After a Child Care Contract has been created, either from the Community Portal or the Admin Portal, you can make changes to that contract. Users only have access to request changes to their child's schedule, register for drop-in days, or register for non-school days.
All other changes must be made from the Admin Portal by a user with appropriate permissions. Some contract changes may be restricted after invoices or attendance records have been created. Available options depend on the contract, program settings, and admin permissions.
Account owners are not automatically notified of approved contract changes made from the Admin Portal. Depending on your program's System Preferences, account owners may receive emailed revised invoices after invoice revisions are created. Make sure to communicate schedule, site, or other contract changes directly to the account owner as needed.
Modifying a Child Care Contract
To modify a child care contract from the Admin Portal:
If part of the schedule has been invoiced or has attendance recorded, some contract details may be restricted. Available options depend on your program settings, admin permissions, and whether attendance has been recorded.
The Program cannot be changed for an existing contract. Site changes, when allowed, apply to the entire contract and cannot be split by Schedule Part.
- Select Child Care > Contracts.
- Search for and select the desired Contract.
- Click View.
If you select multiple items from a List View and click View, each item selected will be opened in a new tab in your browser.
Modern web browsers block the ability to open more than one new tab at a time. If you frequently open more than one item on a List View, we recommended adding a site-specific entry in your browser for your Arux domain (Example: school.arux.app) to allow pop-ups.
See the instructions to allow pop-ups and tabs for a specific site for your browser type: Chrome, Safari, Firefox, Edge, or Opera.
The Child Care Contract page is displayed.
- Click Modify.
The Edit Child Care Contract page is displayed.
If the contract has been invoiced and your program allows invoiced contract changes, a banner may appear at the top of the Edit Child Care Contract page. The banner includes an option to Unlock Invoiced Dates.
You can ignore the banner if you are not changing invoiced schedule dates, discount schedules, or the contract site. To make changes to locked invoiced details, see Changing Invoiced Contract Dates or Sites below.
- Review the current contract details before making changes. Depending on the contract and Schedule Type, changes may apply to the full contract or to the full date range shown for a Schedule Part.
- Make any necessary changes to the schedule, rates, discounts, enrollment questions, or agreements.
Depending on the Schedule Type, schedule changes can be made directly from the schedule or by using Schedule Parts to update the schedule over time. See Modifying a Child Care Schedule below.
- See Creating Child Care Contracts for details on available options.
- If the contract has acknowledged an Agreement that requires a Digital Signature, do not uncheck the Agreement.
- Click Save.
The contract is updated and the Contracts List View is displayed.
Changing Invoiced Contract Dates or Sites
Some Child Care programs allow admins with the required permissions to make changes to invoiced contract dates or sites without first removing invoices.
This option is enabled from the System Preferences for the Child Care Program.
When this option is enabled, a banner is displayed at the top of the Edit Child Care Contract page if the contract has been invoiced. The banner explains that invoiced schedule dates, discount schedules, and the contract site are locked.
To change locked invoiced details:
- Open the desired Child Care Contract View Page (Child Care > Contracts > View).
- Click Modify.
- Review the current schedule dates, selected schedule options, discount schedules, and contract site before making changes.
- Click Unlock Invoiced Dates.
The Contract is unlocked and the banner updates.
Unlocking invoiced dates allows eligible admins to save changes that affect invoiced dates. It does not change how schedule edits are applied.
Changes made to a Schedule Part apply to the full date range shown for that Schedule Part. If a change should apply to only part of the contract, update the end date of the existing Schedule Part and add a new Schedule Part (Add Schedule Part) for the new schedule before saving.
Changing scheduled days for part of a Consistent Schedule contract
A child has a Consistent Schedule from September 1 through December 31 and attends Monday, Wednesday, and Friday.
If you remove Wednesday from the existing Schedule Part, Wednesday is removed for the full September 1 through December 31 date range.
If the child should stop attending on Wednesdays beginning in November, do not remove Wednesday from the existing Schedule Part. Instead:
- Update the existing Schedule Part so the Last Date of Schedule is the last scheduled date before the change begins.
- Click Add Schedule Part.
- Enter the new First Date of Schedule and Last Date of Schedule.
- Select the updated scheduled days without Wednesday.
- Review the contract changes.
- Make the necessary changes to the contract site, days, dates, weeks, discounts, enrollment questions, or agreements.
- Review the full impact of your changes before saving.
- Click Save.
When the contract is saved, Arux reissues affected invoices as new revisions. Previous invoices remain available for reference and auditing. Account balances and payment allocations are recalculated. While invoice revisions are being rebuilt, some account and contract actions may be unavailable.
Depending on your program settings, account owners may receive emailed revised invoices after invoice revisions are created. Make sure to communicate schedule, site, or other contract changes directly to the account owner as needed.
- Unlocking invoiced dates does not remove restrictions caused by recorded attendance. Dates with recorded attendance may still be restricted.
- Site changes apply to the entire contract. A single contract cannot be split between multiple sites. If the contract site is changed, the change applies to the full contract, not only to newly added Schedule Parts.
- If no other sites are available for the contract’s program, the Child Care Site option remains disabled.
Modifying a Child Care Schedule
The options available for modifying a child care schedule depend on the Schedule Type selected for the contract.
Before making schedule changes, review the current schedule details carefully. Depending on the Schedule Type, changes may apply to selected dates, selected weeks, or the full date range shown for a Schedule Part.
For contracts that have already been invoiced, available options may also depend on your program settings and admin permissions. Unlocking invoiced dates allows eligible admins to save changes that affect invoiced dates, but it does not change how schedule edits are applied.
The sections below explain how schedule changes work for each Schedule Type.
If the contract has been invoiced, you may need to unlock invoiced dates before changing selected dates, weeks, or days. Review all schedule changes before saving, as saved changes may reissue affected invoices and recalculate account balances.
Pick Your Days
For Pick Your Days schedules, selected care dates are displayed on the Edit Child Care Contract page.
To update the schedule, select or deselect the desired dates, then click Save.
Pick Your Weeks
For Pick Your Weeks schedules, selected weeks and days are displayed on the Edit Child Care Contract page.
To update the schedule, select or deselect the desired weeks or days, then click Save.
Consistent Schedule and Schedule Parts
Consistent Schedules are updated by modifying or adding Schedule Parts.
A Schedule Part controls the schedule for the full date range shown in the First Date of Schedule and Last Date of Schedule fields. Changes made to the selected days or schedule details apply to that entire date range.
If a schedule change should apply only to part of the contract, do not change the selected days on the existing Schedule Part directly. Instead, update the existing Schedule Part so it ends before the new schedule should begin, then add a new Schedule Part for the updated schedule.
Before making changes, note the current First Date of Schedule, Last Date of Schedule, and selected scheduled days.
When modifying a Consistent Schedule:
- Select Child Care > Contracts.
- Search for and select the desired Consistent Schedule Contract.
- Click Modify.
The Edit Child Care Contract page is displayed.
If the dates you are changing have already been invoiced, you may need to unlock invoiced dates before saving schedule changes.
- Unlocking invoiced dates does not change how Schedule Parts work. Changes made to a Schedule Part still apply to the full date range shown for that Schedule Part.
- Review the current First Date of Schedule, Last Date of Schedule, and selected scheduled days.
- Determine whether the change should apply to the full Schedule Part date range or only part of the contract.
- If the change should apply to the full date range shown for the Schedule Part: Update the selected days, rates, or schedule details as needed. Then continue to Step 8.
- If the change should apply only to part of the contract:
- Modify the Last Date of Schedule for the current Schedule Part so it ends before the new schedule should begin.
- Click Add Schedule Part.
- Enter the First Date of Schedule as the first date for the new schedule.
- Enter the Last Date of Schedule.
- Configure the updated schedule details for the new Schedule Part.
- Review the full schedule before saving.
- Click Save.
The contract retains the previous schedule details before the new Schedule Part begins and applies the updated schedule beginning with the new Schedule Part.