How to Set Up and Manage Drop-In Care

The Drop-In care feature provides families the opportunity to schedule their child(ren) for a care session based on the corresponding class capacity. The business may determine when and which class(es) are available for drop-in care and may modify the class capacity and drop-in rules at any time.

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 a new or managing an existing class, one is able to set the permanent capacity - this directly impacts if a parent can schedule a drop-in session. For example, if the class is at or over capacity on the day a parent would like to schedule a drop-in for their child, they will not have 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 in the capacity under the "override" text box
5. Click Save

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 per each day
7. Select the Save button

Configure Class Drop-in Rates

A casual fee must be associated with a class in order for a family to create a drop-in session. Please only select a session-based fee as flat rate fees will not configure well with the drop-in care session.

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*

*See How to Create and Manage Fees for additional information

Configure Drop-in Care Rules

A center may apply drop-in care rules to all of their classes, or they may customize drop-in care rules down to individual class. These rules will set the parameters on when a parent can book or cancel a drop-in care session.

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

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.

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.

Please contact helpdesk@kangarootime.com with any questions.