There are two different workflows for Kangarootime's Online Enrolment feature, the enquiry flow and the program flow. Each flow gives centres different levels of automation in the Lead to Booking process.

This article walks through the required steps for setting up each workflow, as well as performance expectations for each workflow.

TABLE OF CONTENTS

The Enquiry Workflow - How it Works

Step 1: The enquiry workflow begins with a parent enquiry. Using a link generated in Kangarootime, a parent shares their child's DOB, care type needs, and dates for their child’s desired enrolment.

Step 2: When an enquiry is received, this enquiry lands on a Waitlist, where centres can filter through requests and place children in classes dependent on availability. From there, centre staff will send an enrolment offer to the parent's email. When an offer is sent, the enrolment form moves to the Offered tab of the Lead Management screen within the Enrolment section.

Step 3: Once parents receive an automated email with an enrolment offer, they are prompted to accept their offer and complete any additional application requirements the centre has (including the centre's custom enrolment form).  

Step 4: When the offer has been accepted by the parent, the centre will see the enrolment form in the accepted tab of the Lead Management screen. The enrolment application then moves to the Completed tab of the Lead Management screen after the enrolment form is completed by the parent, and an account and enrolment contract will be created for the family.

 

Setting up the Enquiry Workflow 

Please contact [email protected] if you do not have the Enrolment Settings button.

  1. Select Enrolment
  2. Select Settings
  3. Select Offer Settings
  4. Choose the application flow type Inquire>Offer>Enrolment
  5. Set the number of days until an offer expires
    • (e.g. if a parent does not accept their offer from you within 3 days, they will lose their place and must re-start their application)
  6. Select the Web Links tab within Enrolment Settings
  7. Select Create to generate a link to be used for your centre(s). This will be used by new families when starting the enrolment process at your centre.

Please follow this article to get started with creating a custom enrolment form & questions.

 

The Program Workflow - How it Works

Step 1: The program workflow involves parents choosing their program(s) for their child(ren). After inputting their name and children's information, they are brought to a list of programs to select from.

Programs have set start and end dates, unless the start date is in the past, in which case parents will choose their own start date. They will be able to see a program description, the number of available places, and application fee (where applicable). They can choose which date(s) they enrol depending on the program set up.

Step 2: When finished selecting program(s), parents will pay an application fee (if applicable), and then move on to the next part of their application. This encompasses any system questions or custom questions (created by the centre in Kangarootime) that have been added to a custom enrolment form created by the centre. After completing all required questions and submitting their application, parents will receive an email notifying them that their application is pending.

Step 3: The centre will find that application on the Application Pending list within the Enrolment > Lead Management tab. Centres can choose to approve an application or mark the application as lost, depending on the situation. If a parent has chosen to enter the waitlist where there is no current capacity in the class, they will be added to the Waitlist within the Enrolment > Lead Management tab, and will not be charged an application fee (where applicable).

Step 4: When an application has been approved by the centre, an account is created for the family, with a contract that reflects their program selection & dates. The parent will receive an email confirming their enrolment, with a copy of their enrolment form attached. A copy of the enrolment form is also saved on the family's account within the Documents tab.

 

Setting up the Program Workflow

  1. Select Enrolment
  2. Select Settings
  3. Select Offer Settings 
  4. Choose the application flow type Inquire>Program>Enrolment>Approval & Save
  5. Set the number of days until an offer expires
    • (e.g. if a parent does not move past program selection to the additional enrolment questions within 3 days, they will lose their place and must re-start their application)
  6. Select Create to generate a link to be used for your centre(s). This will be used by new families when starting the enrolment process at your centre
  7. Select Programs from the Kangarootime navigation bar
  8. Select Create Program
    • When open for enrolment = Yes, these programs will display for parents to choose from.
    • Each program will be linked to one class and one fee, so that when a parent makes a selection, their child's contract is set up to place them in a class and charge them a set fee.
    • Program dates will determine the dates on the child's contract. Once the start date passes, parents will choose their own start date
    • Application fees can be set here. They can be set to charge the family per place (per child) or per application (per family).
  9. Make sure to hit Save on all programs once they are created. They will be tied to the link you've created for parent enrolment.

Please email [email protected] with any questions.