How to go from new enquiry to Online Enrolment for Home-based centres
An acknowledgement message should be configured/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 > Custom Email Templates tab > Enquiry Message section
New Enquiries received by the centre are automatically saved under:
Menu > List View > New Enrolment Enquiries
- Enquiry Status: New Enquiry
- New Enquiry Status have 3 option Tabs:
- Send Enrolment form
- Send No Vacancy Email
- Move to Waiting list
New Enquiry to Send Enrolment form:
Select Send Enrolment Form: When you select Send Enrolment Form, it will send the online enrolment form link to the parent’s email address and you will receive a pop-up message on changing status.
The email sent to parent’s email address after selecting the Send Enrolment form button can be configured/edited under:
Menu > Settings > Edit Centre > Custom Email Templates > Send enrolment Form template section
You can edit the message as required.
After the online enrolment Form will be filled out and submitted, it will be sent to the Centre’s email address.
- The enrolment form has multiple tabs to be filled out mandatorily by parents.
Once Parents submitted the enrolment form they will receive auto-generated email.
This can be edited as desired.
Menu > Settings > Edit Centre > Custom Email Templates > Full Enrolment Message template
Process of Enrolment:
Once enrolment form is received, the enquiry status changes to Ready To Enrol and it will have 2 actions:
- Enrol now – to proceed with the child enrolment. Select Enrol now > Save and continue.
- Selecting Resend enrolment form will resend the same enrolment form if needed.
Once you select the Enrol Now button, the child’s record will automatically be saved on Waiting status under List View > Children.
- Select the child record by double-clicking on it to access the record.
2. Update all the required details accordingly. Enter the Proof of Identity from drop down as submitted by parent. Select status as Enrolled – this will update the tabs of the child’s records. Select NSN search to search child’s NSN number, and select record.
OR You can also select NSN Update to update the NSN number if the parent has given already. Check all details and document submitted > Save. Then click the Update button at the top right to save all changes to the child’s records.
3. Make sure to assign a Home-based educator as well. This is a required field. Select from the dropdown and update child’s records.
The child is now enrolled. All the information will be displayed on the Preview box found at the right side of page and is accessible on all of the tabs. Here you can also access and click the Print Enrolment button to print/download the enrolment form and have it signed by the parents.
Links to your online enquiry form and online enrolment form can be found under:
Menu > Settings > Edit Centre > Enquiry & Enrolment
