The sessions define the specific dates and times of the occurrence of each specific daycare class. The sessions are attached to daycare programs, for which the customer registers. Sessions can be attached to more than one program.
For example: A daycare program may have both before and after school components. Clients can register in the before portion, the after portion or both for a reduced rate. In this case you would set up 2 sessions (before and after) and 1 program. Setting the minimum and maximum registrants at the session level ensures that the number of registrants is limited over the 2 programs.
A single session can now be shared between different roll-over programs. What this means is that customers can now prepay for a roll-over program and receive a discount for doing so. A new requirement for this option is that all sessions in a roll-over program end on the same date.
Prior to setting up daycare sessions, the following data points must be configured:
Select the Administration tab.
Select the following menu links: Daycare Settings > Sessions.
Select the program type for the desired sessions.
To add
From the Daycare Session List page, clicking Add New brings you to the Change Daycare Session page, allowing you to create a new record.
To copy
From the Daycare Session List page, clicking the Copy link on a selected session brings you to the Change Daycare Session page, with the defaults of the selected session copied, allowing you to create a new record based on the existing one.
To modify details
From the Daycare Session List page, clicking an underlined Session displays the Change Daycare Session page, allowing you to make any necessary changes.
On the Change Daycare Session page, you will find the following input fields with the option to Save or Delete the record at the bottom of the page:
| Name of Field | Type | Description |
General Information |
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| Session name | Text | The name of the session as selected when maintaining a program and as displayed on the customer side (for example: After School Care). Required. |
| Description | Text | A brief description of the session.
This description will show on the customer side when registering in a program. Required. |
| Program Type | Dropdown list | The program type for this session, as selected from a predefined
list.
Required. |
| Facility | Dropdown list | The facility where the daycare classes will be held, as selected
from a predefined list or by clicking the binocular icon 
beside the field, to launch the Facility
Search page, from which a facility could be selected.
Required. |
| Don't reserve facility? | Checkbox | Option to not reserve the facility when creating a session.
This option might be selected if the facility was being shared between multiple programs. |
| Site | Dropdown list |
The site assigned to the session, as selected from a predefined list.
The site selected will be the only site where the session can be used, unless the user has multi-site permission.
Selecting All Sites will make the session available to all sites. |
Allow online registration? |
Checkbox |
Option to disable online registration for a program session (checked by default).
|
Prevent further use? |
Checkbox |
Option to retire the session so that it will no longer appear when maintaining a daycare program. |
Enrollment Restrictions |
||
Minimum Enrollment |
Numeric |
Minimum number of customers who can be enrolled in the session.
This number of customers is per individual day. Required. |
| Maximum Enrollment | Numeric | Maximum number of customers who can be enrolled in the session.
This number of customers is per individual day. If the maximum is 15, there may be more than this registered in the whole program but a maximum of only 15 people on any given day. Required. |
Minimum Classes Online |
Numeric |
The minimum classes per session that the customer can enroll in when registering on the customer (public access) site.
For example: if the minimum number of classes is set to '1' and the maximum number of classes is set to '2', the customer will be able to register in 1 to 2 classes for that particular session. |
Maximum Classes Online |
Numeric |
The maximum classes per session that the customer can enroll in when registering on the customer (public access) site.
For example: if the minimum number of classes is set to '1' and the maximum number of classes is set to '2', the customer will be able to register in 1 to 2 classes for that particular session. |
Trial Class Capacity |
Numeric |
Number of seats available for attending the class on a trial basis.
Note that trial class capacity is treated as numbers beyond the normal capacity, and so does not affect the regular daycare session registration capacity. |
Dates |
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| First Date | Date | Date of first class.
Required. |
| Last Date | Date | Date of last class.
Required. |
Days |
||
| Days of Week | Checkboxes | Days of the week when the session will occur.
Includes all days when it will occur and removes individual dates as required after. Minimum one day required. |
| Week of Month | Checkboxes | Include the weeks of the month when the session will occur.
Minimum one week required. |
Times |
||
| Beginning Time | Time | The beginning time of each class.
Individual times can be modified on a daily basis after the classes have been created. Required. |
| Ending Time | Time | The ending time of each class.
Individual times can be modified on a daily basis after the classes have been created. Required. |
| Prep Code | Dropdown | Displayed only if the selected Facility
supports prep codes.
Select the required prep code for setting up and cleaning up the facility. |
| Setup Time (minutes) | Numeric | Displayed only if the selected Facility
supports prep codes.
Displays the setup time (in minutes) for the facility. You may enter a different setup time if required (doing so will clear the selected Prep Code and corresponding Cleanup Time). |
| Include setup in program time | Checkbox | Displayed only if the selected Facility
supports prep codes.
Select to schedule the setup time during the program time at the beginning of the program time. Unselect to schedule the setup time before the start of the program time. |
| Cleanup Time (minutes) | Numeric | Displayed only if the selected Facility
supports prep codes.
Displays the cleanup time (in minutes) for the facility. You may enter a different cleanup time if required (doing so will clear the selected Prep Code and corresponding Setup Time). |
| Include cleanup in program time | Checkbox | Displayed only if the selected Facility
supports prep codes.
Select to schedule the cleanup time during the program time at the end of the program time. Unselect to schedule the cleanup time after the end of the program time. |
Dressing roomDisplayed only if the selected Facility supports dressing rooms.. |
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| - | Checkbox | Select the dressing rooms to include in this session. |
| Dressing Room | Text | Name of the dressing room. |
| Pair with room | Text | Name of the dressing room paired with this dressing room.
Selecting any dressing room which is paired with another dressing room automatically also selects the other dressing room. |
| Gender | Dropdown | Select the gender (Male, Female or Mixed) of the occupant of this dressing room. |
| Occupant | Dropdown | Select the occupant of this dressing room. |
| Home/Away | Dropdown | Select if the occupant of this dressing room is either a Home or Away participant/team. |