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
There are two ways to add an ad-hoc session. Both save exactly the same thing, so use whichever is handier at the time.
From the child profile
Quickest when you are dealing with one child. Go to the child's profile and click Add Ad-hoc Session at the bottom of the ad-hoc sessions panel. The child is already selected for you.
From the SerenPass board
Quickest when you are adding sessions for several children at once. Click Ad-hoc Session at the top of the board, then pick the child from the dropdown.
In the modal
- Select the session slot: the default fee for that slot will auto-fill. Choose + Custom time... if the session does not match one of your usual slots, then enter your own title and start and end times.
- Set the date: defaults to today, but you can select any future or past date.
- Review the fee: adjust if needed. If a discount applies (see below), the fee is automatically reduced on save.
- Add optional notes and click Add Session.
The session is saved as unbilled. You do not choose an invoice at this point - you pull the sessions onto an invoice when you are ready. See Putting Sessions on an Invoice below.
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.
Putting Sessions on an Invoice
Ad-hoc sessions sit as unbilled until you put them on an invoice yourself. They do not automatically appear on the child's monthly contract invoice.
To bill them, go to the parent and click Create Invoice. Any unbilled ad-hoc sessions for that parent appear in an Unbilled Ad-hoc Sessions panel, with a tick box for each one. Tick the ones you want and they are added as line items and included in the total.
You choose which sessions and when, so you can bill weekly, fortnightly, or let them build up. See Invoicing & Payments.
Viewing Ad-hoc Sessions
On the SerenPass board, children with ad-hoc sessions appear under their booked slot just like regularly scheduled children. A discount badge is shown if one was applied.
On the child's profile, the ad-hoc sessions panel lists recent sessions grouped by week (Monday to Sunday), with the fee and any discount badges. Each session shows either Invoiced or Unbilled, so you can see at a glance what is still to be billed. If CCOW is enabled, the week's total CCOW hours appear on each week heading.
Removing an Ad-hoc Session
To remove an ad-hoc session, find it on the child's profile and click the bin icon.