One of the most important features in the initial setup is that of the session types. This enables nurseries to use eyMan in the best possible way.


Selecting ‘Session Type’ from the main menu displays a list of all sessions that have already been created. Please see an explanation of the different fields on this screen explained below.



  1. Enter full or partial detail in any of the blank fields to search for a session.
  2. Click the  icon to create a new session.
  3. These icons allow you to 
    • Selecting the  icon gives the user a more detailed view of a session.
    • Selecting the  icon displays a detailed view of the session type for editing.
    • Selecting the  icon prompts the user to change the status from Active to Inactive, or vice-versa.Note: Once a session has been created, it cannot be deleted and can only be set to Inactive
  4. This is the name of the session type.
  5. This is a brief description of the session type.
  6. This is the start time of the session (this cannot be earlier than the branch start time).
  7. This is the finish time of the session (this cannot be later than the branch finish time).
  8. Allow booking between start and finish time indicates whether shorter sessions can be booked between the start and finish time set e.g. a session type that is set up for extra hours. This could be created with a start time of 7:30am and a finish time of 6:30pm with a flat rate of £6.00 per hour, the bookable hour(s) may be any value between this time frame such as 1pm to 4pm.
  9. Active/Inactive indicates whether the session type is valid for use in calculating invoice rates. If a session has been created that is no longer required, its status should be set to Inactive. Once a session has been created it cannot be deleted and can only be set to Inactive.
  10. Priority is a numeric value that indicates the priority that a session type has when funding is allocated across several sessions.


For example, Child attending a nursery does 2 Morning sessions and a Full Day session in a week amounting to 20 hours per week. Nursery has a maximum of 15 hours funded hours per week and 10 hours per day. If morning session is charged at £24 and a full day is charged at £42 pounds:

Priority can be allocated for Full Day session as 1 and for Morning session as 2. This means that when the funding hours are allocated, the funding will be first deducted from the Full Day session since it has Priority 1. This would leave 5 hours of funding, which could then be reduced from one of the Morning sessions, meaning that an invoice would be raised for £24.00.

If the Priority was reversed, i.e. if Morning session is set to Priority 1 and Full Day session is set to Priority 2, then when funding is deducted, 10 hours would be allocated from the 2 Morning sessions. The additional 5 hours will be deducted from the Full Day session, leaving only 5 hours from the Full Day session which would then be invoiced for £21.00.


In eyMan there is no need to create separate Funded Sessions. When terms/funding are input (as explained in the next section), it automatically assigns funding to the sessions and deducts the funding allowance when invoices are created.


We will look at creating Session Types by means of four worked examples that cover the following:

  1. Flat rate sessions
  2. Multiple rates as per Hours/Week
  3. Multiple rates as per Weekday
  4. Multiple rates as per Days/Week


1. Flat rate sessions

Flat rate applies when there are no discounts or preferential rates given for a session. This should be used when a single amount can be specified against a Rate Type e.g. per session or per hour.


For a flat rate session, do not check the Multiple Rates tab.



Please see an explanation of the different fields on this screen explained below.

  1. Enter the name of the session type as it should appear on invoices.
  2. Enter a brief description.
  3. Enter session start time (this cannot be earlier than the branch operating hours). 
  4. Enter the session finish time (this cannot be later than the branch operating hours)
  5. Select this box to allow booking for intervals between the session start and finish time. Selecting this box displays another option to choose a minimum booking period, which can be in blocks of 15, 30, 60 or 120 minutes.
  6. Select this box if this session can override the maximum funded hours per day specified by the nursery.
  7. Select this box if any discount on the child's profile (e.g. 10% discount for siblings) should be excluded from this session type.
  8. Select a colour to use for the Session Type from the drop-down menu.
  9. Select priority for funding from the drop-down menu. Priority is a numeric value that indicates the priority that a session type has when funding is allocated across different session types.
  10. Select this box if you would like the session to appear on the Enquiry/Registration forms.
  11. Enter the monetary chargeable value for this session type.
  12. Select whether the session rate is per session or per hour from the drop down menu.
  13. For a flat rate session type, do not tick this box. Where multiple rates apply based on the attendance or age of the child, ticking this box will allow the user to enter the applicable rates.
  14. ‘Cancel’ will exit the session edit, ‘Reset’ will clear all data and ‘Save’ will save the session and exit to the Session Types list view.


2. Multiple rates as per Weekdays



Please see below an explanation of the different fields on this screen.

  1. Enter details into the fields for Name, Description, Start Time and Finish Time, as explained in the Flat Rate sessions section. The session start and finish times cannot be earlier or later respectively than the branch operating hours. For more details please refer to Page 13.
  2. Select the option ‘As per Weekdays’ from the drop-down menu to add the multiple rates.
  3. Enter the age range in this row if multiple rates apply depending on the age of the child. Please ensure this is entered in years, not months.
  4. For example, if ‘Age Group 1’ is specified as 2 this would indicate that any rates entered in the column below are applicable to all children under 2 years old. If ‘Age Group 2’ is then specified as 3, any rates entered in the column below would be taken into consideration for all children between the ages of 2 to 3 years old. If the rates for weekdays are the same across different age groups in the nursery, do not enter any value in this field.
  5. The days of the week are pre-populated in this column as shown in the example here. Although most nurseries work only weekdays, eyMan also caters for the few who offer childcare at weekends as well.
  6. Enter the rates based on the day of the week and the age of the child as shown in the example here. There can be different rates for each day of the week which can be entered as desired for the relevant working days of the nursery.

 

 At the bottom right corner of the screen are the ‘Cancel’, ‘Reset’ and ‘Save’ buttons. Please ensure the changes are saved using the ‘Save’ button.


3. Multiple rates as per Days/Week



  1. Enter details into the fields for Name, Description, Start Time and Finish Time, as explained in the Flat Rate sessions section. The session start and finish times cannot be earlier or later respectively than the branch operating hours. For more details please refer to Page 13.
  2. Select the option ‘As per Days/Week’ from the drop-down menu to add the multiple rates.
  3. Enter the age range in this row if multiple rates apply depending on the age of the child. Please ensure this is entered in years, not months.
    • For example, if ‘Age Group 1’ is specified as 2 this would indicate that any rates entered in the column below are applicable to all children under 2 years old. If ‘Age Group 2’ is then specified as 3, any rates entered in the column below would be taken into consideration for all children between the ages of 2 to 3 years old. If the rates for days per week are the same across different age groups in the nursery, do not enter any value in this field.
  4. Weekday 1 to 7 are pre-populated in this column as shown in the example here. Although most nurseries work only weekdays, eyMan also caters for the few who offer childcare at weekends as well.
  5. Enter the rates based on the number of days per week and the age of the child. There could be different rates based on the total number of days the child is attending the nursery which can be entered as desired for the relevant number of working days of the nursery.
    • In the example shown, the rates are different only depending on the age of the child. Therefore, whether the child attends only one day per week or multiple days, the rates are the same and no discount is applied.
  6. A Monthly rate should be entered if the nursery offers a different pricing when a child attends the nursery full time. Whilst calculating invoices, the Monthly rate entered will then be considered if the child attends all operational days in the month.

 At the bottom right corner of the screen are the ‘Cancel’, ‘Reset’ and ‘Save’ buttons. Please ensure the changes are saved using the ‘Save’ button.


Multiple rates as per Hours/Week



Please see an explanation of the different fields on the above screen explained below.

  1. Enter details into the fields for Name, Description, Start Time and Finish Time, as explained in the Flat Rate sessions section. The session start and finish times cannot be earlier or later respectively than the branch operating hours. For more details please refer to Page 13.
  2. Select the option ‘As per Hours/Week’ from the drop-down menu to add the multiple rates.
  3. Enter the age range in this row if multiple rates apply depending on the age of the child. Please ensure this is entered in years, not months.
    • For example, if ‘Age Group 1’ is specified as 2 this would indicate that any rates entered in the column below are applicable to all children under 2 years old. If ‘Age Group 2’ is then specified as 3, any rates entered in the column below would be taken into consideration for all children between the ages of 2 to 3 years old. If the rates for hours per week are the same across different age groups in the nursery, do not enter any value in this field.
  4. If the nursery operates a minimum booking time for a child per week, please enter it here in hours. If not, this field should be left blank.
  5. Enter the time in hours for any additional hourly increments where differential rates are applicable.
    • For example, if 6 is entered as the ‘Minimum Booking Time’ and 12 is entered in the next ‘Time’ block, any child that has booked over 6 hours and under 12 hours will be charged at the rates indicated along the respective row. We recommend an arbitrary upper limit of 100 hours per week.
  6. Enter the rates based on the hours per week and the age of the child as shown in the example here.

At the bottom right corner of the screen are the ‘Cancel’, ‘Reset’ and ‘Save’ buttons. Please ensure the changes are saved using the ‘Save’ button.


Modified sessions


Session rates can be updated at any time to reflect changes in fees at the nursery. When modifying rates, it is also possible to specify an effective from date for the future.



  1. Open the session and click ‘Edit’ to see the ‘Modify Rates’ button. Enter the applicable rate changes and the ‘Effective Date’ as required and save the changes using the ‘Save’ button in the bottom right corner of the screen
  2. If changes are made in this way, any previous details for the session will be recorded and saved under ‘Modified Sessions’ section at the bottom of the page.
    • Note: Rates can also be changed by editing a session and updating the rates, however this will not maintain a record of the changes made or the session details prior to the change.