How to streamline instant mobile casual and recurring bookings for OSHC services

14 January, 2025

Managing bookings for Outside School Hours Care (OSHC) services can be a time-consuming task for administrators. With multiple scheduling needs and various service options, ensuring the process is as seamless as possible is crucial for providing a great experience to families. Xplor Education has introduced key features to streamline the booking process, specifically instant mobile casual bookings and recurring bookings. In this blog, we’ll explore the benefits of these features and also guide you through the setup process to ensure you get the most out of them for your OSHC services.

1. The benefits of instant mobile casual and recurring bookings

The introduction of instant mobile casual and recurring bookings provides several advantages for both families and administrators. Let’s break down the key benefits of each feature:

Instant mobile casual bookings

Casual bookings allow families to book places at OSHC services as needed—without the commitment of a regular schedule. The instant casual booking feature allows families to make these bookings in real time. Administrators can choose to set up booking rules so no approval is needed if space is available, or they can choose to approve them manually.

Key benefits:

• Flexibility for families—Families can make a booking whenever needed, based on available slots, without waiting for approval (if booking rules are in place).
• Real-time availability—Families can view available spots and book instantly, reducing the chances of missing out on last-minute care.
• Convenience for administrators—By allowing families to manage their casual bookings directly through the Home app, the administrative burden is significantly reduced.

Instant mobile recurring bookings

Recurring bookings are ideal for families who need regular care for their children, such as weekly or monthly sessions. The instant recurring booking feature allows families to set up a recurring schedule for their child, ensuring consistent care without having to make repeated individual bookings.

Key benefits:

• Long-term planning—Families can book several sessions in advance, thus eliminating the need to rebook each time.
• Improved resource management—By knowing which sessions are booked in advance, administrators can plan and manage resources more effectively.
• Reduced administrative work—Administrators save time by not needing to manually approve each recurring booking (if they opt to set up booking rules).

2. Setting up instant mobile casual and recurring bookings in Office

Enabling instant casual and recurring bookings in Xplor Education’s admin platform, Office, is straightforward. Follow these steps to activate these features for your OSHC service:

Step 1: Access app settings

To configure the booking settings, log in to the Office platform and go to Settings > Service Settings > App Settings > Home > Instant Mobile Bookings. Here, you will find the options to enable both instant casual and recurring bookings.

Step 2: Toggle on/off instant casual mobile bookings

1. Locate the Instant Casual Mobile Bookings feature.
2. Toggle the setting on to enable instant casual mobile bookings for families.
3. Click Save to apply this feature.

Step 3: Toggle instant mobile recurring bookings

1. In the same settings section, toggle on Instant Recurring Mobile Bookings.
2. Click Save to activate the feature.

Now, families will be able to book casual and recurring sessions directly via the Home app based on the settings you’ve enabled.

3. How families can use instant casual and recurring bookings

Once the features are enabled, families can easily make casual and recurring bookings through the Xplor Education Home app.

Making casual bookings

1. Log in to the Home app, navigate to the Bookings tab and select +New.
2. Then, select the child, session type and casual.
3. Browse the available sessions, ensuring there is no overlap with existing bookings.
4. Choose the desired dates and times for casual bookings.
5. Click Save and then select Review.
6. If available, enter a promo code.
7. Finally, confirm the booking.

Making recurring bookings

1. Log in to the Home app, navigate to the Bookings tab and select +New.
2. Then, select the child, session type and recurring and enter the date range.
3. Click Save and then select Review.
4. If available, enter a promo code.
5. Finally, confirm the booking.

If booking rules have been set up, both casual and recurring bookings are processed instantly, reducing the need for back-and-forth communication and providing families with more control over their child’s care schedule.

4. Customising booking rules for OSHC services

To ensure bookings work according to your OSHC service’s specific needs, you can set booking rules in Office. These rules control when families can book and cancel sessions based on various parameters such as age ranges, time frames, and session types.

Booking cut-off times

Set the minimum amount of time required for a booking before a session starts. For instance, you might set a 2-hour cut-off for casual bookings to ensure enough time for staff to prepare.

Age range restrictions

Define the age groups eligible for specific sessions (e.g., after-school care, vacation care). This ensures children are booked into appropriate rooms according to their age.

Cancellation periods

Set the notice period required for families to cancel bookings without incurring charges. For example, a 48-hour cancellation notice ensures administrators have enough time to manage available spaces.

Maximising efficiency with Xplor Education’s instant booking features

Xplor Education’s instant casual and recurring mobile booking features provide significant benefits for OSHC services. Furthermore, they make it easier for families to manage their bookings and for administrators to streamline the process. By setting up these features, you can reduce your administrative workload. Additionally, you increase booking flexibility and provide a better user experience for families.

The process of enabling these features is simple and once activated, families can easily book casual or recurring sessions while administrators have complete control over the parameters of those bookings. Customising booking rules ensures your service runs smoothly, while features like promo codes can help incentivise families to book additional sessions.

Ready to simplify your OSHC booking process? Set up instant casual and recurring mobile bookings in Xplor Education’s Office today and give families the convenience they need while improving the efficiency of your OSHC service. Get in touch today to start harnessing the power of Xplor Education’s booking manager with your OSCH service.

---

Dean Comeau

Marketing Team Lead

With a 20+ year career in education, Dean has been writing about Xplor Education’s childcare management software suite for over two and a half years.