Before you start:
Link to your online enquiry form – you can find this under
Menu > Settings > Edit Centre > Kiosk and Form Settings tab > Enquiry Message section.
Ensure that you have an acknowledgement message set up for your new enquiries. This could be thanking the prospective parents for their message and you could also send them the information pack or your fee schedule and policies.
To set up this message:
Menu > Settings > Edit Centre > Email Templates tab > Enquiry Message section
Save the info.
Use the Enquiry or the Enrolment form link
- To publish on your website (simply embed the link onto the pages)
- To email them out to new parents.
Once filled in, all new enquiries get saved under Menu > List View > New Enrolment Enquiries table
The status for all new enquiries is set to “New enquiry”
To work with an enquiry, double click on the record
There are 3 options
- Send Enrolment form
- Send No Vacancy Email
- Mark Waiting
New Enquiry to Enrolment
Before you start:
Ensure that you have an appropriate message set up for your digital enrolment form. This could be thanking the prospective parents for their message and you could also send them the information pack or your fee schedule and policies.
To set up this message:
Menu > Settings > Edit Centre > Email Template tab > Send enrolment Form template
You can edit the message as required.
Save this info.
Select one of your enquiries from the New Enrolment Enquiries table and simply click on Send Enrolment Form button.
This will email the link of your digital enrolment form to the enquiry sender’s email.
- The Enquiry status will now change to Emailed – Enrolment form
The Parents fill out the enrolment form with all required info within each tab.
Once they fill in the enrolment form, they will receive an auto-generated email.
You may want to customise this message further –
Menu > Settings > Edit Centre > Email Template tab > Full Enrolment Message template
Last step to completing the enrolment:
Once the enrolment form is received, the enquiry status changes to Ready To Enrol and it will have 2 action tabs on top
- Select Enrol now > Save and continue.
- Selecting Resend enrolment form will resend the same enrolment form if the parent somehow missed it from the centre in the first instance.
Clicking on Enrol Now button will automatically save the enquiry record as Waiting status under the Children table.
Enter all the mandatory fields if missing and
- Select status as Enrolled. This will activate NSN button at the top
- Select NSN search button to add child’s NSN number
The child is now fully ENROLLED
You can click on the PRINT ENROLMENT button to get the parent’s signature and save it with your records.
Important notes:
- While enrolling the child, if any of the contact information has any errors, you will be able to edit the contact info by clicking on the Contacts tab and correct any errors and proceed.
- While enrolling the child, a proper error message will be shown if there are any errors on the enrolment info entered by the parent. You will be able to correct the errors and proceed.
- If any required vaccination details are not filled in by the parent, the system clears out the details and allows you to proceed and enrol the child without showing any errors. You can always edit the details later.
For any unwanted enquiry records that you need to get rid of, please send the details to the support team and we will help you tidy them up.