Homebased: Child Enrolment/Bookings

Creating a New Enrolment 

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

For children without existing enrolments:

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

1. Navigate to Children in the left-side menu.

2. Select the Enrolments tab

3. Select the Create Enrolment button to create the child's booking.

4. Input their enrolment detail (As outlined in further detail below)

5. Press 'Save'.

• Effective From: Start Date and reoccurrence 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 (Inline with your service's re enrolment procedures)

• Enrolment Type: Select 'Normal', 'Casual' 'Unfunded' etc as needed.
  

• Discount Type: If this enrolment is entitled to a centre discount (sibling discount, staff member discount as examples) admins can apply this here.

• Contract Type: Select from dropdown, if applicable.

• Status: This determines the child's status (Accepted or Waitlisted).

• Comment: Any comments you would like to include on this enrolment (you may reference the staff member name if you are including a team member discount for future reference, as an example).

• Default Sessions: If your service has preset a booking pattern in the system, you may allocate this to the child if they meet the age/room requirements. 

• Schedule Table: Administrators can custom create the enrolment schedule by including the session start and end time, Enrolment Type, Room and Fee*. Note that ECE hours are automatically assigned to maximise funding, but can be adjusted using the pencil edit button.

• Enrolment Fee: Clicking the + button will allow you to select a on-off or ongoing fee to be charged to the family. Educator adjustments can also be selected by scrolling down the pop-up box.

• Discount (%): A customised, weekly discount amount can be entered in this section. Typing in a percentage value will show the dollar value, and entering a dollar value will show the percentage discount.

• Educator Payment Details: Based on the information inputted above, daily Educator payments can be viewed by clicking the + button.

• Bill Payer: Based on the contacts listed on this child's profile, you can determine the bill payer/s for this enrolment, the percentage they will be responsible for or the ongoing monetary amount. You may enter more than one bill payer if you would like to split the fees.

Please note: Administrators can make any required changes to the enrolment, including updating the start/end date at any time. If the Discount or schedule of an active enrolment is changed, 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.

*If, when creating the schedule, the Educator or Fee fields are greyed out and un able to be edited, this means the prefilled information is the only option available for this child with regards to their age.

Adjusting an Existing Enrolment

Adjusting existing enrolments is also performed via the Enrolments tab. Depending on how the enrolment will be adjusted, certain buttons will need to be used.

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. Change Enrolled Educator: This will open a box to select a start date and an Educator. The enrolment will remain the same as the booking directly preceding the date of the Educator change.

Waitlist Enrolments

When currently enrolled children want to book an extra day but your Educators are unable 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.

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