🕒 Setting Up Sessions & Assigning Them to Children

Create session types (Breakfast Club, Sessional, Afterschool, etc.) and assign them to children — including start/end dates, home rooms, secondary rooms, and repeating weekly patterns.

1. Open the Sessions Screen

• Go to Schedule → Sessions from the menu on the left.

• The left side shows all session types.

• The right side lists all children with an Assign New button to the right of each name.

2. Create a New Session Type

• Click New Session at the top right.

• In the pop-up, choose an existing session type or type a new one.

• Add the start and end time for the session.

• Tap Save Session.

• Your new session appears in the session list.

. Assign a Session to a Child

• On the right, find the child you want to update.

• Click Assign New.

4. Enter Session Details

In the pop-up:

• Add the start date and end date for the booking.

• Select the Home Room (where the child’s session is primarily based).

• Add Secondary Rooms if the child may be moved during the day.

  • Secondary rooms do not create additional charges — they simply allow smooth room transitions.

5. Choose the Repeating Pattern

• Select how often the schedule repeats:

  • Weekly

  • Every 2, 3, or 4 weeks

This is especially useful for alternating schedules.

6. Add Daily Sessions

• Each weekday will appear with a session dropdown.

• Select the appropriate session for each day.

• Tick the Select All checkbox then click Save Booking when finished.

7. Session Assigned

The child’s session schedule is now active and will be reflected in all attendance and ratio workflows.

Important: Editing Assigned Sessions
Once a session booking has been assigned to a child, some details become locked.
You cannot edit:
• Start date
• Home room
• Assigned days
You can edit:
• End date
• Secondary rooms

If you notice a mistake straight away and no attendance has been logged yet, you can delete the booking by clicking the red trash icon next to it.
If attendance has already been logged, the booking cannot be deleted. Instead:
• Click the edit (book and pen) icon
• Change the end date to the last day the child attended
• Click Update Booking
• Then select Assign New
• Add the corrected booking details
• Set the new start date as the next day the child will attend

This keeps attendance records accurate and ensures ratios, funding, and billing remain correct. You won’t be able to edit anything outside of end-dates and secondary rooms once the sessions are assigned - if you catch the mistake immediately you can delete it by clicking on the red trash icon next to it, or if the child already has attendances logged you can end-date the current booking to the last day the child has an attendance logged, and assign the new booking with the start date being the next date the child will attend.

Best Practices

• Set up all session types first for faster assigning.

• Always include Secondary Rooms for children who may move — it prevents “room mismatch” issues later.

• When a child attends multiple sessions (e.g., preschool + afterschool), create separate sessions for accurate ratios.

Related Articles