Homebased: Enquiries and New Enrolments

There are several ways to enter new Child information in to Discover.
Families can complete an Enquiry or Enrolment form online, or complete a paper copy for you to enter in to the system.

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.

Admins can also enter Enquiry information on behalf of families who may call the Service, or those who may not have access to a computer by navigating to Enquiries > Child Enquiries > Create New.

Mandatory information required to complete an Enquiry includes:

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

Please note: It is not necessary for a family to complete an Enquiry form before the Enrolment form. If you would like to skip the Enquiry process, providing a family with the Enrolment form will place the child on a 'Waitlist' status.

Viewing and Actioning Enquiries

After the Enquiry form has been completed, the basic child and Parent/Guardian profiles will be built out in the Discover system, and an alert will appear on the Dashboard under the 'Enquiries Needing Followup' widget.

You will also be able to see the Child in the Enquiries tab.

Clicking the child's name in either of these locations will take you to the Marketing tab within their profile, where you will be able to send communication to the enquiring parent/guardian.

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 with one of the Educators.

The stage can be changed from the marketing tab with the Enquiry Status field.
This field contains the options below, in order of the usual process:

1. New Enquiry 
2. Contacted
3. Information Sent
4. Tour Scheduled
5. Tour Completed
6. Post Tour Follow Up
7. Place Offered
8. Accepted 

Please note: These do not need to be completed in order, or at all, to enrol a child, but this tab is useful for tracking the statuses of your enquiries.

Clicking on any of the Enquiry Statuses, then clicking "Send Notification" will bring up a text box for you to edit a pre-existing template to be sent via email to the enquiring Parent/Guardian. Whilst you have the option to edit the template about to be sent, you can permanently customise these via Centre Setup > Templates.

Assessing Availability

To assess availability amongst your Educators, navigate to Staff> Staff Map.
Select the 'Show Enquiries' check box, and all current Child Enquiries will be displayed on the map by a blue pin icon.
Educators and Coordinators are displayed on the map to assist you in matching a child.

Clicking on the Coordinator/Educator pin drops (indicated in red) will provide information on availability, current bookings/capacity etc, and allow you to open the Bookings report for the selected Educator to further assess ongoing availability.

Please note: Once a child has been moved to the waitlist, they will no longer appear as an Enquiry on the Staff Map.

Moving from Enquiry to Waitlist

If you would like to move your child from an Enquiry status to a Waitlist status, navigate to the Enquiries menu > Child Enquiries > Move to Waitlist.

Alternatively, if you have sent the online enrolment form to the family, once complete, the child will automatically be moved to a Waitlist status.
The enrolment form link is available via Centre Set Up > Set Up Widget > Enroll at this Centre.

Enrolment Form

When you are ready to offer a place to a child, the online enrolment form link can be found via Centre Set Up > Set Up Widget > Enroll at this Centre.

This link can be embedded on your website or sent directly to your Families via email.

Please note: A family does not need to have completed the Enquiry form before completing the Enrolment form.

Various sections of the online enrolment form can be updated to meet any centre specific requirements.

To make change, go to Centre Setup > Templates and search for the following key words. 

These are the primary templated sections we are able to change:

• Enrolment Form Service Policies
• Enrolment Form Declaration
• Enrolment Form Fee Details
• Enrolment Form Header
• Enrolment Form Holiday Break
• Enrolment Form Option Charges
• Enrolment Form Parent Declaration
• Enrolment Form Uploads
• CATEGORY (I) MEDICINES
• CATEGORY (III) MEDICINES

Please Note: The Privacy Statement that appears on the printed enrolment form requires further editing in order for your form to remain compliant per MOE requirements re enrolment agreements. In particular, if your service has optional charges, follow the rules outlined in section 6-3 of the handbook. The privacy statement is available to edit in the Templates section.

You can also add custom fields to your online enrolment form. Navigate to Centre Set Up > Centre Settings > Child Fields.

Here you can create custom fields for your families to fill in and provide information. There are two types of custom fields: 

• General Fields: Appear on the child details tab.
• Permission Fields: appear on both the child details tab and the enrolment form. These are yes/no format and are limited to 12 per form.

Enrolment Forms can be viewed and printed via the Child Profile > Child Details tab > Blank Enrolment Form (bottom of the page).
You can also print an Enrolment Agreement form from this location.