Product Update May, 2020 1 min read

A brand-new Xap is finally here! Bigger and better in just about every way possible, with a whole slew of awesome new and enhanced features.

We’ve taken our best ideas, layered in years of customer insights and feedback, and put together the best version of Xap we’ve ever made.

It’s been over four years since the first version of Xap came out. What began as a humble two-person venture, soon grew beyond our wildest dreams to become a staple of childcare management software around Australia, used by teams and companies of all backgrounds and sizes – from large teams in multisite enterprises to single childcare operators and everything in between. No matter what professional hurdles our users faced, Xap helped them to overcome each issue with efficiency so their business could flourish.

Since then, the childcare app has gone through many iterations and gotten numerous new features and capabilities. But through all these changes, one thing has always remained the same: our promise- to help YOU make Real Work happen.

In order to decide which additions we should focus on including in New Xap, we turned to you, our beloved users, to determine the features you were most excited about. New Xap has been a product of continuous improvement over the past year, and all of the new features and upgrades are the result of long-term iteration, careful planning, and constant communication with our customers.

In childcare management software space, New Xap is the collaborative creation of dozens of people – designers, developers, marketing, customer care – all of us brought something special and uniquely ours to the mix, both with our skills and our perspectives. Because of this, we can safely say that New Xap is not only the finest, best-looking, most powerful childcare management software yet, but also without a doubt – the most personal.

The redesigned look of the app – a fresh, sleek design based on the latest user experience principles – is the first thing that will catch your eye, but there are many significant changes and improvements all across the board.

Here’s a list of six most substantial ones:

1: Brand New Apps for both Guardians & Staff.

Here at Xap, we’re always listening to our OSHC and daycares users on how to make life easier for them. 2020 is no different, and our product team has been working hard to add the features that matter most to you.

In 2020, we introduced two brand new apps to the platform.

All New Guardian App & Guardian Portal: 

Parents are always thinking about their children. Keep them in the loop with photos, meal reports, daily activity sheets and newsletters from your child care centre – shared directly to the Xap  Smile Parent Connection app.

All New Staff App & Staff Portal:

Juggling parent communications at your child care centre can get overwhelming with the mixture of phone calls, text messages and emails you receive every day. Instead, streamline communications by reaching parents directly through our daycare staff app.  Send a quick message, alert or reminder and share updates to the parents from our staff app.

Early childhood education is an important component of your child care program. Make sure students are learning important skills by tracking milestones and recording progress easily from our mobile app.

View the learning activities you’ve captured, add photos or video, and easily compare children progress on the web portal.

2: Better parent collaboration

Your relationship with parents doesn’t just end by documenting a learning journal. Xap was designed with parents in mind and gives you plenty of tools to improve the way you approach your parent relationships.

The Xap parent experience is built around their personalised news feed, where they receive updates, messages, photos, videos and observations from their child’s day.

The activity feed also replaces cumbersome daily diaries, where you can keep your parents updated on things like nappy changes, toilet visits, sleep time and food intake.

There are two ways of looking at what Xap does for your relationships with parents.

The first is that convenient updates straight to a parent’s pocket help to give a better understanding of what happens at the centre. They can keep up to date and even work with you to complete permissions, child details, and report days off without having to call.

The second? With the dry, every day updates and reminders recorded in the app, it saves your one-on-one time for the most important conversations about the child’s progress and wellbeing.

3: Better Billing and Invoicing App.

It’s not all about learning journals and parent communication. Xap also lets you invoice quickly and securely while giving you all the reports you need to stay on top of everything.

Xap lets you create flexible billing cycles that automatically pull all the fee information into ready-to-send invoices. These can be sent straight to parents automatically or with the click of a button.

From there, you can collect payments from parents directly using Xap Pay, allowing parents to pay for their childcare in-app via card or direct debit.

However you choose to collect your fees, Xap’s debt, revenue, and occupancy reports are automatically generated, giving you the overview you need to make your business more sustainable.

With parents already on board to see updates from their child’s day, sending their invoices through Xap Smile app is a no-brainer.

What’s more, we’ve made it incredibly simple to do, allowing our system to do the hard work so that you can get on with your ever-growing to-do list.

4: Your daily centre management tool

We know that being a childcare manager is no simple job. On any day you can be a bookkeeper, manager, childcare expert, cleaner, cook, builder, professional juggler. It’s not easy to stay on top of everything.

That’s why Xap brings you daily management tools that give you the overview you need, whenever you need it.

Children can be signed in and out via the app, creating automatic attendance registers and reports.

You can see ratios, child details, and contact lists at a glance, saving you from leafing through folders of paper every time you need to look something up.

You can also collaborate more easily with your staff team, sharing documents and arranging meetings through the calendar function.

This side of Xap is really just about giving you simple-to-use tools that you can pick up instantly.

With all the information you need at your fingertips, you’ll get time back to invest in all the things that really make a difference to your business and the children you look after.

5: Learning Journals & observations

There’s no doubt that learning journeys are an invaluable resource for educators and a wonderful way to showcase a child’s development to both parents and the children themselves. But must they take so long?

Not anymore.

Xap’s beautiful learning journals are automatically generated from all the observations your educators make on a child, along with framework outcomes & developmental goals.

Observations are the cornerstone of child development in the early years. That’s why we’ve built a system that helps you to make the best observations you can, the way you like doing them.

Capturing observations in the moment matters. You can quickly link photos and videos to an observation, tag the child, and add links to a variety of frameworks, all within seconds. We support MTOP and other frameworks too.

Once you’ve written up the observation and added some next steps, the observation can be sent straight to parents or off for review. Meanwhile, the observations will automatically be uploaded to the child’s learning journey and the data collected in the cohort tracking.

6: Meal Planning & Tracking

Tracking daycare meals provides you with a host of benefits as the childcare provider, as well as the children and their parents. Not only does accurate tracking help you stay organized when it comes to mealtimes, but it can also put parents at ease knowing exactly what their child is eating over the course of the day.

When you track daycare meals, you can help parents feel more confident in knowing their child is eating healthy when they’re away from home. For parents, it is comforting to know that they can find out exactly what type of food and how much of each their child has eaten over the course of the day and adjust the meals they will serve at home accordingly. Your meal tracking can also help parents discover new food items that their child enjoys which are not often served at home.

Looking to simplify your childcare operation and improve attendance? Learn how Xap can help with everything from enrolment to scheduling, payments, billing, and more.

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Xap is disrupting the childcare industry with 100+ features and AI-driven analytics for the enterprise. Xap makes the most complicated tasks fast, simple, digital, and reliable.

About The Author

Emily Chin - Marketing Executive Xap at Technologies Pty Ltd- With a linguistic and graphic design background, Emily has worked extensively with children. Emily focuses on bringing customer driven solutions to KidsXap’s clients.