Children: Child Enrolment

Creating a New Enrolment 

In Discover, you may need to create a new enrolment when the children's schedule change, when the fees change or a discount will be applied starting from a certain date onwards or for changes in room.

For children without existing enrolments:

Administrators will be able to set an enrolment for a child by:

1. Login to Discover
2. Navigate to to the Children tab
3. Select the Enquiry tab by ticking the box
4. Select the child name to be navigated to their Profile
5. Select the Enrolments tab
6. Select the Create Enrolment button to create the child enrolment
7. Input their enrolment detail (As outlined in further detail below)
8. Press save 

For children with existing enrolments:

1. Navigate to the Children tab
2. Tick the Current tab by ticking the box
3. Select the child name to go to their Profile
4. Select the Enrolments tab
5. Click on either of the following:
   • Change Enrolled Times button
   • Change Enrolled Times and Resume button
6. Input their enrolment details and press save

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.

Creating a New Enrolment

• Effective From: Start Date and reoccurrence information to be included
• Effective Until: Place an end date, this could align when the child turns 3years of age, projected to finish at the service or at the end of each calendar year (Inline 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 present a booking pattern in their system, they could auto allocate this to the child if they meet the age/room requirements. 
• Schedule: Administrators can custom create the enrolment schedule by including the session start and end time, Enrolment Type, Room and Fee
• Bill Payer: Based on the contacts listed on this child's profile, admins can determine the bill payer/s for this enrolment, the percentage they will be responsible for or the ongoing monetary amount.

Select save to implement this booking pattern. 

Please note: Administrators can make any required changes to the enrolment, including updating the start/end date at any time. If they Change 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.

Waitlist Enrolments

When currently enrolled children want to book an extra day but your centre does not have the capacity to accommodate the request, you will need to waitlist the children for the particular day days/times.

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

1. Click to add children to the Waitlist of the specific day; and,
2. Click it again to remove them

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 want 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
2. Select the Child's Profile
3. Navigate to the Enrolments tab
4. Select the enrolment period you would like to setup with multiple bookings
5. Once in the Enrolment Screen, click on the 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. 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 all the enrolments.

Once you have setup the repeating pattern, you can view them on the Enrolments tab in the form of the same superscript number next to the bill payer's name

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:

1. Navigate to Children tab
2. Select the Child's Profile 
3. Navigate to the Enrolments tab
4. Change enrolled times and resume
5. Fill the 'Effective From' date, using the date for the Monday when the first alternate week starts
6. Select 'Repeat every second week (Resuming Existing)' in the dropdown options
7. Fill the 'Effective Until' date using the latest date possible or select 'Until child turns 5' in the dropdown
8. Fill the schedule for the first alternate week
9. Click Save and you will be redirected back to the child's Enrolments tab
   
10. Select 'Change enrolled times and resume' again
11. Fill the 'Effective From' date using the date for the Monday of the second alternate week
12. Select 'Repeat every second week (Resuming Existing)' in the dropdown options
13. Fill the 'Effective Until' date using the latest date possible or select 'Until child turns 5' in the dropdown
14. Fill the schedule for the second alternate week
15. 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:

1. Navigate to Children
2. Select the child's Profile 
3. Select the Enrolments tab 
4. Select 'Change enrolled times and resume'
5. Fill the 'Effective From' date using the date for the Monday when the first schedule begins
6. Select 'Repeat every second fortnight (Resuming Existing)' in the dropdown options
7. Fill the 'Effective Until' date using the latest date possible or select 'Until child turns 5' in the dropdown
8. Fill the enrolment with the first schedule
9. Click Save and you will be redirected back to the child's Enrolments tab
   
10. Select 'Change enrolled times and resume' again
11. Fill the 'Effective From' date using the date for the Monday when the second schedule begins
12. Select 'Repeat every second fortnight (Resuming Existing)' in the dropdown options
13. Fill the 'Effective Until' date using the latest date possible or select Until child turns 5 in the dropdown
14. Fill the enrolment with the second schedule
15. 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:

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.

From the Enrolment tab on the child, there are four options:

1. Change enrolled times - from the Effective From and Effective To dates you enter - any existing bookings after your end date will be automatically canceled
   
   
2. Change enrolled times and resume - this 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.
   
   
3. Edit Week - This changes enrolments for one week. Use the arrows at the top right to choose a particular week, edit as needed and press save.  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
     
     
4. Changing rooms - This has no financial impact, just records that the child will change from room X to Y on the given date.

Ending Enrolments 

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

1. Navigate to Children
2. Select the Child's Profile 
3. Under Child tab, scroll to the Centre Details section
4. Under the Leaving Date field input the child's leaving date and leaving reason
5. The 'Leaving Reason' is a free form text box so you can either type a unique reason or select one you have used before.
6. 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.

Admins can build a report on this information by navigating to:

Reports > Children Reports > Forecasting & Planning > Starting or Leaving