Imagine it’s a public holiday, and your daycare is closed. With this feature, you no longer need to worry about manually adjusting invoices for services not provided. By setting products like full-day care, meals, or transportation as non-chargeable on closing days, you ensure parents are billed fairly while saving your team valuable time. Say goodbye to billing confusion and hello to effortless automation! 💡✨
📝 Availability Note: Configuring closing days as unchangeable days can only be set up on the portal and is not accessible via the mobile app
📖 Table of Contents
Learn how to configure products as non-chargeable on closing days to ensure accurate billing adjustments.
Steps to Exclude a Product – Follow step-by-step instructions to set products as non-chargeable.
Select Whether Reports from Staff or Parents About Sick or Vacation Days Shall Be Excluded – Define exclusion settings for reports on sick or vacation days.
How to Exclude Product from Billing on Closing Days
📝 Important Note:
🚫 Packages Cannot Be Excluded: Packages operate as all-inclusive bundles with fixed pricing. Their billing does not adjust for closing days, ensuring consistent invoicing.
Steps to Exclude a Product
📄 Navigate to Product Management:
Open the Product Management option from the left-hand menu in the system.
✔ Select the Product Type:
Choose the type of product you want to edit (e.g., Session).
🕵♀ Locate the Product:
Find the specific product (e.g., session).
Click the three dots (⁝) next to the product.
✂ Edit the Product Settings:
From the dropdown menu, select Edit.
📜 Scroll to Non-Charging Policy:
In the product settings, scroll to the end of the screen and look for the "Non-Charging for Actual Plans" section.
🚨 Choose Closing/Absence Types:
Select from the following options to configure exclusions:
🔐Closing Day : Refers to general operational closure, such as weekends, facility maintenance, or unexpected shutdowns.
🎄Holiday: Scheduled public or national holidays when the daycare is officially closed (e.g., Christmas, Canada Day)
📚PA Day: Days dedicated to staff training or development when regular childcare services are unavailable.
🤕Child Sick Day: Specific to instances when a child is absent due to illness.
⛱️Child Vacation: Days when a child is on a pre-approved vacation and does not attend daycare.
🟢 Enable Exclusions:
Switch the toggle next to the chosen closing day type to enable exclusions.
Customize Exclusions (Optional):
Decide whether the exclusion applies to all children in all price groups.
Or, click "Customize" to select or deselect specific pricing groups to include or exclude from the exclusion.
Managing Absences Billing: Sick Child & Vacation Days
For children absent due to sickness or vacation, you can configure billing exclusions based on who reports the absence. This ensures flexibility in aligning with your daycare’s attendance and billing policies.
You can specify whether the billing exclusion applies based on the reporting source:
✔️ 👩👧 Parent Only → The absence is reported exclusively by the parent through the system.
Example (Sick Child): A parent logs into the portal and marks their child as sick for the day, triggering the exclusion.
Example (Vacation): A parent schedules a vacation in advance using the system, and the exclusion is applied.
✔️ 🧑🏫 Staff Only → The absence is recorded only by staff, typically through attendance tracking or manual input.
Example (Sick Child): A staff member notices the child is absent due to illness and updates the system.
Example (Vacation): The staff receives a vacation notice from the parent and updates the system to reflect the absence.
✔️ 👩👧👦 Both Parent and Staff → The exclusion applies if either the parent or staff records the absence.
Example (Sick Child & Vacation): The system allows flexibility by ensuring the exclusion is triggered whether the absence is logged by a parent or staff member.
💾 Save Changes:
Click Save or Update to confirm and apply the settings.
💡 Pro Tip: How Does Billing Exclusion on Products Impact Invoices?
When a product is excluded from billing on a specified closing day, its cost will be omitted from any invoices that cover the timeframe where the exclusion applies.
📌 What to Expect on the Invoice:
The invoice will clearly detail the exclusion.
It will list the product name, its cost, and the specific days on which it was excluded.
This ensures accurate billing adjustments and transparency in invoicing.
🚀 This feature helps prevent unnecessary charges while maintaining clarity for both providers and payers! ✅
🔗📚 For Further Information
To learn more about setting up different products, refer to the following articles:
🛝 🧸 Product Management: Creating and Configuring Sessions
🖍️ Product Management: Creating and Configuring Items
🎁 Product Management: Creating and Configuring Packages
📊 Product Management: Creating and Configuring Charges