Frequently Asked Questions

Yes, parents can easily book their ad hoc childcare sessions from their dashboard in two simple steps. Contracts bookings can be enabled in the system options. The Course feature allows admin to link sessions together.

Yes, there are two main types of bookings, Ad hoc or Contract. Contract enables the parent to book recurring sessions, depending on the length of term administration have specified.

Yes, there is an option within the Session setup that allows administrators to set a cut-off day / time. Here you can allow for last-minute bookings.

Yes, you can set the capacity limits in the session setup, if sessions at the same club and location overlap you can link capacity limits together. For example, Breakfast Club Session 1 from 07:30 – 08:40 and Breakfast Club Session 2 from 08:00 – 08:40 can share the same capacity as would expect.

Yes, options are available to cover additions to your session. The system can even generate a meal report, this is useful when meals need to be prepared.

Yes, one of the best featured of our Childcare online Booking software is the reporting side. You’ll be able to see exact numbers each day on your dashboard. With links to daily registers and sign-in sheets.

If you use the Electronic Sign-in / Out, we can store all your data. This enables you to produce an historical report on all child attendance include notes, signatures, time in / out.

Yes, from your session setup you can manage early booking discounts, early bird discounts, sibling and staff discounts. Promotional codes can also be setup from the Setups menu. Note: promotional codes need to be enabled in the system settings.

Take a closer look at this article: Ways to promote your Childcare sessions

Our childcare booking software works differently to other providers. You need to have an account with either Stripe, PayPal, PaymentSense, WorldPay or Opayo. Once you have your account with one of our support payment providers we then link it to your childcare account.

Yes, you can setup payment types such as BACS. These types of payments need to be reconciled manual. When money is paid into your bank account you need to record that payment on your Childcare online Booking system. There are various ways to track and chase outstanding payments.

Yes, you can take payments via Tax Free Childcare or Childcare Vouchers. They are handled differently within the childcare software, if you like to know more click here.

Difference between Childcare Vouchers and Tax Free Childcare

Childcare Vouchers (Closed to New Applicants)

Childcare Vouchers were a government-backed scheme offered through employers, allowing employees to exchange a portion of their pre-tax salary for childcare vouchers. This reduced the amount of income tax and National Insurance contributions paid, making childcare more affordable. However, this scheme closed to new applicants in October 2018. Only parents who were already enrolled before the closure and remained with the same employer can still use it.

Under this scheme, parents could save up to £933 per year (for a basic rate taxpayer), but the amount depended on their earnings and tax bracket. The vouchers could be used for various childcare services, including nurseries, childminders, after-school clubs, and holiday schemes, as long as the provider was registered.

Tax-Free Childcare (Current Scheme)

Tax-Free Childcare is the replacement for Childcare Vouchers and is available to new applicants. Under this scheme, for every £8 a parent pays into their childcare account, the government adds £2, up to a maximum of £2,000 per child per year (or £4,000 for a child with disabilities). This means that parents can receive up to a 20% government subsidy on their childcare costs.

Unlike Childcare Vouchers, Tax-Free Childcare is not linked to employers, meaning self-employed individuals and those changing jobs can still benefit. However, to be eligible, both parents (or a single parent in a single-parent household) must be working and earning at least the equivalent of 16 hours per week at the National Minimum or Living Wage, but less than £100,000 per year per parent.

Key Differences

1. Availability: Childcare Vouchers are closed to new applicants, while Tax-Free Childcare is open to all eligible working parents.
2. Eligibility: Childcare Vouchers required employer participation, whereas Tax-Free Childcare is open to all working parents, including the self-employed.
3. Tax Savings: Childcare Vouchers provided tax and National Insurance savings, whereas Tax-Free Childcare offers a direct 20% top-up from the government.
4. Maximum Benefit: Childcare Vouchers had savings based on tax bands, while Tax-Free Childcare allows a maximum of £2,000 per child per year (£4,000 for disabled children).
5. Usage: Both can be used for registered childcare providers, including nurseries, childminders, and after-school clubs.

Which is Better?

• If a parent was already in the Childcare Vouchers scheme before it closed and their employer still offers it, they may find it more beneficial, particularly if they are a higher taxpayer.
• Tax-Free Childcare is better for self-employed parents or those who do not have access to employer-backed schemes.
• Parents with multiple children may benefit more from Tax-Free Childcare since the savings apply per child rather than per parent.

For parents making a decision, it’s worth using the government’s childcare calculator to check which scheme is more beneficial for their circumstances: www.childcarechoices.gov.uk.

Yes, these are totally separate from our charges. You would need an account with either Stripe, PayPal, PaymentSense, WorldPay or Opayo, these providers charge you separately, and their costs vary. We charge you a small transaction           fee on any bookings taken.

Yes, each booking will receive a PDF invoice attached and email confirmation. For contract bookings, fees and invoices are released on the 1^st of the month.

Parents can only cancel childcare bookings if you allow this in the session setup, where you can specify a cancellation cutoff day and time.

Yes, there is a sophisticated mail merge program included.

Not at the moment, we hope to have this featured developed in 2025

Yes, registers are created in real time. They allow the tracking of medical, allergy information, along with any other information you wish to include on a daily basis.

Yes, using any device staff can use Childcare online Booking to quickly sign in / out children, add children to the register and even apply late fees. Can read more about our Childcare electronic registers here

Yes, the childcare software has user groups. The Location Manager user group for example will only show the children / parents and registers relevant to that location. Location Managers don’t get to see financial information. This is useful for larger clubs that have multiple locations.

Custom user groups can also be created whereby you specify which functions (menu options) can be seen.

Monitoring medical and allergy information in childcare is essential for ensuring the safety and well-being of children. Having up-to-date knowledge of a child’s medical conditions, such as asthma, epilepsy, or diabetes, enables caregivers to respond quickly and appropriately in case of an emergency. Immediate access to this information ensures that the right procedures and first aid measures can be followed, potentially preventing serious health complications.

Allergic reactions can be life-threatening, making it crucial for childcare providers to be aware of any allergies a child may have, whether to food, insect stings, medications, or environmental triggers. By carefully monitoring and managing exposure to allergens, caregivers can significantly reduce the risk of allergic reactions. This also allows them to take preventive measures, such as ensuring allergen-free meals and maintaining a safe play environment.

For children who require daily medication, such as inhalers, EpiPens, or insulin, it is vital that caregivers have proper training and authorization to administer these safely. Keeping accurate records of medication schedules and dosages helps avoid errors and ensures children receive the necessary medical care while in childcare.

Additionally, adhering to health and safety regulations is a legal requirement for childcare providers. Keeping comprehensive records of children’s medical and allergy information helps ensure compliance with legal and regulatory guidelines. It also minimizes liability risks by demonstrating that all necessary precautions have been taken to safeguard children’s health.

Beyond safety concerns, monitoring medical and allergy information helps create a more inclusive environment where all children can participate comfortably in daily activities. Understanding a child’s medical needs allows caregivers to adapt activities accordingly, ensuring that no child is excluded due to their health condition.

Effective communication with parents and guardians is another key aspect of childcare. If a parents makes a change to their childs medical or allergy information the daily register is updated too, ensuring the information is at hand every session. Flags can also be sent to highlight any important changes, for more information on our registers click here.

Ultimately, ensuring that medical and allergy information is consistently monitored reduces stress and anxiety for both the child and their family. Parents can feel confident leaving their child in the care of professionals who are well-informed and prepared for any medical situation. For children, knowing that caregivers understand their health needs helps create a secure and supportive environment where they can thrive.

Yes, the responsive design of the childcare software means that it works on any device. Most childcare bookings are made by parents using a mobile device.

It’s very easy and we’re here to help and train you. The logo, font and colours can also be changed to match your brand / website.

The parents have their own dashboard where they can manage their profile, make new bookings, very their statement, reproduce any invoices and cancel bookings.

Yes, you can export the data into CSV / Excel and other accounting packages.

No, due to layered security we do link to external sources.

Data is fully GDPR-compliant and stored securely.

Yes, there are over 20 reporting tools covering all aspects in the childcare software. Additional reporting tools, such as AM / PM attendance reporting can be enabled in the system settings.

We are very proud of our support. Email responses currently take less than 10 mins, the majority of issues made via phone calls are resolved. We created the childcare software so we’re not reliant on third party developers to fix issues.

Yes, we have a comprehensive collection of videos and documentation. Training is included in your subscription.

The average time is 10mins. We’re very proud of our support!

Our Childcare software is subscription based. There is no contract, and you can cancel at any time. Your subscription includes, setup, on-going training, support and updates.

We charge 2.5% of any bookings made each month. The rate is reduced for larger clubs / multiple locations etc. if you would like a quote please contact us.

Yes, our rates do vary. Our Childcare software is subscription based. There is no contract, and you can cancel at any time. Your subscription includes, setup, on-going training, support and updates.

We charge 2.5% (maximum) of any bookings made each month. We offer a discounted rate for larger clubs, if you would like a quote please contact us.

No, our pricing is very transparent. Your subscribtion includes unlimited support, training and updates.

Yes, there is no limit to the number of clubs, locations and sessions you can add to your system. As we created the software we can also help customise it to suit your needs. Childcare online Booking (CoB) has been continually developed over 10 years.

Yes, there are additional settings and reports in the system settings that you have full access. Settings such as 7 day calendar, wait list, contacts reports, am/pm attendance reports for example are hidden. It’s likely that if a function you require isn’t available that we have it hidden in the system settings. All functions are available to everyone.

Here is a list of most of the features available:

Show Weekly Summary on dashboard
Show Booking Summary on dashboard
Show Booking Summary fees on dashboard
Show Session Summary on dashboard
Show Session Summary fees on dashboard

Electronic registers
Electronic registers (choose fees) – Allows users to choose fees applied on pick up.
Electronic registers (allow drop-ins) – Allows staff to add children to a live register; all booking fees will be charged using fees.
Electronic registers (force single sheet) – Force all sessions to be printed on single esign-in sheet and registers.
Electronic registers (auto book) – Allows users to choose fees applied on pick up and automatically creates a booking and marks as paid using Bank Transfer (6001).
Electronic registers late fees – Allows users to choose late fees applied to the parental account.

Rollings contracts – Enable rollings contracts.
Rollings contracts (allow ad-doc) – Allow ad-hoc bookings when a term or holiday is published.
Rollings contracts discount – Rollings contracts discount applied when activities are booked as part of a rolling contract.
Send monthly contract fee via email
Send single monthly contract fee (per child) via email

Show Mail Merge System
Seven day week
Promotion codes
Wait list

Combined Register Sign-in / Sign-out
Show Collection Information Report
Show Dietary Notes
Show Medical Notes
Show Contact Names and Numbers
Show Weekly Attendance Report

Weekly Discount
Weekly Discount Cancellations

Split Outstanding Payments
Statement Current School Year)
Hide Both / All Children Option

Lunch Sessions – If entered lunch register will appear showing everyone attending this session (and other sessions on that day). Multiple sessions can be entered separated by a comma

Disallow Parent Credit Purchases

Allow Parents Pay Off Vouchers (Settlement payments)

Print Combined Registers
Print Combined Camp Registers
Breakdown Bookings by Club

Force Register Update
Force Register Update (number of days since last updated). If Force Register Update is checked do not leave as zero, otherwsie parents will be unable to book.
Force Register: Third Emergency Contact

Cap Voucher Payments Outstanding
Enable suspend parent account

Outstanding Report

Absolutely! You can access a full system for 30 days, longer by arrangement if required. We setup a demo specifically for your club, so there are a few questions. Once we have your form a personalised demo is usually available the same day.

We are also on-hand to run through the childcare demo via a screen-sharing session.

We you would like a demo of our Childcare software please click here.

Alternatively, if you’d like one of our staff members to show you around via a screen sharing session, which normally takes around 40mins, please click here to book a session on our calendar.