How To Set Up A Booking Configuration

The booking configuration module will allow you to add in charges for a late pick-up or early drop off, and configure the settings for permanent and casual bookings. You will be able to configure the settings so that it is relevant to your service.

Find out how to set up a booking configuration in this help document.

Step 1: Click the settings icon from the left-hand menu bar.

Step 2: Click on the booking configuration icon.

With enterprise access, you have the option to configure bookings at an organisation level, provider level or centre Level. To select your preference, select the edit option.
Please note that if your booking configuration is set at the centre level, you will also be able to configure the settings for room level as well. However, if your rules are the same for all the centres, then you should configure it at the organisation level or provider level. If the settings are different for each centre, then you should consider setting this up at the centre level.

Select your preference and click save.

Below are examples of the areas that can be configured to your services' requirements:

General tab
In the general tab, you can tick the relevant boxes of the sections you would like to enable.

Option 1: Allow booking by suspended accounts.
Selecting this option allows families to make a booking even if their account has been suspended due to an outstanding amount (you can set automatic suspension of accounts. Please go to settings. Then click on the payment & billing settings icon and go to general settings).


Option 2: Early drop-off charge.
To add an early drop-off charge, tick the box highlighted in the image below. Once this is ticked, add in the fee and the number of minutes.
If you would like to add in a grace period, please enter it in the section shown below.


Option 3: Late pick-up fee.
To add in a late fee, tick the box highlighted in the image below. Once this is ticked, add in the fee and the number of minutes.
If you would like to add in a grace period, please enter it in the section shown below.


Option 4: Booking terms and conditions.
If you choose to add booking terms and conditions, these will be displayed to guardians for acceptance when applying for a booking. This will allow your service to add your terms and conditions for families to see upon making casual or permanent bookings.


Permanent Booking Configuration

In this section, you will be able to set late cancellation charges and permission levels for the guardians to make permanent bookings.

The permanent booking section allows the service to:
Activate specific room level settings for permanent bookings (if the configuration is managed at the centre level).

If only providing casual bookings, leave the permanent bookings section unpopulated.

Enable families to have the option of cancelling permanent bookings via the Storypark Manage smile app.

Option 1: Permanent bookings settings.

In the first section, select any relevant options. You can allow guardians to:
Make permanent bookings.

View permanent spots from the guardian application.

Send notifications to guardians when a permanent spot becomes available.



Option 2: Approve bookings automatically.
If you select this option, the system will automatically approve any bookings guardians make via the guardian application when vacancies are available.
Once a guardian makes a permanent booking for their child, the confirmed booking will load directly onto Storypark Manage's booking database and populate on the room selected. The booking will then be linked to the default fee associated with the session booked. If there is no approval process for the booking, the system assumes that the child is allowed to attend based on a completed enrolment form and is of the appropriate age.


Option 3: Enabling cancellation of permanent bookings.
This option allows families to log into the Storypark Manage smile app and 'cancel' a permanent day. The cancelled permanent day will remove the child from the room for the selected day and any charges if already applied. It will not change the permanent booking pattern.
If the service would like to allow families to cancel a permanent day, this can be enabled within the permanent bookings setup screen.
Add in the number of days into the 'no cancellations within ## day(s) before the session' section. A guardian will be unable to cancel any permanent booking within the no cancellation period; they will only be able to do so outside of the no cancellation period.
If you would like to add a late cancellation charge, tick the box highlighted below. You also have the option to add a late cancellation charge if the booking is cancelled after a certain cut-off period.


Select save to make the changes.

Casual Booking Settings

The casual bookings service offered by Storypark Manage gives guardians the ability to book their children in for casual days at your service online.

The primary benefits of this are:
Guardians have full control and access to their child's casual bookings. This is particularly helpful for OSHC services but is also a valuable tool for CBC services to sell additional casual days.

You can increase occupancy by selling additional days to permanently booked children where the parent can also select casual days.

Guardians booking information automatically loads onto Storypark Manage including their enrolment form and booking requests for permanent days.

When booking, guardians can be provided with information about the service or session through information screens controlled by the service.

The process of setting up the facility is easy and please read this guide to understand the system and process.

Option 1: Casual bookings settings.
In the first section, select any relevant options. You can allow parents to:
Make casual bookings.

View casual spots from the guardian application.

Send notifications to families when a casual spot becomes available.



Option 2: Configure the options as required.

Approve casual bookings automatically: If you select this option, the system will automatically approve any bookings guardians make via the guardian application when vacancies are available. Once a guardian makes a casual booking for their child, the confirmed booking will directly load onto the Storypark Manage booking database and populate on the room selected. The casual booking will be linked to the default casual fee associated with the session booked. If there is no approval process for the booking, the system assumes that the child is allowed to attend based on a completed enrolment form and is of the appropriate age.

Only children with permanent bookings will apply for casual days: This is an admin choice for the service. If it is not selected, new customers will be able to book their children in for casual days once enrolled at your service. If this option is ticked, only children who have an existing permanent booking for that particular centre will be able to book casual days.

Make bookings XX days in advance: This option allows the service to specify the number of days in advance (before the session start date) that the casual booking can be added. You can also choose whether to add a late booking fee if the casual booking is made after the cut-off period.

Cancel bookings ## day(s) before the session day without incurring a late cancellation fee: This option allows families to cancel casual days (not permanently booked days) a certain number of days in advance without incurring a late fee. You can also choose whether to add a late cancellation fee if the casual booking is cancelled after the cut-off period. Example: a casual day was added for Friday. The service has set the cancellation days as up to 2 days prior to the booking . The guardian can only remove the friday session up to tuesday. If they cancel the booking is cancelled on wednesday and thursday, the family will be charged a late cancellation fee.

Where a booking is allowed to be cancelled, the casual booking will be removed from the rooms in Storypark Manage, and you will be allowed to fill this position with another child. If the room is charged in advance, the charges will be reversed automatically.

Where a guardian is unable to cancel a session if the time frame specified in the cancellation period has begun, the child can be marked as absent and the family will be charged as normal.


For more information, please browse through our support documents or alternatively contact our support team.
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