Help Articles

Help Articles2017-12-20T11:04:14+00:00

EnrolNow Help Articles and Videos

Search our documentation, and watch our videos to find answers

Global EnrolNow Functions

Current Year Functions

Upcoming Period (Planning) Functions

Families can add a new child to the waitlist of EnrolNow by going to your website and clicking on the link to “Enrol Now”. However you can also easily add a new or existing family to the EnrolNow system. Watch this video to find out how.

EnrolNow allocates children to the correct room based on their date of birth and the minimum / maximum ages that you set up for each room. There will be times when you want to override this allocation for a specific child. Watch this video to see how.

Filling a vacancy is easy with EnrolNow. Any vacancies are automatically matched to the next child on the waitlist with consideration of that child’s care requirements as well as your centre specific priority rules. Watch this video to find out how.

Whenever a child departs from your centre (either for a given day or completly) it is important that you update EnrolNow to reflect this. By updating EnrolNow a vacancy will be created allowing for the next waitlisted child to be recommended to fill that position. To learn more watch this short video.

To learn how to swap an attending child from one day to another please watch this short video.

EnrolNow is an effective way to keep track of all requests from existing families for additional days or day swaps. In this short video we will show you how to record an internal waitlist, ensuring existing families are prioritised for any available spots.

A validated waitlist ensures that families on your waitlist are engaged and have confidence that you will contact them when a space is available. It also ensures you are always up to date with a families care requirements.

To learn how to sent a waitlist validation email to your waitlist in a few easy steps, watch this short video.

Make allocations for next year with a few button clicks. Watch this video to learn more about how the allocation process works.

EnrolNow supports the bulk collection of children’s preferences for the upcoming period by emailing parents and providing easy links for them to let you know if the child (1) requires the same days of care next year as in the current year (2) have different care requirements (and what they are), or (3) will not be returning.

Of course, sometimes you will want to update a child’s care requirements on behalf of the family. To learn how, watch this video.

There will be times that you need to make a change to the allocations that you have made for a child after you have notified the family of their allocation. Watch this video to learn more about making changes to ‘locked’ children’s allocations

Articles

Our Expert Team Talk about Waitlists, Data and Enrolments

No Jab, No Play – No Pain

Learn how you can automate the steps to ensure you have up to date immunisation records for all enrolled children at your service. Support the No Jab, No Play requirements at your service.

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I recently had to order a basketball uniform for my son, from the club’s website, it was the most drawn out process. It struck me that as parents we expect better, easier, more efficient ways to get things done.

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Add Child Example Scenarios

Scenario 1

Council sends late /  mid year allocation child to service. 

Add NEW child to system – use the “Add New Child” button. Adding a new child

Scenario 2

Register an existing child for a NEW program type or care period – use the “TY – Add or Change Application” or the “NY – Add or Change Application” button. Add or Change an Application

Scenario 3

CHANGE a child’s program type or care period – use the “TY – Add or Change Application” or the “NY – Add or Change Application” button. Add or Change and Application

Offer Process Example Scenarios

Scenario 1

Email family the Offer Acceptance Form email template:

Sending an email to one child at a time

Sending a bulk / mass email to less than 100 email addresses

Sending a bulk / mass email to more than 100 email addresses

Scenario 2

In the scenario where the Service is wanting to push through a late enrolment quickly, this step can be skipped (from a system process perspective).

Waitlist Example Scenarios

Scenario 1

Family submits Waitlist Application Form via link on Service’s website

Scenario 2

Add NEW child to system – use the “Add New Child” button. Adding a new child

Scenario 3

Register an existing child for a NEW program type or care period – use the “TY – Add or Change Application” or the “NY – Add or Change Application” button. Add or Change an Application

Scenario 4

CHANGE a child’s program type or care period – use the “TY – Add or Change Application” or the “NY – Add or Change Application” button. Add or Change and Application

Service Allocation Example Scenarios

Scenario 1

Allocate multiple children to your service using the Allocation Engine:

Allocation Engine Overview

Using the allocation engines to commit allocations

Program Preferences Example Scenarios

Scenario 1

Email family the Program Preference Form email template:

Sending an email to one child at a time

Sending a bulk / mass email to less than 100 email addresses

Sending a bulk / mass email to more than 100 email addresses

Scenario 2

Submit Program Preferences on behalf of the family – use the “TY – Submit Program Preference” or “NY – Submit Program Preference” buttons:

Add or Update a Child’s Preferences

Program Allocation Example Scenarios

Scenario 1

Allocate multiple children to programs using the Allocation Engine:

Allocation Engine Overview

Using the allocation engines to commit allocations

Scenario 2

Allocate an individual child to a program:

Manually allocate a child to a program

Scenario 3

Changing a child’s allocated program:

Changing a child’s allocated program

Enrolment Example Scenarios

Scenario 1

Email family the Enrolment Form email template:

Sending an email to one child at a time

Sending a bulk / mass email to less than 100 email addresses

Sending a bulk / mass email to more than 100 email addresses

Add Child Example Scenarios

Scenario 1

Council sends annual allocation list to service.

Forward allocation list to support@enrolnow.com.au for upload (allow 7 days)

Scenario 2

Council sends late /  mid year allocation child to service. 

Add NEW child to system – use the “Add New Child” button. Adding a new child

Scenario 3

Register an existing child for a NEW program type or care period – use the “TY – Add or Change Application” or the “NY – Add or Change Application” button. Add or Change an Application

Scenario 4

CHANGE a child’s program type or care period – use the “TY – Add or Change Application” or the “NY – Add or Change Application” button. Add or Change and Application

Offer Process Example Scenarios

Scenario 1

Council emails the family the offer and asks them to submit the Offer Acceptance Form. Upon accepting the offer, the child’s status will update to Offer Accepted and you will then be able to start engaging with the family directly.

Add Child Example Scenarios

Scenario 1

Council sends annual allocation list to service.

Forward allocation list to support@enrolnow.com.au for upload (allow 7 days)

Program Preferences Example Scenarios

Scenario 1

Family submits Council application form with service and program preferences. Child becomes visible in your EnrolNow system. You are not yet able to engage directly with the Family.

Service Allocated Example Scenarios

Scenario 1

Family submits Council application form and service preferences. Once the Council has allocated the child to your service, the child will become visible in your EnrolNow system. You are not yet able to engage directly with the Family.

Offer and Allocate Program Example Scenarios

Scenario 1

Email family the Offer and Allocate Form email template:

Sending an email to one child at a time

Sending a bulk / mass email to less than 100 email addresses

Sending a bulk / mass email to more than 100 email addresses

Scenario 2

Submit Form on behalf of the family – use the “TY – Allocate Program” or “NY – Allocate Program” quick action buttons on a child record. 

Offer Process Example Scenarios

Scenario 1

Email family the “Welcome to Kindergarten Offer and Program Allocation” email template:

Sending an email to one child at a time

Sending a bulk / mass email to less than 100 email addresses

Sending a bulk / mass email to more than 100 email addresses

Scenario 2

In the scenario where the Service is wanting to push through a late enrolment quickly, the service can use the Quick Action option on a child record to Allocate Program

Allocate Program Example Scenarios

Scenario 1

Allocate program for families – use the “TY – Allocate Program” or “NY – Allocate Program” quick action buttons on a child record. 

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