Children: Enquiries

Administrators will be able to manually create enquiries, which is particularly useful for those walk in enquiries. Alternately the enquiries form can be embedded onto the centre's website or the link can be sent via email to families.

To create, admins will navigate to Enquiries tab and select Add New Enquiry. 

Enter in the mandatory information required for enrolment, they are indicated in the red fields below.

Parent/Guardian Details:

• Preferred First Name
• Preferred Last Name
• Mobile Number
• Email Address
• Home Address

Child Details:

• First Name
• Last Name
• Birth Date
• Gender
• Parent/Guardian making enquiries relationship to child

The basic child and Parent/Guardian profiles will be built out in the Discover system. From within the Enquiries tab, administrators can navigate to the child profile and communicate enrolment information with the family, including sending an enrolment confirmation email once a place becomes available.

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

Child Enquiries

When the parent completes the Online Enquiry, the information can be found under Enquiries > Child Enquiries.

The values of the fields “Up to how many days childcare do you need?” and “Do you require specific days? If so enter them here” on the widget are both reflected on the field “Days Wanted” within Discover Enquiries screen. If both fields have values entered, “Do you require specific days? If so enter them here” takes over.

Marketing 

You can track the flow and status of Enquiries on the child's Marketing tab.  Normally enquiries go through several stages from a New enquiry to Accepting a place at your centre.  The stage can be changed from the marketing tab with the Enquiry Status field. 

The process below shows the steps you would typically walk the parent through to get to the decision whether they want to Accept or Decline to sign up with your centre.

New Enquiry > Contacted > Information Sent > Tour Scheduled > Tour Completed > Post Tour Follow Up > Accepted 

On Acceptance, they would then fill out an enrolment form, which you would have them Waitlisted before you have an available position to accept them.

Management 

You can review your new enquiries, new waitlisted children, tours, enrolments, and children leaving in Management > Centre Management. This will populate for the current week dates. You can navigate to future/past week by using the arrows in the top right hand corner. 

From the marketing tab, you can respond to parents via email or SMS (if you have configured SMS in your centre settings).  

1. Select an enquiry status and fill out tour date & time if known
2. Click send notification
3. Choose a person and template 
4. The templates show related to the enquiry status you have chosen
5. Optionally, edit the template and attach files
6. Click Send

The notification will be sent and appear in the Marketing Activity section below.

To edit the default templates, visit your list of templates in your centre settings, and edit as needed.

Children

You can also view these statuses under 'Children' by selecting Waiting and Enquiry in the filter checkboxes located along to top of the table.