How to Set Up and Manage Drop-In Care

The Drop-In Care feature allows families to book a scheduled care session for their child(ren) based on class capacity. Schools or centers determine which classes offer drop-in care and when. Drop-in care capacity and rules can be modified as needed.

TABLE OF CONTENTS

Configure the Class Capacity

Configure Class Drop-in Rates

 Configure Drop-in Care Rules

How to Add Family Exclusions

Configure the Class Capacity

When creating or managing an existing class, the class’s permanent capacity is configured. This capacity directly impacts parents’ ability to schedule a drop-in session.  

Drop-in scheduling is only available when the class has open spots. If a class has reached capacity on the day a parent wants to book a drop-in session, the system will not allow the option. 

Configure the Permanent Class Capacity

1. Select the Enrollment tab on the navigation bar
2. Select the Classes tab
3. Select the Class 
4. Enter the capacity under the "override" text box
5. Click Save

Class capacity can be manually adjusted for specific dates, allowing flexibility to accommodate staffing needs and program operations. 

Edit the Daily Class Capacity

1. Select the Attendance tab on the navigation bar
2. Select Attendance/Bookings
3. Select the Center/School
4. Select the proper date range you wish to edit
5. Select the Manage Capacities button
6. Set the capacity for each class for each day
7. Select the Save button

Configure Class Drop-in Rates

A session-based (casual) fee must be assigned to a class to enable drop-in sessions. Flat-rate fees are not supported for drop-in care. The configured fee is charged to the family per drop-in session. *See How to Create and Manage Fees for additional information.

Review the Class Default Fees

1. Select the Enrollment tab on the navigation bar
2. Select Classes 
3. Select the Class that will be set up for Drop-in Care
4. Review the Default Fees section and set or add a Casual Fee*

Configure Drop-in Care Rules

1. Select the Attendance tab on the navigation bar
2. Select the Settings category 
3. Select the checkbox next to the center name that will be hosting drop-in Care
4. Select the +Add Drop-in Rules button
5. Enter the drop-in rules and select the Apply button

Drop-in Rules Pop-Up Window

1. Apply to:
    
   1. Select the Class Care Types via the drop-down menu 
   2. Select the Class(es) that will respect the following Drop-in care rules
2. Drop-in Ability:
   1. Set it to Active once you would like parents to start using Drop-in Care
3. Booking Window: 
   1. Set the earliest time a parent can schedule a drop-in care session - (e.g., "Bookings must be made at least 2 days in advance.")
   2. Set the latest time a parent can schedule a drop-in care session - (e.g., "Bookings can be made as far as 2 months in advance.")*
4. Cancellations:
   1. Set how soon parents must cancel schedule drop-in care sessions to avoid being charged - (e.g., "Drop-in Cancellations made within 24 hours or less from the class time will be marked absent; outside of this time frame, the booking is removed with no charge.")
5. Select the Apply button**

*Please note: Bookings can only be made up to six months in advance.

**Once the settings are complete, a family may book a drop-in session for their child(ren) through KT Connect. The day(s) children are scheduled for drop-in care, their information will display on the Attendance Screen and Point of Care app for centers to track check-in, check-out times, and activity notes. Also, the child's account will display the session charge, and the family will be automatically billed for the session.

A school or center can block or exclude a family's account from scheduling drop-in sessions. However, administrators can manually add a session for a student if needed. 

How to Add Family Exclusions

1. Select the Attendance tab on the navigation bar
2. Select the Settings category 
3. Select Families
4. Select the +Add Family Exclusion button
5. Select the proper Center/School
6.  Select to see Active, Inactive, or both types of Accounts
7. Choose the family Account(s) you wish to exclude from drop-in care
8. Write in an optional Reason/Explanation
9. Click the Save button*

*If you need to remove this exclusion, click the three-dot action button located next to the family's Exclusion Date and click Delete.

Please contact helpdesk@kangarootime.com with any questions.