Parent Guide
Clovelly Out of School Care (COOSC)
Help Resources for Guardians & Carers
- New to COOSC? Create your account here
- Web Portal: www.xap.rocks
- Smile App: App Store | Google Play
Getting Started
| What you need to do | Description | Web | App |
|---|---|---|---|
| Download & Log into the Smile App | Install the app and sign in for the first time | - | App Guide |
| Log into the Web Portal | Access via computer or laptop browser | Web Guide | - |
| Reset Your Password | Forgot your password? Reset it here | Guide (Both) | |
| Troubleshooting Login Issues | Common problems and solutions | Web Guide | - |
| Completing the Enrolment Form | Accept a place and complete your child's enrolment | Web Guide | - |
| Help Videos & Guides | Getting started video tutorials | View All | |
Bookings & Absences
| What you need to do | Description | Web | App |
|---|---|---|---|
| Manage Upcoming & Casual Bookings | Add or cancel casual care days, see your upcoming bookings. | Web Guide | App Guide |
| Request / Change Permanent Bookings | Contact us to request or change your child's regular days | clovellyoosc@gmail.com | |
| Mark Your Child Absent | Notify the service your child won't attend | Web Guide | App Guide |
Kiosk Sign In/Out
| What you need to do | Description | Web | App |
|---|---|---|---|
| Sign Your Child In/Out at Kiosk | Use the centre's tablet/phone to sign in/out | Kiosk Guide | |
| Kiosk - Shared Care | Sign in/out with multiple account roles | Kiosk Guide | |
| Manage Your Kiosk PIN | View or reset your Kiosk PIN code | Web Guide | App Guide |
Payments & Invoices
| What you need to do | Description | Web | App |
|---|---|---|---|
| Set Up Direct Debit | Add your Direct Debit details for the first time | Web Guide | App Guide |
| Manage Direct Debit Details | View and update existing payment details | - | App Guide |
| Pay Now | Make a payment or top-up online | Web Guide | App Guide |
| View & Understand Your Invoice | Read and understand your childcare invoice | Web Guide | App Guide |
| Declined Payments | What to do if your Direct Debit fails | Guide | |
Enrolments & Agreements
| What you need to do | Description | Web | App |
|---|---|---|---|
| Sign the CWA Agreement | View and sign the Complying Written Agreement | Web Guide | App Guide |
| View CCS Enrolment | Check your child's CCS/CCSS enrolment status | Web Guide | App Guide |
| Sign the Declaration | Agree to the Service's Terms and Conditions | Web Guide | App Guide |
Family Management
| What you need to do | Description | Web | App |
|---|---|---|---|
| Add/Manage Authorised Nominees | Set up people authorised to collect your child | Web Guide | App Guide |
| Add a New Guardian | Add another parent/guardian to your family | Web Guide | - |
| Update Your Child's Details | Update health, address, documents, medications | Web Guide | App Guide |
| Add Medicare Details | Add your child's Medicare card information | Web Guide | - |
| Family Dashboard | Overview of your bookings, alerts and info | Web Guide | - |
Notifications & Communication
| What you need to do | Description | Web | App |
|---|---|---|---|
| View & Manage Notifications | Check sign in/out, booking and document alerts | Web Guide | App Guide |
| Understanding Notifications | Types of automated and manual notifications | Guide (Both) | |
| View Emails from Your Service | Read invoices and messages sent by the centre | - | App Guide |
Health & Medication
| What you need to do | Description | Web | App |
|---|---|---|---|
| Request Medication Administration | Ask the service to give your child medication | Web Guide | App Guide |
| Authorise Medication Given | Approve medication already administered | - | App Guide |
Multi Centre Access
| What you need to do | Description | Web | App |
|---|---|---|---|
| Access Multiple Centres | Switch between centres/organisations with one login | Web Guide | App Guide |
| Link Login to New Organisation | Connect your existing account to another org | Web Guide | - |
COOSC Forms
| Form | Description | |
|---|---|---|
| Extra-Curricular Activity Authorisation | Authorise your child to participate in extra-curricular activities | Open Form |
| Medication Authorisation | Authorise the service to administer medication to your child | Open Form |
| Under 18 Sign In/Out Authorisation | Authorise a person under 18 to sign your child in or out | Open Form |
| Walk Home Authorisation | Authorise your child to walk home from the service | Open Form |
| Medical Risk Minimisation & Communication Plan | Medical risk management and communication plan for your child | PDF Form |
| Permission to Share Information | Consent to share your child's personal information | PDF Form |
| Inclusion Support | Permission form for inclusion support services | PDF Form |
For more help contact us at clovellyoosc@gmail.com or 0421 809 209