You can now edit your care schedule directly in the tiney app, instead of needing to contact our team each time. Any changes you make to the schedule will automatically update your invoices, so your billing always reflects the care you actually deliver.
You can use this feature for both one-off and ongoing changes, and you can even edit care on days covered by paid invoices. If the child is on an ad-hoc contract, without a set schedule of care, you can update the care schedule in the same way, but you'll need to contact us to create or amend the invoice itself.
Here's our demo:
Getting started
Open your Calendar in the tiney app
Select the day you want to view or change
Tap on the child you want to edit
You'll see the child's detail view for that day, which shows their Register (actual attendance) and Schedule (what you're billing for). Tap Edit schedule to make changes, or Add schedule if nothing is scheduled yet.
What you can edit
When you tap Edit schedule, you'll see a summary of the day's charges. From here you can tap into each section to change it:
Time
Adjust the start and end time for a session. You can also remove a session by tapping the remove icon next to it, or add a session by tapping Add another session.
Rates & fees
It's only possible to add rates that you've agreed in your contract. If you want to apply a new rate or fee to an enrolment, you'll need to make sure it's added to your Business Settings, and then update the child's contract.
Choose the rate type you want to apply to the session.
Select any additional fees that apply to the day, such as Drop off or Pick up fees.
Select any consumables you're providing, such as Snack, Meal, Morning meal, Afternoon meal, Evening meal, or Non-food consumables.
Reviewing and confirming your changes
Before anything is saved, you'll see a Review & confirm screen showing:
The child's name
The original total and new total for the day
The difference
The date the change applies to
Check everything looks right, then tap Confirm.
Adding care to a day with nothing scheduled
If a child doesn't have any care scheduled on a particular day, you'll see a message saying the child isn't scheduled. Tap Add schedule to set up the hours, rate, fees, and consumables for that day.
If the day is in the past and you recorded attendance but didn't schedule any care, you'll see a prompt reminding you that you haven't charged for the day. Tap Add schedule to add the billing details so it's included in the next invoice.
Removing care from a day
If a child is no longer attending on a scheduled day and you are not charging the family, you can remove the care by editing the schedule and removing each session.
Making a permanent/ongoing change to the schedule
When you've made your changes to a day in the Calendar, you'll see the question Is this a one-off or ongoing change?
The ongoing change option will apply your updated schedule to every future occurrence of that day. Any one-off changes you've already made to specific dates will stay as they are.
The schedule editor is great for adjusting the hours, fees, and consumables within an existing arrangement. If the change is bigger - like switching to or from funded hours, changing the contract type, or updating your rates - you'll also need to update the contract. You can do this from the Children tab by tapping Start a new contract.
If you're not sure which route to take, just message us and we'll help.
How schedule changes affect your invoices
The way that changes to your care schedule are reflected in your invoices will depend on when those changes are made.
Future date, no invoice yet
Your changes are saved to the schedule and will be picked up automatically when we generate the invoice for that period.
Date that's already been invoiced (but not yet paid)
If we've already created an invoice that includes the day you're editing, your changes will update that invoice. What happens next depends on its status:
If the invoice is in draft, it will be updated with the new amounts. It stays in your drafts for you to review and send when you're ready.
If the invoice has been sent to the guardian, we'll void the existing invoice and create a new one in your drafts with the updated amounts. You can then re-send it to the guardian when you're ready.
If your changes mean there's no care to bill at all for the entire invoicing period, we'll void the invoice without creating a new one.
Date that has been paid for
You can now edit a date that's already covered in a paid invoice. This will generate an additional draft invoice covering the difference, which you can send to the guardian like any other invoice when you're ready. You can also keep editing paid days, and the changes will be added to this draft.
Extra charges for days covered in a previously-paid invoice can't be rolled into the next invoice - the invoice for these changes will remain separate. Each invoice covers a set period so we cannot add care from one month into a different month's invoice.
You can remove care from paid days, as well as adding more. It's possible that the new invoice will have a negative total, and in this case, it can't be sent to the guardian, and will remain in your drafts.
Please get in touch with us if you'd like to issue a refund to the guardian, or have this amount credited to their next invoice. We won't do this automatically, so it's always your call.