How to Use the Manage Closures Feature

The Manage Closure feature allows a business to close an individual class or a center/school. The closure feature updates an attendance record and may affect billing charges. Centers have two options for handling scheduled students on a closure date. 

1. Mark all scheduled children absent for the closed class date(s). 
2. Clear (remove) a class's attendance bookings for a specific date(s).

Bookings that are cleared may automatically reverse billing charges to a family's account depending on an assigned tuition fee type (see Billing Information). 

Additionally, closing a Center's class(es) will remove a parent's ability to use the Drop-in Childcare feature on the closure day(s) selected.   

Table of Contents

Adding a Closure date(s) to a Class and or Center

Opening a Closed Class

Closure Feature

How View Closures

How to Add a Closure

How to Open a Closed Class (Closure)

How to Open Multiple Closed Classes (Closure)

Billing Implications

Adding a Closure date(s) to a Class and or Center

1. Select Attendance 
2. Select Attendance/Bookings 
3. Select the Manage Closures button located above the Overview Attendance table 
4. Select the Center associated with the classes that will close 
5. Select the Classes to close drop-down menu
   • Select the All Classes button to close all center classes
   • Select a class(es) button(s) for individual class closures
6. Select the Time Range drop-down menu
   • Select Single to close a center for one day 
   • Select Multiple to close a center for more than one day
7. Enter a Close Start Date 
8. Enter a Close End Date for multiple days (if applicable)
9. Select either Mark Students Absent or the Clear Bookings button
   • Mark Students Absent - The attendance record will display children as Absent 
   • Clear Bookings - Children will be removed from the daily attendance record(s), and billing charges for the day(s) are automatically reversed
10. Select the Save button 
11. Type the word "confirm" in the text-prompted box
12. Select the Confirm button to save

Opening a Closed Class

A closed class can be reopened if required. Once a class is reopened, the system restores attendance and charges based on each student's enrollment contract-billed fee. 

• Session-based fee type: Students will automatically be charged for the reopened session. 
• Flat Rate or per week fee type: Students will be invoiced for their regular schedule billing cycle.  

Attendance records are also restored: 

• Students who were marked absent: Their absence status will be cleared
• Students whose bookings were cleared: Their enrollment roster entries will be reinstated, including any previously booked drop-in sessions.  

How to Open a Class

1. Select Attendance 
2. Select Attendance/Bookings 
3. Locate the class date/date within the Overview Attendance table 
4. Select the Open Class button 
5. Select the Confirm

Closure Feature

The Closures Feature within the Navigation Menu allows users to filter, enter, view, and edit closures for all schools or centers within a business in Kangarootime. 

How View Closures

1. Select Attendance
2. Select Closures
3. Within the List Options, users can view and filter by Start Date, End Date, Centers, and Classes 

How to Add a Closure

1. Select Attendance
2. Select Closures
3. Select +Add Closure
4. Select Single Day button or the Date Range button
5. Enter Closed Date 
6. Enter the Closed Until date if applicable 
7. Select Closure Resolution action 
8. Select Next 
9. Select +Add Classes
10. Select Classes
    1. Within the List Options, users can filter by Centers
11. Select Add Classes button   
12. Review Selection and Select Save 
13. Select Confirm

How to Open a Closed Class (Closure)

1. Select Attendance
2. Select Closures
3. Select List Options to filter 
4. Select the Open Class button next to the individual class
5. Select Open Class button

How to Open Multiple Closed Classes (Closure)

1. Select Attendance
2. Select Closures
3. Select List Options to filter 
4. Select the checkbox of the classes you wish to open  
5. Select the Open button
6. Select Open #_ Classes button to confirm

Billing Implications

Marking Students as Absent: Selecting the Mark Students Absent button when entering closure date(s) will display students as absent on the attendance screen for the selected date(s). 

• Families will be charged for the closure date(s) when the Mark Students Absent button is utilized.
• Clear Bookings: Selecting the Clear Bookings button when entering closure date(s) removes students from the attendance screen on the selected closure date(s). 
  • Depending on the center fee type and billing cycle settings, clearing class bookings will prompt an automatic reversal of billing charges to a family's account
• Session Rate Fee Type: Clearing/closing class dates in a current, advanced, or arrears billing cycle entered before an itemized bill is sent will remove the session(s) from the attendance screen. 
  • Families will not be billed for closure dates. 
  • Date(s) entered after itemized bills are sent will remove the child(ren) from the attendance screen, and charges will automatically be reversed. The reversal credits will be reflected in the next itemized bill
• Flat Rate, Per Week, Fee Type: Clearing/Closing a class for one day will not change a student's billed fee amount. 
  • Closing multiple dates within an account's full billing cycle (Sunday through Saturday) will not charge a family for the week of the closure dates. 
  • Class attendance must be cleared before itemized bills are generated. 
  • Centers whose closure dates do not follow an account's billing cycle and the attendance screen is not cleared before itemized bills have been generated, may choose to issue a transaction credit, or apply a Discount to a Family’s account

Please contact helpdesk@kangarootime.com with any questions.