How to Add & Manage Optional Services for a Child

Managing Optional Services for Children

Optional services are non-mandatory services like meals, diapers, and transportation that families can choose to opt in for. Once these services are configured, centers can assign them to individual children based on family preferences. In this guide, we'll walk through how to add an optional service for a child and manage it over time.

Adding an Optional Service

1. Click on Children and open the Action menu of the child who needs the service.
2. Select Optional Services.
3. View all available service categories and add a service either directly from a list or by clicking Add Optional Services on top.
4. Choose the service you want to add for the child.
5. Select a start date. The system ensures it aligns with the service start date and the child's program run dates.
6. Fees are calculated automatically based on the child's program type. Discounts can be applied if needed, either as a fixed amount or percentage.
7. Confirm the details. If billing for the selected period has already been posted, choose whether to post the billing immediately or later.

Once added, the optional service will appear in the child's records.

Managing an Existing Service

1. Click the menu button next to the service.
2. To update the discount, use the Edit Discount option. You can alter the discount type, name, and value, and add up to four discounts using the plus icon.
3. Click Save to update the details. The discount details are visible by clicking the Info button.
4. If the service is needed temporarily, select the service's end date and add a comment explaining why.
5. Click Save to update your details. Services with an end date are marked, and a similar tag is visible for services that have ended.

For services that have been stopped but are still available at the center level, you can resume them without creating a new entry:

1. Select when the service should resume.
2. Check or edit the fee for the service and add a discount if needed.
3. Click Save to update the service with the new start date.

Billing and Updates

Once an optional service is added, the corresponding bill is automatically posted on the child's program and billing page based on the service start date. To view:

1. Scroll down to the optional services section to see the billing details of the services the child opted in for.
2. If updates are required, click Manage optional service to return to the optional service page and make changes.
3. Any changes made, such as adjusting the end date or discount, are automatically reflected in the bill.

That's how optional services can be added, managed, and updated for a child, ensuring accurate billing while giving families flexibility and clarity.