Ad-hoc Sessions

Ad-hoc sessions let you add a child to a specific session slot on any date, outside of their regular schedule. The session is immediately added to the register for that day and the fee is queued for invoicing.

Adding an Ad-hoc Session

From the SerenPass board, click Add Ad-hoc Session. In the modal:

1. Select the child from the dropdown.
2. Select the session slot: the default fee for that slot will auto-fill.
3. Set the date: defaults to today, but you can select any future or past date.
4. Review the fee: adjust if needed. If a sibling discount applies (see below), the fee is automatically reduced on save.
5. Choose an invoice: attach the session to an existing unpaid invoice for this parent, or select "Create new draft invoice".
6. Add optional notes and click Add Session.

CCOW Funded Hours

If CCOW (Childcare Offer for Wales) is enabled and the child has funded hours configured on their profile, the ad-hoc modal shows a live CCOW summary for the selected week:

• Hours used this week: total CCOW-eligible hours already logged (from contracts and other ad-hoc sessions)
• Hours remaining: how much of the weekly allowance is left
• When you tick Count towards CCOW funded hours, the summary updates to show what the remaining allowance will be after this session is saved

The fee is not automatically adjusted for CCOW on ad-hoc sessions - you set the fee manually based on the hours shown. Tick the CCOW checkbox if the session should count towards the child's weekly funded hours tally (this affects their contract invoice calculation for that week).

See Invoicing & Payments for full details on how CCOW is calculated.

Sibling Discount

If you have a sibling discount configured (Settings → Invoicing → Sibling Discount), Wootzoo automatically checks whether a sibling is already booked into the same slot on the same date. If so, the discount is applied to the fee and noted on the invoice line item and the success message.

Example: Morning session costs £25. Sibling discount is 10%. When a second sibling is added to the same Morning session on the same day, the fee is automatically set to £22.50.

See Discounts for configuration details.

Invoice Attachment

When creating the ad-hoc session, you can:

• Create a new draft invoice: a draft invoice is automatically created for the parent with the session as a line item
• Add to an existing invoice: select from the parent's unpaid invoices. The session is added as a new line item and the invoice total is updated

Draft invoices are not sent until you review and send them from Invoicing.

Viewing Ad-hoc Sessions on the Register

On the SerenPass board, children with ad-hoc sessions appear under their booked slot just like regularly scheduled children. A sibling discount badge (pink Sibling -£X.XX) is shown if a discount was applied.

Removing an Ad-hoc Session

To remove an ad-hoc session, find it on the register and click the Remove button. This removes the session record only - it does not automatically reverse any invoice line item that was already created.