Creating the session types is one of the most important processes of the initial setup. The Session Types page lists the details of all sessions that have been created, including the name, a brief description, a start time and finish time and a status for each session. This list also highlights whether the nursery allows booking between the start and finish time of the session and what the funding priority of the session is.


The user can view, edit or change the status of existing sessions by clicking on the eye, pen or tick button respectively on the right-hand side of the list. The user can also search for sessions by entering full or partial details into the blank fields at the top of the list. The list can also be filtered to show only active or inactive sessions using the drop-down menu at the top of the list.

To add a new session, click on the '+' icon in the top right-hand corner of the screen. This will open a 'Session Type - Create' form, in which the user can enter details of the new session. 

  1. The name of the session can be entered in this field.
  2. A brief description of the session can be entered in this field.
  3. The start time of the session can be entered here. This must be within the operational hours of the nursery.
  4. The finish time of the session can be entered here. This must be within the operational hours of the nursery.
  5. This tick box allows the user to indicate whether a child can be booked in between the start and finish time of this session. For example, if a nursery allows children to be booked in via a drop-in service, the session 'Drop In' could be created with a start time and finish time being the same as the operational start time and finish time. The children could then be booked in anytime between these two times.
  6. This tick box allows the user to indicate whether the maximum funded hours per day can be overridden.
  7. This tick box allows the user to indicate whether this session is excluded from discounts. For example, a nursery could provide a full day session with a 10% discount for certain children. However, they may also provide an early morning session which would not include this discount.
  8. A colour for the session can be set using this drop-down menu. This will be used to identify the session type on child schedules and occupancy charts.
  9. This drop-down menu allows the user to set the priority for funding allocation for this session type. When allocating funding, the system will deduct funding from a session with priority = 1 first.
  10. This drop-down menu allows the user to indicate whether this session type is shown on the enquiry form and/or the registration form.
  11. If the user would like to apply a flat rate for this session, the session rate can be entered in this field.
  12. The rate type, either 'as per session' or 'as per hour', can be selected using this drop-down menu.
  13. This tick box allows the user to indicate whether multiple rates are applied to this session type. If ticked, this will remove the 'Rate' and 'Rate Type' fields from the form and add a 'Multiple Rates Type' drop-down menu. This drop-down menu has the following options: 'as per hours/week', 'as per weekdays' and 'as per days/week'. Each option opens a different data grid for entering the multiple rates, as explained below.


Flat Rate Sessions


Flat rate applies when a single amount can be specified against a rate type, either per session or per hour. When the user first opens the 'Session Type - Create' form, the form is automatically set up for a flat rate session. The user should leave the 'Multiple Rates' tick box unticked. To create the flat rate, the user can enter the rate into the 'Rate' field and select from the 'Rate Type' drop-down menu whether the rate is applied as per session or as per hour.


Multiple Rates as per Hours/Week


This option should be used if the user charges the parent depending on the number of hours per week their child attends, and the hourly rate varies depending on the number of hours and/or the age of the child. This is the only session type where minimum booking fees and incremental rates can be applied.


To create the session type, the user can click the 'Multiple Rates' tick box and select 'Multiple Rates as per Hours/Week' from the drop-down menu. This will open the following data grid:

  1. The user can select the rate type using these fields, as explained previously.
  2. If the incremental rate box is ticked, the pricing rates will change according to the number of hours the child attends. Using the screenshot above, if incremental rates are applied to an 18-month-old child attending 35 hours per week, the child would be charged as follows:          
    5 hours @ £5.80 per hour = £29.00
    5 hours @ £5.60 per hour = £28.00
    5 hours @ £5.40 per hour = £27.00
    5 hours @ £5.20 per hour = £26.00
    5 hours @ £5.00 per hour = £25.00
    5 hours @ £4.80 per hour = £24.00
    5 hours @ £4.60 per hour = £23.00
    Therefore 35 hours a week gives a final total of £182.00 per week.
    If incremental rates are not ticked the child would be charged for 35 hours @ £4.60 = £161.00 per week.
  3. If minimum booking fees are applied at branch level (see the System Settings -> Branch/Nursery Settings documentation on the Support Portal for further information) AND a session type with minimum booking fees is set as the preferred session type on the child's profile, then minimum booking fees will be applied if the child attends for fewer than the minimum number of hours set. Using the screenshot above, if a child attends the nursery for 0 to 4 hours per week, they would be charged for 5 hours, which is the value set as the minimum number of hours. For example, an 18-month-old child attending for 3 hours per week would be charged for 5 hours @ £5.80 per hour = £29.00 per week, as this is the minimum booking fee. Please note that minimum booking fees DO NOT apply to funded only children (marked on the child's profile page - please refer to the Children -> Adding a Child documentation on the Support Portal for further information).
  4. The columns of this data grid are used to define age groups and are used by entering the upper age limit of an age group in the top field of each column. This would be used if the nursery charges different rates for different age groups - for example, 3-5-year olds are cheaper than 2-3-year olds, who are cheaper than 0-2-year olds, as shown above. If the nursery charges the same rate for all age groups, the user can enter an upper age limit for a child at the nursery (e.g. 5 years old) into the first column.
  5. The rows of this data grid are used to define the minimum booking times. This should start with the minimum booking time a child could have for this session type per week, and then increase in increments as the prices change. For example, using the screenshot above, if a child attends the nursery for 5 hours per week, they will be charged using the values in the first row. If a child attends for 12 hours per week, they will be charged using the values in the third row.
  6. The rest of the cells in the grid are used to enter the rates based on hours per week and the age group of the child. To calculate the amount charged to a parent, the system will multiply the number of hours the child attends this session type per week by the relevant prices from this grid. For example, using the screenshot above, if an 18-month-old child attends this session type at the nursery for 25 hours per week, they will be charged 25 x £5.00 for a total of £125 per week.


Multiple Rates as per Weekdays


This option should be used if the nursery charges a different price depending on the days of the week a child attends that session type. To create the session type, the user can click the 'Multiple Rates' tick box and select 'Multiple Rates as per Weekdays' from the drop-down menu. This will open the following data grid:

  1. The user can select the rate type using these fields, as explained previously.
  2. The columns of this data grid are used to define age groups and are used by entering the upper age limit of the age group in the top field of the column. This would be used if the nursery charges different rates for different age groups - for example, 3-5-year olds are cheaper than 2-3-year olds, who are cheaper than 0-2-year olds, as shown in the screenshot above. If the nursery charges the same rate for all age groups, the user can enter an upper age limit for a child at the nursery (e.g. 5 years old) into the first column.
  3. The rows in the data grid are used to define the days of the week.
  4. The rest of the cells in the grid are used to define the prices depending on the day of the week and the age of the child. For example, using the screenshot above, if an 18-month-old child attends the nursery on Monday, Wednesday and Friday, the parent will be charged £55 + £54 + £52 = £161 per week.


Multiple rates as per Days/Week


This option should be used if the user charges a different amount depending on how many days per week the child attends this session. For example, a nursery may offer a discount for children who attend a full day session five times per week. To create this session type, the user can click the 'Multiple Rates' tick box and select 'Multiple Rates as per Days/Week' from the drop-down menu. This will open the following data grid:

  1. The user can select the rate type using these fields, as explained previously.
  2. The columns of this data grid are used to define age groups and are used by entering the upper age limit for the age group in the field at the top of the column. This would be used if the nursery charges different rates for different age groups - for example, 3-5-year olds are cheaper than 2-3-year olds, who are cheaper than 0-2-year olds, as shown in the screenshot above. If the nursery charge the same rate for all age groups, the user can enter an upper age limit for a child at the nursery (e.g. 5 years old) into the first column.
  3. The rows of this data grid are defined using the number of days per week, i.e. 1 - 7.
  4. The rest of the cells in this grid are used to define the prices for each age group depending on the number of days per week the child attends the nursery. For example, using the screenshot above, an 18-month-old child attending for five days per week will be charged 5 x £55 = £275 per week. Or, if an 18-month-old child attends this session type for four days a week they will be charged 4 x £60 = £240 per week.
  5. This row allows the user to set monthly rates for children who attend full day sessions every day of the month. This can also be variable depending on the age of the child. For example, an 18-month-old child attending full days for the full month will be charged £1080 for the month.


Modify Rates


The user can update session rates at any time to reflect fee changes at the nursery. From the Session Types page, the user can click the pen icon next to the session type they wish to change. This will open the session type details and data grid as seen when the session was created. The user can scroll down to the bottom of the page and click the 'Modify Rates' button. This will allow the user to edit the session costs within the data grid. The user can also select a date in the future when these prices will be effective from. The system will then automatically change the session rates on that date. 

Modified rates should always be used to preserve the integrity of historical data, in the event that an invoice from a previous month (which may have been charged at a lower rate) needs to be regenerated. No changes to the session type details (time, type of rate etc.) can be made once a modified rate is added to the session type.