TABLE OF CONTENTS

• First-time Enrolments
• Updating Enrolments
• Waitlist Enrolments
• Multiple Enrolments
• Alternating Enrolment Bookings 
  • Repeat every second week (Resuming Existing)
  • Repeat every second fortnight (Resuming Existing)
  • Repeat every alternate week
• Ending Enrolments 
• Attestation Forms

First-time Enrolments

The first time an enrolment is created for a child, there will only be one button (Create Enrolment) visible in the Enrolment screen. To create a new enrolment:

1. Navigate to to the Children tab > Select the Child.
2. Select the Enrolments tab.
3. Select the Create Enrolment button to create the child enrolment.
4. Input their enrolment detail (As outlined in further detail below).
5. Click 'Save'. 
6. Click the Page icon in the Enrolment screen to print the Attestation form.

• Effective From: Start Date of the enrolment and pattern (Weekly, Alternating etc) information to be included.
• Effective Until: Place an end date, this could align when the child turns 3 years of age, projected to finish at the service or at the end of each calendar year (in line with your centre's re enrolment procedures).
• Discount Type: If this enrolment is entitled to a centre discount (sibling discount, staff member discount as examples) admins can apply this here.
• Status: This determines the child's status (Accepted or Waitlisted)
• Comment: Any comments the administrator would like to include on this enrolment (they may reference the staff member name if they are including a team member discount for future reference, as an example)
• Default Sessions: If the centre has preset sessions (see Centre Settings), the booking pattern can be auto allocated this to the child if they meet the age/room requirements. 
• Schedule Table: The enrolment schedule can be customised by including the session start and end time, enrolment type, room and fee*.
  • From/To: Click on the field and type in the beginning and end times of the session.
  • Duration: This field will pre-fill after the From and To times have been entered.
  • Enrolment Type: Normal (funded), Casual, Unfunded or Not in Funding Ratio).
  • Room: Select the Room the child will be enrolled in.
  • Fee: Select the relevant fee for the session (different fees can be used on different days).
• Bill Payer: Select the contact responsible for the account. Multiple bill payers can be selected if families will be splitting the account. Indicate the percentage they will be responsible for or the ongoing monetary amount per week.

*If the Room and/or Fee fields are grey and unable to be edited, this indicates the information cannot be edited due to the child's age and/or the centre fee structure.

Please note: Changes to the enrolment, including updating the start/end date, can be made at any time. If changes are made to the discount or schedule of an active enrolment, this will back date to the enrolment start date. Please always end the current enrolment and create a new enrolment if you intend on adding a discount or additional days.

Updating Enrolments

We recommend changing enrolments from a Monday date. The enrolment panel will always show you a full week, e.g. what a normal full week will look like, even if you are changing the effective from date from the middle of the week's enrolment.

1. Navigate to to the Children tab > Select the Child.

2. Select the Enrolments tab and select one of the following options:

• Change enrolled times - this option updates the enrolment schedule permanently from the Effective From and Effective To dates entered. Any other existing bookings after the end date will be automatically cancelled.
  
  
• Change enrolled times and resume - this option changes the enrolment for a period of time. It will change the enrolment from the Effective From and Effective To dates and then resume any existing enrolment. Any existing bookings after your end date will remain.
  
  
• Edit Week - this option changes enrolments for one week. Use the arrows at the top right to choose a particular week. The existing enrolment will be automatically split into three enrolments:
  • The original enrolment will be shortened to finish on the previous week.
  • There will be a new enrolment created for this week with any modification.
  • The original enrolment will resume after the current weekends.
    
    
• Changing rooms - this option retains the enrolment schedule, only changing the room for the child from the date entered in the 'From' field onwards.

Please Note: If the 'Effective From and To' dates overlap with an existing enrolment, the enrolments affected will be updated and create a new split enrolment.

Waitlist Enrolments

When currently enrolled families would like their child to pick up an additional day, but the centre does not currently have the capacity to accommodate the request, a waitlist enrolment can be created for the child/ren for the particular day days/times.

This will appear as a 'W' on their enrolment tab in the Child Profile.

1. Navigate to the Child profile > Enrolment tab.
2. Select the current enrolment.
3. Add the additional day enrolment details in the schedule table.
4. Select the green 'W' icon next to the relevant days to indicate their 'Waitlist' status (the icon will fill with solid green to reflect the updated status).
5. Select 'Save'.

Once the day becomes available, follow the above steps to create a new enrolment schedule with the additional day/s.

Multiple Enrolments

Discover has an option to setup multiple bookings for a child on the same day.

This feature is disabled by default and is accessible via the Discover Support Team. 
Should you like the feature enabled, please send an email to Discover Support at: support@superioradmin.co.nz. 

Once the feature is enabled:

1. Navigate to Children tab > Select the Child's Profile
2. Navigate to the Enrolments tab.
3. Select 'Create Enrolment', 'Change enrolled times', 'Change enrolled times and resume' or 'Edit Week' as needed.
4. Once in the Enrolment Screen make adjustments to the schedule as needed. 
5. Click 'Add Extra Booking' button in the lower right hand corner of the screen.
6. If an extra booking is added by mistake, click on the Remove Extra Booking button.
   
7. Click Save

Alternating Enrolment Bookings 

Discover offers three options for creating repeat patterns for weekly enrolments: 

• Repeat every second week
• Repeat every second fortnight 
• Repeat every alternate week
  
  

When creating alternating enrolment bookings, the changes may not readily appear when you are redirected back in the Enrolments tab as the system will need time to create the new pattern.

Once the repeating pattern has been set up, the bookings will be visible on the Enrolments tab in order of the alternating pattern.

Repeat every second week (Resuming Existing)

This option is used for when a child has alternating weekly schedules

• week 1 - schedule 1
• week 2 - schedule 2
• week 3 - schedule 1
• week 4 - schedule 2

To set this schedule up for a child's enrolment, follow the steps below:

Setting up the First Alternate Week:

1. Navigate to Children > Select the Child's Profile.
2. Navigate to the Enrolments tab.
3. Select 'Change enrolled times and resume'.
4. Fill the 'Effective From' date, using the date for the Monday when the first alternate week will start.
5. Select 'Repeat every second week (Resuming Existing)' in the dropdown options.
6. Fill the 'Effective Until' date using the latest date possible or select 'Until child turns 5' in the dropdown.
7. Fill the schedule for the first alternate week.
8. Click Save and you will be redirected back to the child's Enrolments tab.
   
   Setting up the Second Alternate Week:
   
   
9. Select 'Change enrolled times and resume' again.
10. Fill the 'Effective From' date using the date for the Monday of the second alternate week.
11. Select 'Repeat every second week (Resuming Existing)' in the dropdown options.
12. Fill the 'Effective Until' date using the latest date possible or select 'Until child turns 5' in the dropdown.
13. Fill the schedule for the second alternate week.
14. Click Save and you will be redirected back to the child's Enrolments tab.

Repeat every second fortnight (Resuming Existing)

This option is used for when a child has a different schedule every fortnight

• Week 1 - Schedule 1
• Week 2 - Schedule 1
• Week 3 - Schedule 2
• Week 4 - Schedule 2
• Week 5 - Schedule 1
• Week 6 - Schedule 1
• Week 7 - Schedule 2
• Week 8 - Schedule 2

To set this schedule up for a child's enrolment, follow the steps below:

Setting up the First Alternate Fortnight

1. Navigate to Children > Select the Child's Profile. 
2. Select the Enrolments tab.
3. Select 'Change enrolled times and resume'.
4. Fill the 'Effective From' date using the date for the Monday when the first alternate fortnight begins.
5. Select 'Repeat every second fortnight (Resuming Existing)' in the dropdown options.
6. Fill the 'Effective Until' date using the latest date possible or select 'Until child turns 5' in the dropdown.
7. Fill the enrolment with the first alternate fortnight schedule.
8. Click Save and you will be redirected back to the child's Enrolments tab.
   
   Setting up the Second Alternate Fortnight
9. Select 'Change enrolled times and resume' again
10. Fill the 'Effective From' date using the date for the Monday when the second schedule begins.
11. Select 'Repeat every second fortnight (Resuming Existing)' in the dropdown options.
12. Fill the 'Effective Until' date using the latest date possible or select Until child turns 5 in the dropdown.
13. Fill the enrolment with the second schedule.
14. Click 'Save' and you will be redirected back to the child's Enrolments tab.

Repeat every alternate week

This option is used for when a child is only in the centre every other week

• Week 1 - Schedule 1
• Week 2 - No bookings
• Week 3 - Schedule 1
• Week 4 - No bookings

To set this schedule up for a child's enrolment, follow the steps below:

Ending Enrolments 

To set a leaving date for a child, follow the steps below:

1. Navigate to Children > Select the Child's Profile.
2. Under Child tab, scroll to the Centre Details section.
3. Under the Leaving Date field input the child's leaving date.
4. Select an option from the dropdown under 'Leaving Reason'.
5. Click Save.

• Discover will automatically update all records accordingly with the date given - including the Enrolments.
• Additionally, if the child's latest enrolment is updated to go past what is setup in the Leaving Date field, this field will automatically be updated to the date of the enrolment's last day.

Leaving date informaiton for all children can be found via Reports > Children Reports > Forecasting & Planning > Starting or Leaving.

Please note: Attestation forms must be completed for every change in enrolment, even if the adjustment is only temporary.