Childcare Vouchers

Childcare vouchers are vouchers that parents can subsidise as part of their wage so that they can receive a tax-free voucher, which can then be exchanged for a service, so for your organisation, bookings on the booking site.

To use Childcare Vouchers, a Provider must be added to the application. This can be done by navigating to the Settings button, located at the top right.

Then click on “Vouchers”, then “Childcare voucher Providers”.

Click on “Create New”

Then enter the details for the corresponding Childcare Voucher Provider, such as the Name, and the Reference, which is usually a code.

To use Childcare Vouchers, the customer will go through the standard process of booking by selecting sessions and clicking “Add to booking cart”. When checking out, they have the option to select “Pay using Childcare Vouchers”, then they will select the childcare voucher provider, and enter the amount to pay.

If the voucher is less than the required amount to pay, then the customer can pay for the rest of the booking using another payment method.

To use childcare vouchers in the application, navigate to your project by going to “Bookings > Projects > All”, then select your project. On this page, select “Add participant”, Then select the Customer.

Here is where you can book the customer onto sessions within the selected project, this works similarly to the booking site. Select the participant, then the sessions, and click “Add to Booking Cart”.

Click on “Checkout”, and then you have the option to select “Pay Using Childcare Vouchers” which works the same as in the booking site, by selecting the provider, then the amount, then click “Enter”.

Now you will need to create the payment via the backend to ensure you have reconciled this Childcare Voucher Booking. Click on “Book”, and then the childcare voucher has been applied for this booking.

When a payment with a childcare voucher is made, you can approve or reject the payment through the back end. To do this, navigate to the Customers tab on the left hand side of the page, then select the relevant customer.

To Reject the payment, click on the 'Bookings' tab located at the top of the page. Here you will see the Childcare Voucher payment, and a button to reject the payment

By clicking on 'Reject', you will convert the childcare balance into the account balance. This can be reverted if needed.

To approve this use of childcare vouchers, navigate to the 'Payments' tab located at the top of the page, then click on '+ Create New'. Here you can select the account owner, the Childcare Voucher Provider, and select the Payment Method as "Childcare Voucher". Once that is done, enter the amount that you want to approve in the 'Amount' field. Then click on 'Save'.

To view how much pending childcare voucher balance an account has, navigate to the 'Details' tab at the top of the page, and you will see a field called 'Pending Childcare Vouchers', with the amount listed.

Upon editing a booking that has been paid for with childcare vouchers, when "Update Booking" is pressed, a pop up will appear asking to select the Balance Type. If "Account Balance" is selected, the value of the booking will be added to the Account balance on the account, even if the original booking was made using childcare vouchers. To keep the payment as childcare voucher, you will need to select "Pending Childcare Vouchers" as the Balance Type.

If a customer uses a Childcare Voucher payment with a larger sum than the intended payment, this can be approved and added to the customer's account. To do so, when creating the payment through the payments tab use the Amount field to add in full amount that has been paid via Childcare Voucher. Associate this with the booking and any overpaid amount will be transferred into the account balance. This balance can then be used in new bookings which will be automatically be taken off the account when the customer reaches the checkout screen.