The Transition module can be used to help forecast availability, move children between rooms and record where the children are at in their transition from one room to another.

TABLE OF CONTENTS

• Transition Tab
  • Children on the Waitlist
  • Enrolled Children
  • Assessing Availability
  • Planning Ahead
  • Exiting Children
• Planned Transitions
  • Deleting a Planned Transition
  • Actioning a Planned Transition
• Weekly Transition
• Reports

Transition Tab

Children on the Waitlist

Children currently active on the centre waitlist will appear at the top of the Transition tab module. 

The colour code used in this section is detailed below with sort order displaying by age descending:

• 0-12 months
• 12-24 months
• 24-36 months
• 36-48 months 
• 48 months +

Additional information about the children, including their date of birth, age, requested days and profile picture (if uploaded) is visible in their widget.

Clicking on the child's name will direct you to their profile, and selecting 'Move to actual enrolment' will open the Enrolment tab.

If necessary, the date a child joined the waitlist can be viewed by clicking the Reports tab in the Transition module, and selecting Child Waitlist. If opened in a separate tab, the report and transition module can be used in conjunction to accurately assess availability.

To find out more about how to add and update children on the waitlist, please see our guide here.

Enrolled Children

Here you are able to see children who are currently enrolled and in which room at your centre. 

The default colour code used in this section is detailed below with sort order displaying by combining the readiness level and then by age descending:

• Not Ready/Not Assessed
• Nearly Ready
• Parent Accepted 
• Starting Visits 
• Transition Date Booked

The colours can be customised via Centre Settings > Transition tab.

1. Click the Level or 'Create New'.

2. Type a status in the Definition field.

3. Click the colour pane to select a colour for the level.

4. Click 'Save'.

Transition levels/statuses can be set for children via Children > Child profile > Child tab > Transition State.
In this section, a room, planned transition date and additional comments can be entered.

Assessing Availability

At the top of the Transition tab, a toggle can be clicked on and dragged left/right to move through upcoming dates.

As the days are scrolled through, children in the Waitlist and Enrolled areas will disappear and reappear with the days they are waitlisted or enrolled for.

Additionally, the Rooms displayed underneath 'Enrolled Children' will reflect the capacity of each day.

To view availability over a longer time period, click the calendar and graph icons located in the top right corner of each room.

Hovering underneath each date in the calendar will provide the occupancy numbers for that date, or mousing over each data point in the graph will provide the same information.

To accurately assess whether a room has an available permanent space, we recommend using the graph and/or calendar views to see whether the day/s remain consistent across time.

Planning Ahead

Administrators can plan tentative room transitions for currently enrolled children before committing to an updated enrolment.

1. Using the slider tool at the top of the transition tab, view the transition status colour of enrolled children over the coming weeks.
2. For any children due to transition, determine the days they are currently enrolled for in their widget, plus their age.
3. Assess which room the child should be moving to, based on the age range for that room, and the age of the child.
4. Click the graph and/or calendar at the top right of the relevant room to see whether there is ongoing capacity for the days the child is currently enrolled.
5. Use the slider tool to navigate to the first day with capacity for the child to move rooms.
6. Click the child's name, drag and drop their widget in to their new room.
7. Click 'Save Transition' at the top of the screen*.

*Once a transition has been saved, the child's widget will be highlighted in pale yellow to indicate the upcoming move to the new room.

Please note: Planning a transition via the Transition tab does not automatically change the child's enrolment, as this is primarily a forecasting tool.
Changing enrolments according to the plans created here can be actioned via the 'Planned Transitions' tab (see below).

Exiting Children

The Transition module can be used to indicate that the child is leaving the centre, and will trigger the Child Leaving automation in Discover. 
This can be done ahead of time by using the slider tool to navigate to the child's leaving date and clicking the small arrow to the right of their child's name, then clicking 'Save Transition'.

Watch the following video to get an overview of how the transition module works. 

Planned Transitions

Within this tab, planned transitions for children can viewed in a list format. 

Administrators will be able to see:

• Child Name
• Leaving Date (if applicable)
• Transition State
• Planned Transition Date
• Transition Room
• Transition Comments
• Child Age and Date of Birth

Deleting a Planned Transition

1. Click the bin icon next to the child's name.
2. Click 'Save Transition at the top right of the table.
3. Select 'Yes' in the pop-up window.

If you click the bin icon by mistake, click the circular arrows to reinstate the transition.

Actioning a Planned Transition

1. Select the relevant child/ren's names.
2. Click 'Change Enrolments'.
3. Select 'Yes' in the pop-up window.

Please note: Only the child's room will be adjusted in the enrolment. If any changes to fees or times are required, the enrolment will need to be updated manually via Children > Child Profile > Enrolment tab. For more information, please see our support article here.

Weekly Transition

Though no action or planning can take place in this space, the Weekly Transition tab provides a weekly view of enrolment, capacity and transition data at a glance. 

Use the dropdown to select the Room to be viewed, and click the Monday of the relevant Week.

The Occupancy chart and graph are also visible from this screen.

Reports

The Reports tab houses several reports that may be useful when planning Waitlists and Transitions.
Right clicking on any of these reports to open in a new tab can make switching between the Transition module and relevant report easier.

• Weekly Forecast: Future occupancy in a weekly view.
• Child Waitlist: Children listed in a waitlist status on their enrolment. Includes the date the child was placed on the Waitlist to assist with prioritising.
• Child Places: Overview of the number of places occupied based on the filters indiated when generating the report.
• Weekly Places: Lists children and their booked places in a weekly view.
• Starting or Leaving: Displays impending start or leave dates for children