description or Reason
Fill in a short description or reason for the closure. This field appears in notifications and calendars, giving clarity to parents and staff. Examples include:
"Winter Break" ❄️: Common for holiday closures.
"Staff Training" 🎓: For professional development days.
"Maintenance Work" 🛠️: To notify about repairs or upgrades in progress.
💡 Pro-Tip: Use a description that is clear and specific. For example, instead of "Holiday," try "Easter Break (April 7-10)" to prevent confusion.
This description will help parents and staff understand the purpose of the closure
4️⃣ Select the Type of Closing Day
From the dropdown menu in the Closing Days section, choose the type of closure:
Holiday 🎉: For recognized public holidays or institution-wide breaks.
Closing Day 🚪: For closures due to unforeseen circumstances or routine maintenance.
Training Day 🎓: Specifically for staff development or team-building activities.
📖 Additional Context:
Selecting the correct type helps categorize the closure, making it easier for all users to identify its purpose at a glance.
🏢5️⃣ Specify the Scope of the Closure
When setting a closing day, determine whether the closure applies to the entire institute or just specific rooms:
🏢 All Institute:
This applies the closure to all locations under your organization.
Example: For holidays like Christmas or company-wide training sessions, use this setting to ensure notifications are sent to all staff and parents.
🏫 Specific Room:
This restricts the closure to selected classrooms within a location.
Example: If a single classroom needs repairs or is unavailable for other reasons, this option allows operations to continue in unaffected areas.
💡 Pro-Tip: Use the "Specific Room" setting to maintain flexibility and avoid unnecessary disruptions for other classrooms.
6️⃣➕ Click on Add New
After entering all the required details, click the +Add New button to save the closing day.
The closure will now appear in the Closing Days Setup tab, ready for review and updates as necessary.
🗑️ Delete a Closing Day
If the closing day is still in the future, you can delete it by clicking the red trash bin icon next to it.
Staff and families will automatically receive a notification about the cancellation
✅ Verify that the Closing Day has been Successfully Added
📅 1. On the Calendar
📖 Access the Calendar View:
Navigate to the menus in the far-left column of the screen.
Click on the 📅 Calendar section to open the institution's calendar view.
📌 Ensure the Closing Day is Marked:
Verify that the closing day is clearly marked on the correct date or date range.
📝 Double-Check Details:
Confirm that the description or reason for the closure (e.g., "Holiday," "Training Day") is visible.
🔍 Confirm the Closure's Scope:
🏢 All Institute: Ensure the closing day appears across all locations.
🏫 Specific Room: Verify that the closure applies only to the selected rooms at the current location.
⚠️ Check for Overlaps:
Ensure there are no conflicts with other scheduled events or sessions on the same date(s). This avoids confusion for both staff and families.
✨ Advantage: The Calendar View benefits both administrators and parents alike:
For Administrators:
Offers a clear, at-a-glance overview to efficiently manage closures.
Helps avoid scheduling conflicts and ensures smooth communication with staff and families.
For Parents:
Provides transparency, keeping them informed about upcoming closures.
Allows them to plan ahead with ease, reducing last-minute stress.
👧 2. On the Children's Attendance Schedule
🛠️ Access Children's Attendance
📂 Step 1: Navigate to the 🧰 Tools section (represented by a box with nine dots) located on the far-right menu of the screen.
📋 Step 2: From the submenu, select Children's Attendance to access and manage attendance details effectively.
📅 Verify the Closure on the Schedule
🎯 Visual Indicators for Different Scenarios:
Entire Center Closure:
A Closing Day symbol will appear at the top of the schedule, next to the respective date(s), clearly indicating that all rooms are closed.
Specific Classroom Closure:
The "Closed" symbol will appear only for affected rooms, reflecting a partial closure.
💡 Advantage:
This flexibility allows unaffected classrooms to continue operations seamlessly, minimizing disruption for families and ensuring smooth transitions.
❗ Exclamation Mark Review:
Click on the ❗ exclamation mark next to the date of a closing day to review the 📝 description of the closure.
Example: Reasons like "Staff Training" or "Holiday" are clearly visible, ensuring transparency and fostering clear communication.
📌 Special Notes on Children's Attendance:
👶 Children’s Attendance During Closures:
Children can still attend if:
The closure doesn’t affect their specific activity (e.g., after-school care).
The closure is part of a planned event (e.g., a special session or make-up class).
🔧 Attendance Tracking Flexibility:
The attendance board allows attendance to be recorded even for a closed room, ensuring children participating in unaffected activities are accounted for.
💡 Advantage:
Even during partial closures, attendance tracking ensures:
Operational continuity by avoiding unnecessary cancellations.
Accurate attendance records, which are critical for reporting and billing.
📖 For more information on how to manage and review children's attendance, refer to our article: [Child Attendance Schedule] 📋
✨ Advantage: The Children's Attendance Schedule ensures clarity and adaptability for both administrators and parents:
For Administrators: It provides a detailed view of closures on the attendance schedule, helping you effectively manage partial or full closures while allowing flexibility for planned activities or make-up sessions.
For Parents: They can see the closures directly on their child's schedule, offering clear communication about attendance expectations and ensuring they feel informed and confident in their planning.
This transparent and flexible approach reinforces trust with families and highlights your institution’s commitment to smooth, family-friendly operations—a key competitive advantage!
3.👩🏫 On the Staff Schedule
🔧 Go to tools
Navigate to the 🔲 Tools Section (represented by a box with nine dots) located on the far-right menu of the screen.
From the submenu, select 👩🏫 Staff Schedule to access and manage attendance details for your team.
📅 Verify the Closure on the Schedule:
📜 Scroll to the Specific Date:
Navigate to the staff schedule and locate the intended closing day on the calendar.
🖱️ Hover Over the Closing Day Symbol:
Check the Closing Day symbol to see if the closure impacts:
🏫 A specific class only.
🏢 All classrooms or the entire center.
❗ Review the Description:
An exclamation mark (❗) will appear next to the closing day.
Click on it to view the 📝 description of the closure, such as:
Reason: "Holiday," "Staff Training," or "Maintenance."
Scope: Whether it applies to a single class or the entire center.
4. 📢 On the Newsfeed
🗓️ Automatic Posting of Closing Days:
📢 Closing days are automatically posted in the 📃 Newsfeed for both staff and parents.
This ensures ⏰ timely communication and keeps everyone informed about upcoming closures.
👨👩👧 Targeted Parent Notifications:
Parents of children in 🧸 affected classrooms receive a dedicated Newsfeed post.
This allows parents to:
🕒 Promptly adjust their schedules based on the closure.
Stay informed about changes that directly impact their 👧 child's activities
👩🏫 Staff and Manager Notifications:
All 👨🏫 staff and 👩💼 managers are notified, even if the closure impacts only one classroom.
These updates help:
📌 Maintain operational awareness.
Enable staff to 📞 address inquiries from parents effectively.
Make necessary adjustments to 📅 staff schedules with ease.
🏢 Full Institution Closures
For closures that affect the 🏢 entire institution or 🏘️ multiple locations:
The 📰 Newsfeed post is visible to all members, including staff and parents, across all classrooms and locations.
This ensures that ✅ everyone is on the same page and can plan accordingly.
💡 Pro-Tip: Billing Flexibility
You can customize whether certain products (e.g., meals, extracurricular activities) are charged on closing days. For more details on managing products and setting up closing days as non-chargeable days, follow this article: Managing Products: Create, Edit, Delete..
💡 Why This Is Important:
Billing flexibility ensures fairness while maintaining accurate records. For example:
Holidays may exclude meal charges, but training days might not affect billing for regularly scheduled classes.