What is the booking feature for parents?
The booking feature in the TeachKloud for Parents App, allows parents to conveniently schedule extra sessions for their children. This feature can be accessed within the attendance section of the app. Parents can view available sessions, select suitable times and book with ease. This streamlined process, ensures that booking sessions are quick and hassle-free.
To see a visual guide of how this feature works for parents, scroll to the bottom of this page.
How does TeachKloud know when we have availability for bookings?
Booking availability is based on several key factors:
Opening/Closing Times: This ensures parents cannot book outside of your operational hours.
Ratios and Capacity: TeachKloud takes into account the necessary staff-to-child ratios and overall capacity limits of the childcare service, to prevent overbooking.
Children's Attendance Schedule: TeachKloud can see when children are scheduled to attend. Parents can then be shown the time intervals that are available (considering staffing, ratio's and capacity). Please note: if the admin has scheduled a child to be on holiday or a closure, parents will not be able to book that date(s). The holiday / closure date must be removed from the child's schedule, before parents can book that specific date(s).
Staff Roster Schedule: This helps TeachKloud understand the number of schedules staff / ratios. If a staff is absent/sick, ensure you update the "roster management" section to reflect this.
The above is compiled in the occupancy report. It is crucial to ensure that your setup is completed accurately, so that the information TeachKloud uses to display available sessions to parents, is correct and up-to-date.
How do I set it up?
Booking availability is based on your opening/closing times, capacity/ratio's, child/staff schedules, to ensure ratio's and capacity rules are followed.
Add / check your opening and closing times here
Add your room capacity and ratio's. Click here > three grey dots next to the relevant room(s) > edit room.
Add / check your attendance schedules
Add / check your staff rosters (Rosters > roster management). Help article on adding rosters here.
When ready to go live, enable the booking system here.
Please ensure you have crosschecked each step above, to prevent incorrect bookings. Keep your schedules, ratio's and capacity up to date, to ensure smooth bookings.
How will I know when parents book a new session?
TeachKloud sends an email to the registered TeachKloud administrator, when a new booking is made. The session(s) will automatically be added to your attendance schedule. To cancel the booking, select attendance > schedule > relevant child and delete that specific session(s) (e.g. 9 am - 10am on the 4th of November 2024 etc.). We strongly recommend contacting the parent directly with any changes.
Feedback / questions
This is a new feature and we welcome your feedback. Email hello@teachkloud.com with any feedback/questions or use the green live chat button at the bottom of your screen.
What do parents see?
See below for a step by step guide on what parents see.
AND / OR
CLICK HERE to view a parent help article, that you can send to parents when introducing them to this feature.
Select the attendance button
Select make a booking (top left hand corner)
Select the relevant date / session(s) / edit using the three grey dots and leave an optional comment.
Select Book Now to save.
A pop will show informing the parent that it has been sent to the childcare service, who will be in contact with them directly, if there are any changes.
