How to set up Special Day Programs?

When unexpected disruptions such as teachers strike are announced, follow the steps below to manage Special Day Programs.

1. Set up New Closure Day

Go to Setup - Closure Days, click '+ New Closure Day' to add the day as a Closure Day. Mark paid or unpaid as per your program policy.

2. Set up & Publish Special Programs

If you are running programmes on the day, go to Setup - Programs, click '+ New Program' to create Special Day programmes and sessions.

Following this, go to Term Planner to have it published. Special Programmes will be displayed as separate cards

with a ‘Special Program’ label to make them stand out.

3. Bulk Cancel Bookings & Generate Credit Notes

To cancel and credit the existing bookings for the day, go to Bookings - Closure Day Adjustment. Use the filters on the top to find and select bookings, then click ‘Cancel & Credit’.

Once the request has been fully processed, you will find a credit note number for each booking.

These credit notes can be found in Finance - Invoices, under the ‘Awaiting Payment’ tab. They can then be refunded or applied to the new invoices generated from the new Special Day bookings.

4. Customer Communication

If you are running alternative programs on the day, the final step is to let your customers know so they can make new bookings if care is needed. You can find the booking links conveniently located on the adjustment page by clicking ‘Programs running this day’.

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