How to create a "Daily Time" product

The "Daily Time" product allows for automatic charging of extra time spent by students in the facility beyond the scheduled hours. The system calculates the extra hours based on the check-in and check-out records made by educators or parents via QR Code.

How to create a "Daily Time" product

1. Access product management
   • Go to Administration → Products.
   • Click the "+ New" button at the top right.
2. Fill in the product fields
   • Product type: Select "Daily Time".
   • Internal product name: Enter a name useful for identifying the product, e.g. Extra Hours 8-16.
   • Short name: Enter the name that the parent will see on the invoice, e.g. Extra Hours.
   • Description (optional): You can enter additional details, references to the student, and the wording "for the period", without specifying the reference period which will be added automatically.
3. Define the costs to apply
   • Cost for early entry: Enter the amount to charge if the student enters before the scheduled time.
   • Cost for late exit: Enter the amount to charge if the student exits after the scheduled time.
   • Minimum billable time: Select the unit of measure for calculating the amount, choosing from:
     • 1 minute
     • 15 minutes
     • 30 minutes
     • 1 hour
   • Example: If you set 15 minutes and the cost for late exit is €5, the system will charge €5 every 15 minutes.
   • Tolerance: Set an initial period (e.g. 10 minutes) during which no cost is calculated. The system will start charging from the 11th minute onwards.
   • Daily cost for entry on an unplanned day: If the fee includes only certain days (e.g. Monday to Thursday) and the student attends Friday, you can set a fixed amount for that day.
4. Define VAT rate and reference period
   • VAT rate: Select the VAT rate and indicate whether the amount is VAT included or excluded.
   • Reference period: The product always takes the previous period, with the option to show or hide it on the invoice.
5. Set the hours included in the fee
   • Select the days of the week and set the reference hours of the fee (e.g. 8:00 - 16:00).
   • The system will NOT calculate extra costs for time spent within these hours.
   • Use the gray button on the right to copy the hours from one day to another.
   • If a day is not included in the fee, leave the fields empty.
6. Save the product
   • Check all parameters and click "Save" at the top right.
   • You will be redirected to the Product List page, where you can:
   • Edit the product by clicking the pencil icon.
   • Duplicate it to create other time slots by clicking the gray "Duplicate" icon.
   • Delete it by clicking the red "Delete" icon.

How to use the "Daily Time" product

🔹 ⚠️ This product can ONLY be used automatically, by including it within packages.

• The system will calculate the extra time only if the product is included in a package.
• If manually entered on the invoice, the calculation must be done manually.

Tips for efficient management

• ✅ Create a product for each time slot:
  • e.g. Extra Hours 8-12, Extra Hours 08-16, etc.
  • After creating the first one, duplicate it and only modify the hours.
• ✅ Create a package for each time slot:
  • e.g. Package 8-16 → includes the fee and the product "Extra Hours 8-16".
  • Package 08-12 → includes the product "Extra Hours 8-12".