Xap + BFS Children’s Services

Hi Families,

Welcome to Xap!

Everything You Need to Know This Week

✅ Download the Xap Smile App from your app store.

✅ Update your kiosk code and ensure all authorised nominees have their own kiosk codes.

✅ Check nominee permissions for pick-up and drop-off. As the guardian, it is your responsibility to ensure authorised nominees have the correct permissions selected in Xap so they can receive their own kiosk sign-in/sign-out codes.

✅ Add your payment details. Our first statements will be issued on Wednesday. To avoid any outstanding balance accruing, please ensure your payment details are entered by close of business Tuesday.

✅ Keep your child's information up to date. Please let us know if any details change.

✅ OOSH families: Casual and vacation care bookings can be made directly through the app.

We know starting something new can feel like a lot, but we’re here every step of the way. Once you’re logged in, take a few minutes to explore, it’s designed to be simple and intuitive, and most families find they get the hang of it very quickly.

If you have any questions at all, need help getting started or just want to talk it through, we’re always happy to help — just reach out.

Here’s to a smooth start and an even better experience ahead!

Action required: Is your child’s enrolment form in Xap incomplete?

This information is required to meet regulatory and compliance obligations.

Families who do not complete the form and direct debit details by this Friday 3 July risk their child’s attendance next week. 

Actions required are displayed on your XAP Dashboard, please log in to Xap Guardian App or Web Portal

Log in to my Xap

Thank you to those families who have taken the time to update Xap. We completely understand this is a process for everyone, but we are appreciative of your effort.

The move to Xap was not a change we intended or implemented lightly. Our previous system (Kangarootime) is being decommissioned and unfortunately this required us to transition to a new platform within a very limited timeframe.

Due to significant technical limitations with the outgoing system, we could not securely or reliably transfer all existing enrolment information across. We recognise that some information (such as emergency contacts) did transfer successfully. Unfortunately, only limited data fields could be reliably migrated, and more sensitive or complex information could not be transferred in a way that met compliance and safety standards.

Dear Families,

We’re one week away from launching Xap at all our services.

We know starting something new can feel like a lot, but we’re here every step of the way. Once you’re logged in, take a few minutes to explore, it’s designed to be simple and intuitive, and most families find they get the hang of it very quickly.

Xap will support both families, educators and our day-to-day digital operation of our service. It helps us manage bookings, accounts, attendances, Child Care Subsidy and Start Strong funding. Most importantly, the information you provide in Xap helps us know when your child is onsite, who is authorised to sign them in and out and how we can support their safety and wellbeing while they are in our care.

To help make launch day as smooth as possible, please take a few minutes this week to check your Xap account and complete any actions that apply to your family.

Xap Checklist for Families

• Guardian accounts must be activated by Friday 3 July.
• Families should use a web browser, not the app, when completing enrolment forms or mandatory fields. This will ensure all mandatory attachments are uploaded correctly by the deadline, Friday 3 July 2026.
• Review all nominee authorisations, especially for anyone who will drop off or pick up your child. Nominees will receive a personal Kiosk code attached to their mobile number.
• Payment details need to be added to support secure, automatic payments.
• The Xap Smile app should be downloaded by the Guardians to access and update all user details.

Kiosk codes and authorised pick up  

Every person who signs your child in or out will need a kiosk code linked to their mobile number. To receive a kiosk code, they must be listed as a nominee in your account and have the correct Drop off/Pick up permission selected.

Once the correct permissions are approved, a kiosk code will automatically be generated for that person. Kiosk codes can be changed at any time by the Guardians, so families may wish to set a code that is easy to remember.

If your child/children attend more than one service, please check and update nominee permissions for each service. This helps ensure permissions are accurate and appropriately set for each location.

Direct Debit Details

To avoid any disruption to billing or overdue fees, please add your direct debit details by Friday 3 July 2026.

Start Strong Fee Relief (Early Learning and Community Preschools ONLY)

Start Strong fee relief is currently applied in arrears in our current system, while on our new system Xap, it is applied to the current week. This means next week, it will appear as though you have received a double payment as you will receive a payment for the previous week (final week on Kangarootime) as well as for the current week.

If you need support with any of these steps, please contact our Client Engagement team.

We’re getting ready to transition our OOSH bookings to Xap. This change will take place on Monday 6 July, which is the first day of the school holidays.

Families are encouraged to continue booking through the Kangarootime app until this Thursday 2 July at 4.00pm. Bookings will close at this time so our team can prepare and migrate all bookings to Xap ready for Monday.

If you need to make or cancel a vacation care booking during this transition period, we require 24 hours’ written notice. Please email your Centre Director or phone between business hours on 4283 9900.

From Monday 6 July, bookings will be made through the Xap Smile app. Now is the perfect time to activate your Xap account and ensure your enrolment form is up to date before making future bookings.

Key dates

• Thursday 2 July, 4.00pm: Kangarootime bookings close.
• Friday 3 July: Client Engagement team prepares and migrates bookings to Xap.
• Monday 6 July: Xap Smile app goes live for OOSH school holiday bookings.

Dear Families,

By now, the primary account holder should have received an invitation from Xap to activate your child’s account.

We encountered some issues in the migration last week, however, all has been resolved and the final accounts were issued on Friday. We appreciate your patience, and we now have two weeks to go to input your children’s enrolment details.

A few important notes and responses to common questions:

• Please use a web browser to complete the enrolment form
  Please follow the prompts using a web browser (not the Xap Smile app). This ensures all mandatory fields and attachments are completed correctly.
• For families with children attending two BFS services
  All families should have received invitations for children (there was previously an issue affecting families that have multiple children). Please check the details on your account are correct.
• Already have a Xap account with another provider?
  If you use the same email address, you can easily switch between services. Simply use the dropdown menu in the top right-hand corner of your screen and select ‘Guardian Access’ to select the centre.
• Promoting a partner to Guardian status
  As mentioned above, only the parent or carer linked to Centrelink received Guardian status in the migration to Xap. You can very easily add a second account holder (Parent or Guardian) to your account. Simply follow the instruction in this Xap video.
• Haven’t received an email?
  If you haven’t received your invitation, please contact our Client Engagement team via email, and we’ll be happy to assist.

Thank you for your support as we continue to enhance our systems and improve your experience with BFS Children’s Services.

1. Activate your account
   Open your Xap activation email and click the “Create Your Password” button to set up your login. If you cannot find the email, please contact us and we will resend it.
2. Complete your family details
   Log in and review your child’s profile, emergency contacts and any required information. Check your dashboard for any ‘Action Required’ items.
3. Add your payment details
   Set up your direct debit details for secure, automatic payments. You can do this via the Families > Payment Account section in your Xap account.
   

Getting started in Xap

If you use the same email address, you can easily switch between services.

1. Log in to your Xap account
   Visit the Xap Guardian Web Portal or the app and sign in using your email and password.
2. Switch between services
   Click the dropdown menu in the top right-hand corner,  select ‘Guardian Access’. Choose the service you would like to view.
3. Confirm the switch
   The selected service name will appear in the top toolbar, confirming you have switched successfully.

Only the parent or carer linked to Centrelink received Guardian status in the migration to Xap.

You can very easily add a second account holder (Parent or Guardian) to your account.

Simply follow the instructions in this Xap video.

Please ensure your nominees have the correct permissions set up in Xap. For example, anyone who will be picking up or dropping off your child must be authorised, with the appropriate permission box ticked.

As we celebrate 45 years operating in the Illawarra, we are proud to announce that from July, Big Fat Smile will become BFS Children’s Services. 

BFS stands for Birth to Five and School‑aged Children’s Services, a name that clearly reflects the children we support across early learning and Outside of School Hours care (OOSH). 

Some service names are changing to better align with sector language and make things clearer for families and partners.

• BFS will now be included at the beginning of all service names 
• Long Day Care services, also commonly known as Community Preschools, will now be known as Early Learning services, e.g. BFS Bulli Early Learning or BFS Kiama Downs Early Learning
• Term-only preschools will continue to operate as Community Preschools, with the BFS included, e.g. BFS Robertson Community Preschool.
• We are moving away from the Fun Club vernacular and will now be known as OOSH (Outside of School Hours), e.g. BFS Fairy Meadow OOSH.         

Our visual identity will also be modernised to give us great flexibility. The rainbow has long been part of our visual identity, symbolising joy, diversity and inclusion. You may notice some subtle changes, but this hasn’t disappeared. You’ll still see familiar traits, just expressed with greater clarity and purpose.

A new name, the same commitment to children

While our name, brand and systems are evolving, the things that matter most are not. 

• The educators who care for your child remain the same 
• The locations and services your family knows and trusts remain the same 
• The quality of care, relationships and learning experiences remain the same.

Children’s safety, wellbeing and education continue to be at the centre of everything we do. 

Our organisation has supported children and families since 1981, first as Illawarra Children’s Services, then as Big Fat Smile. Each name reflected a moment in time. 

This change comes after careful reflection and meaningful consultation. As an organisation led by professionals, we sought feedback from our employees and stakeholders, and we listened closely.

What we heard was clear, our name needed to better reflect the full breadth of our services and the leadership role we play in childhood education and care. The current language no longer felt contemporary or true to the organisation we have become.

BFS Children’s Services honours our history while giving us a clearer, more confident identity for the future. 

Our current child care management system, Kangarootime, is being decommissioned by its parent company. After careful consideration, we’ve selected Xap, a well‑established industry leader in early education software. 

Xap supports: 

• Secure enrolments and attendance 
• Clearer communication between services and families 
• Strong compliance with government and child safety requirements 

• From Monday 15 June 
  Families will begin receiving emails from Xap with step‑by‑step instructions to activate their account and securely transfer enrolment and payment information. 

• From Monday 6 July 
  We will officially begin operating in Xap, and you’ll start to see BFS Children’s Services appear across our communications, services and signage. 

Our new brand will be introduced gradually and thoughtfully to ensure a smooth transition. 

Today, you don't need to do anything.

However, when you receive an email from Xap next Monday 15 June please read and follow the prompts in the email carefully.

You will be asked to activate your account, so please follow the steps to confirm your child’s enrolment details. This may include providing necessary documentation. 

This will ensure there is no disruption to bookings, enrolments or payments. 

We’ve intentionally aligned the rebrand and the Xap integration so families experience one clear transition, rather than multiple separate updates. 

As we are also changing the naming convention of our services, a coordinated organisation wide approach was needed. 

We are proud of our history, confident in our future, and deeply committed to supporting your child’s learning and wellbeing. 

Thank you for your trust and for being part of BFS Children’s Services.