The enrolment process in Discover begins with enquiries and ends with formal enrolment. These steps are completed in different areas of the program which are detailed below.

The flow of Enquiry through to Enrolment is as follows:

1. Parent/Guardian or Administrator completes an Enquiry form* or Enrolment Form.
2. Administrators communicate Tours and Waitlist information/status via the Marketing tab.
3. Child is moved to the Waitlist.
4. Centre assesses availability for the child.
5. Parents/Guardians complete the Enrolment form (if starting from an Enquiry).
6. Child is moved to a full enrolment when space becomes available.

* The Enquiry process is optional and does not need to completed for the child to be placed on the Waitlist or Enrolled.

TABLE OF CONTENTS

• Step 1: Enquiries (optional) 
  • Online Enquiry Form
  • Locating Child Enquiries
• Step 2: Waitlisting Children
  • Method 1: Moving a Child from an Enquiry > Waitlist
  • Method 2: Sending the Enrolment Form
• Step 3: Managing the Waitlist
  • Viewing Your Waitlist
  • Managing your Waitlist
  • Assessing Availability
  • Management Statistics
• Step 4: Confirmation
  • Creating a New Enrolment

Step 1: Enquiries (optional) 

Online Enquiry Form

To locate your online enquiry form navigate to Centre Set Up > Set Up Widget > Enquire at this Centre.

Copy the links found here into any communications you send to family regarding the completion of the online form. 
Alternatively, you can house this link on your website for families to locate and complete independently.
This link can also be used by Administrators completing Enquiries on behalf of families for Walk-Ins.

This is a sample of what your Online Enquiry Form might look like

Locating Child Enquiries

When a parent/guardian completes the Online Enquiry, a notification will appear on the Dashboard under 'Enquiries needing Followup', and further information can be found under Enquiries > Child Enquiries.

The following Enquiry screen fields are both reflected on the field “Days Wanted” within Discover Enquiries screen:

• "Up to how many days childcare do you need?"
• "Do you require specific days? If so enter them here"

If both fields have values entered, “Do you require specific days? If so enter them here” takes over.

Step 2: Waitlisting Children

There are two ways in which a Child can be moved to a Waitlist status:

1. Administrators can manually change the child's status following an Enquiry.
2. Families can complete an online Enrolment Form.

Method 1: Moving a Child from an Enquiry > Waitlist

In the Child Enquiries screen, click the arrow next to the relevant child's name to move them to a waitlisted status.

From here, the child's information will be accessible via the Children menu, by selecting the 'Waitlist' checkbox at the top of the screen.

The family can be communicated with via the Marketing tab to assist you through the enquiries to enrolment process.
Please see our article here for more information.

Method 2: Sending the Enrolment Form

If you would prefer not to include the Enquiries process at your centre, the Enrolment Form can be completed by the parent/guardian without the need to complete an Enquiry form first.

Once a space has become available (see the Transition module in Step 2), 

To locate your online enrolment form navigate to Centre Set Up > Set Up Widget > Enrol at this Centre. 

Copy the link found here into any communications you send to family regarding the completion of the online form. Alternatively, you can house this link on your website for families to locate and complete independently.

Once a parent/guardian completes the Enrolment form, Discover will move the child to a "Waitlist" status.

For further information on the Enrolment Form, please see our article here.

Step 3: Managing the Waitlist

Viewing Your Waitlist

When a family completes the Enrolment Form online, their child will take a waitlist status (the child will not automatically be enrolled). The waitlisted entry can be moved into an actual enrolment from the Child > Enrolment tab when a place becomes available at your centre.

There are several options for viewing your waitlist:

• Reports > Children Reports > Child Waitlist.
• Transition > Reports > Child Waitlist.
• Children > Waitlist checkbox

Managing your Waitlist

Automatic waitlist confirmation emails can be set up to assist your centre in maintaining an accurate and up-to-date Waitlist.

Navigate to Centre Settings > Centre Details tab > scroll to Waitlist Settings.

Next to Waitlist Confirmation Weeks, specify how often you would like prospective families to be sent an email in which they can either confirm they wish to stay on the waitlist, or remove themselves. 

When the parent/guardian clicks to confirm they would like to stay on the Waitlist, Discover adds the most recent date when the reminder was sent. It will show in the Waitlist Confirmation Date field in the Waitlist report.

If the parent/guardian elects to be removed, they will be removed from the Waitlist immediately and the centre will be notified via email. The child will be returned to an Enquiry status with a sub-status of Not Interested, so they will not appear in searches but will still be recorded in the enquiry statistics.

To manually update this information, navigate to the child profile > Marketing tab > Set Status to Not Interested > Save. Here, any waitlisted enrolments can be deleted via the Enrolment tab.

Assessing Availability

Children can be placed on the Waitlist in cases where there may not yet be availability on their preferred days.

In order to assess availability and occupancy, navigate to Reports > Children Reports > Child Waitlist. This will display a list of children on the Waitlist, and the date they moved to this status.

In a separate tab, open the Transition menu. 

Using the Transition feature will allow you to asses availability, and referencing the Child Waitlist report will assist in prioritising those children who joined the waitlist first.

For more information on using the Transition tab to asses availability, please see our support article here.

Alternatively, the Child Places Report can be found in Reports > Children Reports.
This report provides a pictorial view of bookings against your max capacity. Drag the mouse across the graph to drill in deeper to see the numbers. 

The red line shows the maximum number of under 2 places and the pink bars show how close to maximum you are. 
The blue line shows the maximum places overall, with the blue bars showing how close to maximum capacity you are.

Management Statistics

Administrators can review the figured for new enquiries, waitlisted children, tours, enrolments, and children leaving in Management > Centre Management.
This will populate for the current week dates. Use the forward/backward buttons in the top right corner to view previous/future weeks.

Step 4: Confirmation

If the family has followed the Enquiry process and has not yet completed an Enrolment form, this can be sent at this stage following the guide outlined in Step 2, Method 2 above.

The marketing tab can be used to communicate a place offer to a family once a spot has become available.

Creating a New Enrolment

1. Navigate to Children > select the 'Waitlist' filter > Select the Child.
2. Click on the Enrolment Tab.
3. Click on the existing Enrolment entry (with a Wait Listed status).
4. Change the Status to 'Accepted'.
5. Make any Adjustments to the schedule if necessary.
6. Click 'Save'.

For more information on creating Enrolments/Booking patterns, please see our article here