Bookings are common place in a lot of schools and are primarily used to manage Wrap Around Care. This feature puts the responsibility of booking on the parent whilst still allowing you full control.
Bookings work by charging parents for each individual day that they wish to book their child onto. If you charge more by a one off Termly cost, please click here.
Accessing Bookings
From inside Weduc Payments, first click on the Manage Bookings icon.
You will then be taken to the main Bookings Management area of the system.
From here, click on Create New Booking to start creating a new Booking.
Booking Details
Your first screen here, is for the main details surrounding the Booking. To start, first pick the Settlement/Bank Account that all payments for this will be settled to each week.
Next, if you use them, select the Ledger Code / Code Cost that is applicable for payments towards this Booking.
Should the one you require not be visible, click on Add New Ledger Code to add a new one.
Now we need to set a Category. This is primarily for the parents benefit to help them filter for what they are looking for. Just pick the one you require from the drop down box.
Should the one you require not be visible, click on Add New Category to add a new one.
Next, select an Icon for this Booking.
You will now see an option to Enable Childcare Vouchers. If you tick this, any parent with a Childcare Voucher balance on the system, will be able to use that balance to either pay for or contribute towards the cost of this Booking. For more help with Childcare Vouchers, click here.
If you want parents to be able to do this, just tick the box.
Here you then have 2 date boxes available. The Start date is when you would like parents to be able to start making their bookings. This does not mean the parent could book for today, for example. It means that the parent could start accessing this Booking as of today, even if the first available slot is not for another 3 weeks. The guide will cover this later.
If you wish to set a date other than today, just untick the box and select a date from the field provided.
You then have an End Date. This is when you want to stop Bookings. This will have to be either on or after the last available date the parent will be able to book their child in for.
If you wish to set a date other than today, just untick the box and select a date from the field provided.
We now need to give the Booking a name. This will be visible to all parents.
Next you can add a further description. This is further information about the club. We advise keep this short and to the point to avoid parents skipping it due to too much information.
Finally you have the option for a Booking Roster. This is a Register based on those booked onto the club each day that will allow you to mark each child as either Attended or Absent. If you would like the register, tick the box.
Once you are happy, click Save and Proceed.
Time Slots
The next stage on the process is the available slots. To start, you are asked if you would like a Waiting List for this Booking.
A Waiting List kicks in if the club is fully booked on any day and will then present remaining parents with a Join Waiting List button. This will then generate a register of interest for you to manage internally.
If you would like this, simply tick the box.
The next task is to set a price. This is the daily cost of this Booking.
Now we need to set a Quantity. This is the maximum number of people you can have attend on any given day.
If you have no limit, just click Set to Unlimited.
Now we need to set a frequency. Here you can select either One Off or Every Week.
If you selected Every Week, you will then be presented with tick boxes for each day of the week. Here you will need to select what day each week this slot is for.
By default, parents will need to book BEFORE the start time each day. If you want this earlier, tick the box labelled "Add a Cut-Off Time to this Booking".
If you chose this, you can then set a specific number of days in advance along with a specific time on that day.
Next, you will need to set up the dates that parents can book their children in for. We recommend setting up your Half Terms. Simply pick a date from the field provided.
Note: You can only set this up, up to a maximum of 6 months in advance. We recommend creating a new Booking each Term. This helps to make the system more manageable for you.
You then need to set the times that the club runs from and till. This is in a 24 hour clock. Simply click the arrows to get the times you need.
Once happy, click Generate Slots.
You'll then see the slots you created populated in the list below.
The system will also have saved most of the information you entered so that you can quickly and easily create the next Half Term, or another slot.
Once you are happy, click Save and Proceed.
Additional Information
Here you have the ability to add in or request any additional information that you may need from parents before they complete their booking.
You have a range of options to choose from.
Download a File - This requires the parent to download a file (ie, Trip Letter, Kit List, etc)
Upload a File - This requires the parent to upload a file for you to view (ie, Medical Form, etc)
Answer a Question - For this, you ask a question of your choosing and the parents have a text box to type out their answer.
View a Web Link - You simply enter in a link for the parents to click (ie, website of the hotel for the Residential)
View Additional Information - This is simply information you add for the parent to read. No action is required by the parent other than to read the information.
Answer a Yes/No Question - Here you ask a question that requires a Yes or No answer. The parents then click either a Yes or a No button before they can check out.
Select from a List of Options - Similar to the Yes/No Question however you can choose what the buttons say for the parents to pick from (ie. Uniform Item Size, etc)
Agree to a Term or Condition - This gives you a field to enter in some text which is non editable by the parent. The parent then has to tick a box agreeing in order to proceed to payment.
Once you have added a request, ensure you click Add Requirement.
Then repeat to add any other information or requests you need.
Once happy, click Save and Proceed.
Targets
This next step is to choose who this Booking is applicable to. If it is the whole school, skip this step. For a specific group or individual, untick the option for Select All Users.
Then use the search box to search for the groups/individuals you need to add.
If you choose a group, you will receive this pop up.
On here, select either Target Group to add everyone in this group, or select the individuals and click Done.
Repeat these steps if you need to add multiple groups/individuals. Then click Save and Proceed.
Confirm
This final screen gives you a chance to sanity check everything you have created before it is made public.
Note: The targets section here will only show a maximum of 5 of the students you have selected. It will NOT show everyone.
If you have made a mistake, click Back to go back to edit the issue.
If everything is correct, click on Finish.
On the pop up, click either Save to Drafts to save this for later or Publish to make the Booking live.
Note: If your Booking is set to go live at a future date, clicking Yes, Publish It will add this to an Upcoming Folder until that date and time. Parents will not see this until the chosen Date and Time.
Your Booking is now live.
Note: Should you need to remove specific dates (ie. School Closures, Bank Holidays, Polling Days, etc), click here. For help adding Subsidies to a Booking, click here.