Managing enrollments can be challenging, especially when your center is in high demand. The Waitlist Tool simplifies the process, helping you keep track of children awaiting placement while ensuring no one is overlooked. With this tool, you can easily monitor waitlisted children, prioritize placements, and streamline your enrollment process. Let’s dive in and explore how to make the most of this powerful feature!
Availability
The Waitlist Tool is only available on the portal and cannot be accessed via the app.
📖 Table of Contents
Learn how to navigate to the Waitlist Tool to begin managing enrollment requests and tracking inquiries.
Understand what details are captured in a waitlist entry and how they are used in the enrollment process.
Learn how to filter and search for specific waitlist entries to efficiently track and manage enrollments.
Filtering Blocks (Understand the Meaning of Each Button) – Explanation of filtering options and their purposes.
How to Use Filters Effectively – Tips on refining searches using various filters.
How to Use the Search Bar – Find specific entries quickly using keywords and search terms.
Advanced Filtering Options – Use advanced filters to narrow down waitlist entries further.
Filter by Age Range – Search for entries based on the child’s age.
Filter by Status of Entries – Identify children based on their enrollment statues
Learn how to filter enrollments based on the assigned staff member, making it easier to track responsibilities and ensure every inquiry is managed efficiently.
Search by Enrollment Updated Activities – search and filter enrollments based on the latest updated activities to identify which enrollments have had recent interactions, modifications, or follow-ups.
Filter by Enrollment Creation Date – Sort waitlist entries by the date they were created.
Learn how to select the appropriate center location when managing waitlist entries across multiple sites.
Discover how to manually add children to the waitlist using the default registration form.
Learn how to generate and distribute the registration form to parents and guardians for online enrollment.
Gain a comprehensive understanding of how to track and organize enrollment records, monitor and update statuses, and manage inquiries activities effectively, and ensure every inquiry is properly tracked and addressed..
Overview of the Enrollment Detailed Information Page – Understand the layout and details available for each waitlist entry.
Enrollment Statuses and Their Meanings – Learn what each status represents and how it affects the enrollment process.
Keep enrollment records up to date by managing inquiries and tracking activities.
Managing and Editing Inquiry Details – Learn how to update and modify enrollment inquiries for better record-keeping.
Accessing, Reviewing, and Updating Enrollment Activities – Track and manage activity updates related to each enrollment entry.
Navigate the activity tracking section to monitor engagement and follow-ups.
Understand how to interpret recorded activities, ensuring you never miss important interactions.
Log new calls, meetings, emails, or notes to keep enrollment interactions up to date.
Discover how to view and update a child's personal and medical information stored in their waitlist profile.
Access and manage child contacts, including parents, guardians, and emergency contacts
Understand which roles have access to view, manage, and modify waitlist entries
Generate reports on waitlist entries to analyze enrollment trends and track inquiries.
Steps to Download the Waitlist – Step-by-step instructions for exporting waitlist data.
Information Provided in the Waitlist Report – Overview of the key data points captured in the report.
Three Main Tabs in the Waitlist Report:
1️⃣ Statistics About Waitlist Entries – View key metrics and trends in waitlist activity.
2️⃣ Booked Tours Information – Track scheduled tours and visits.
3️⃣ Inquiry Details – Review detailed inquiry records and their meaning for enrollment tracking.
How to Access the Waitlist Tool
To access the Waitlist Tool, follow the same steps as accessing the Room Planner, but select the Waitlist Tool instead:
Steps
Navigate to the Menu:
On the portal, locate the menu on the far-left side of the screen.
Go to Hub Operations:
Click on Hub Operations to access the tools section.
Select the Waitlist Tool:
Under the available tools, choose Waitlist Tool to begin managing enrollments.
Overview of the Waitlist Tool
The Waitlist Tool provides an organized and comprehensive list of children awaiting enrollment, along with key details to help you manage the process effectively. Here's a breakdown of the information included for each record in the waitlist:
Contact Details
Relation: Specifies the relationship of the contact to the child (e.g., Mother, Father, Aunt).
Example:
Contact: Sarah Johnson
Relation: Mother
Enrollment Status: Contacted
2. Child Details
Child's Name: The full name of the child.
Birthday and Age: Displays the child’s birthdate and their current age.
Example:
Child: Emma Johnson.
Birthday: March 15, 2019.
Age: 4 years old.
3. Creation Details
Created By: The name of the staff member who added the child to the waitlist.
Creation Date: The date when the waitlist record was created.
Source: Indicates how the parent discovered the daycare, such as through the website, word of mouth, or other channels.
Notes: Additional information recorded during the enrollment process, including parent preferences or specific requirements.
Example:
Created By: Farah- Company owner
Date: September 1, 2023
Source: Website
Notes: "Parent prefers morning sessions due to work schedule."
4. Assigned To
The staff member responsible for managing and overseeing this enrollment.
Example:
Assigned To: Sophia Davis.
5. Expected Start Date
The anticipated start date for the child’s enrollment.
Includes details about:
Program: The program or class the child is expected to join.
Expected Attending Days: The specific days the child is expected to attend.
Example:
Start Date: January 8, 2024.
Program: Preschool Program.
Days: Monday, Wednesday, Friday.
6. Last Activity
The most recent action taken for this enrollment record, such as a call, email, or meeting.
Example:
Last Activity: "Follow-up call made on November 15, 2023, to confirm interest."
Filtering the Waitlist
The Waitlist Tool offers powerful filtering options that allow you to organize and manage enrollment records efficiently. You can use the filter blocks at the top of the waitlist , the search bar or the filter funnel
Filter Blocks: An Overview
The filter blocks in the Waitlist Tool provide an easy and intuitive way to organize and view specific enrollment records. Positioned at the top of the waitlist, these filters allow you to focus on particular groups, such as new inquiries, scheduled tours, or confirmed enrollments. You can apply them individually or combine them for a more tailored view.
Available Filter Options
1. New
What It Does: Displays all newly added enrollments that have not been viewed or processed yet.
Example:
A parent submits an enrollment request through the website on November 10, 2023.
This record appears under the New filter until staff reviews it.
Insights: Use this filter to prioritize new inquiries and ensure prompt follow-ups.
2. Viewed
What It Does: Shows enrollments that have already been reviewed by staff but not moved to another status.
Example:
A staff member views an enrollment record but decides to follow up later.
The record remains in this filter for easy tracking.
Insights: Ideal for keeping track of reviewed but pending records.
3. Tour Booked
What It Does: Displays records where a tour has been scheduled for the parent and child.
Example:
A family books a tour for December 5, 2023, to visit the Preschool program.
This record appears in the Tour Booked filter until the tour is completed.
Insights: Monitor scheduled tours and ensure timely follow-ups after visits.
4. Waiting List
What It Does: Includes all children currently waiting for enrollment due to limited availability or other reasons.
Example:
A parent expresses interest in the Toddler program, but the room is currently full.
The child is added to the Waiting List filter until a spot becomes available.
Insights: Use this filter to manage and prioritize waitlisted children effectively.
5. Confirmed
What It Does: Displays enrollments where the parent has confirmed their interest and is awaiting further steps.
Example:
A parent confirms interest after a follow-up call and awaits the next steps for enrollment.
Insights: Keep track of confirmed families to ensure smooth transitions to the enrolled stage.
6. Contacted
What It Does: Shows records where the parent has been contacted, whether via call, email, or meeting.
Example:
A parent is called on November 15, 2023, to discuss program availability.
The record moves to the Contacted filter for tracking.
Insights: Helps ensure no communication records are overlooked.
7. Lost
What It Does: Displays records where the family has decided not to proceed with enrollment.
Example:
A parent opts out after learning about program fees.
The record is moved to the Lost filter for archiving.
Insights: Use this filter to track families who did not enroll and analyze reasons for lost opportunities.
8. Enrolled
What It Does: Displays records for children who have successfully completed the enrollment process and joined the program.
Example:
A child starts attending the Toddler program on January 8, 2024.
Their record moves to the Enrolled filter.
Insights: Provides a record of successful enrollments and helps track completed processes.
How to Use Filters Effectively
Combine Filters: Use multiple filters to narrow down records further.
Example: Combine Contacted and Tour Booked to view families who have been contacted and scheduled for tours.
Prioritize Tasks: Focus on specific groups, such as New or Waiting List, to streamline follow-ups and improve response times.
Analyze Trends:
Use the Lost filter to identify common reasons why families opt out.
Use the Enrolled filter to review successful processes and replicate them.
Search Bar: Quick Search by Child or Contact Name
The search bar in the Waitlist Tool allows you to quickly locate specific records by typing in the child’s name or the contact’s name associated with the enrollment.
How to Use the Search Bar
Locate the Search Bar:
At the top of the waitlist, find the search bar for entering your query.
Search by Child’s Name:
Type the child’s full name or part of their name to filter results.
Example: Searching for "Emma" will display all waitlist records with children named Emma.
Search by Contact Name:
Type the name of the parent or guardian associated with the enrollment.
Example: Typing "Sarah Johnson" will show all records linked to that contact Inquiry
Filter Funnel: Advanced Filtering Options
The Filter Funnel (a purple funnel icon next to the search bar) allows for more detailed filtering of the waitlist, helping you narrow down enrollment records based on specific criteria. This feature is perfect for handling large waitlists efficiently.
How to Use the Filter Funnel
Click the Funnel Icon:
Located next to the search bar at the top of the waitlist.
Select Filtering Criteria:
Choose from the available filtering options to refine your waitlist view.
Clear Filters:
You can remove filters by clicking the Clear or unselect beneath each field.
Available Filtering Options
1. Age Range in Months
What It Does:
Filters enrollments based on the child’s age in months.
Example:
If a child is 2 years old, enter 24 months.
Flexible Input:
Leave the end date blank to search for children starting from a specific age (e.g., 18 months and older).
Example:
Filter: Age Range = 12–24 months.
Result: Displays all children between 1 and 2 years old.
Insight:
Use this to quickly match children to age-appropriate programs or classrooms.
2. Status
What It Does:
Allows you to search for enrollments based on their current status (e.g., Contacted, Tour Booked).
You can select or unselect all statuses as needed.
Example:
Filter: Status = Tour Booked.
Result: Displays all families who have scheduled a tour.
Tip:
Combine this with creation date filters to focus on recent records.
3. Assigned To
What It Does:
Filters enrollments based on the staff member responsible for managing them.
You can select multiple staff members or groups for a broader search.
Example:
Filter: Assigned To = Sophia Davis.
Result: Displays all enrollments managed by Sophia.
Insight:
This is great for monitoring staff workloads and ensuring no enrollments are overlooked.
4. Activities
What It Does:
Searches for enrollments based on the activities recorded for them (e.g., calls, emails, meetings).
Available Options
Call: Displays enrollments with logged phone calls.
Email: Shows enrollments that include sent or received emails.
Meeting: Filters for scheduled or completed meetings.
Note: Displays records with added notes.
Tour: Lists enrollments with scheduled or completed tours.
Other: Captures miscellaneous activities not covered by the other options.
Example
Filter: Activities = Meeting.
Result: Shows all enrollments where a meeting has been scheduled or completed, helping you focus on follow-ups or post-meeting actions..
5. Creation Date
What It Does:
Filters enrollments based on the date range when they were created.
You can set only a start date to search from a specific date onward.
Example:
Filter: Creation Date = Start Date: November 1, 2023.
Result: Displays all enrollments added on or after November 1, 2023.
Tip:
Use this filter to identify recent inquiries and prioritize new enrollments.
Examples of Combined Filters
Prioritize Tours for Specific Ages:
Filters:
Age Range = 12–24 months.
Status = Tour Booked.
Result: Displays all 1–2-year-old children with scheduled tours.
Monitor Staff Activity:
Filters:
Assigned To = Sophia Davis.
Activities = Call.
Result: Shows all calls managed by Sophia.
Focus on Recent Contacted Families:
Filters:
Creation Date = Past 30 days.
Status = Contacted.
Result: Displays all families contacted within the last month.
Insights and Tips
Save Time: Use filters to quickly narrow down records instead of scrolling through the entire list.
Combine Filters: Create highly specific views by applying multiple filters together.
Track Trends: Use filters like Status and Activities to analyze progress in your enrollment process.
Select the Location for Waitlist Review and Management
The location search bar at the top-right of the screen, above the search bar, allows you to choose the location(s) within your company for which the waitlist information should be displayed.
How It Works
Select a Location:
Use the location search bar to select the specific location(s) you want to review and manage.
Add Multiple Locations:
You can select more than one location to combine waitlist records into a unified view.
Select All Locations:
For a comprehensive overview, choose All Locations to view and manage waitlist entries across the entire organization.
Why Use This Feature?
Focused Management: Enables targeted review of waitlists for specific branches.
Company-Wide Insights: Helps identify enrollment trends and prioritize needs across multiple locations.
Streamlined Access: Provides flexibility to switch between single or combined location views effortlessly.
How to Add a New Enrollment to the Waitlist (Default Form)
The Waitlist Tool allows you to register new enrollments in two ways:
Manually: Staff or managers can use the inquiry form to add new entries.
Automatically: Families can fill out a shareable form (to be discussed later).
For now, let’s focus on manual registration through the Waitlist Tool.
Note
The form described here is the default system form, which can be customized to suit your center's needs. We’ll explore how to customize the form in another article referenced at the end.
Manually Registering a New Enrollment
Step 1: Access the Waitlist
Go to the Waitlist Tool on the portal.
At the top of the waitlist, look for the "New Inquiry" button.
Step 2: Open the Form
Click "New Inquiry" to open the enrollment form.
Step 3: Fill Out the Form
The form is divided into the following sections:
1. Parent Information
Fields:
Name*: Enter the full name of the parent or guardian.
Phone Number: Provide a contact number for follow-ups.
Email*: Add the parent’s email address for communication.
Relation*: Specify the relationship to the child (e.g., Mother, Father, Aunt).
2. Child Details
Fields:
Name*: The child’s full name.
Expected Start Date*: When the family plans for the child to start attending.
Expected Attending Days*: Days the child is expected to attend (e.g., Monday, Wednesday, Friday).
Program*: Select the program the child will join (e.g., Preschool, Toddler).
Gender*: Choose from Male, Female, or Unspecified.
Date of Birth*: Enter the child’s date of birth.
3. Inquiry Information (Optional)
Source
Purpose: Records how the parent learned about the center.
Options and Meaning:
Social Media: Ads or posts on platforms like Facebook or Instagram.
Website: The center’s official website or a Google search result.
Word of Mouth: Recommendations from friends, family, or colleagues.
Staff Recommendation: Referred by a staff member.
Current Child Attending: Sibling of a currently enrolled child.
Day Nurseries: Listings or directories for daycare services.
Parent Recommendation: Referrals from other parents with enrolled children.
Sign Post/Local Authorities: Signage or government agency referrals.
Open Day Event: Visits during an open house event.
Leaflet/Brochures: Information received through printed materials.
Banner: Outdoor or community banner advertisements.
Print Advert: Ads in newspapers or magazines.
Local Press: Media coverage in local news.
Booking Method
Purpose: Tracks how the inquiry was initiated.
Options:
Phone: Inquiry made via a phone call.
Email: Inquiry submitted through email.
Facebook: Inquiry made through Facebook messaging.
Center Direct: Inquiry made in person at the center.
Reason for Enrollment
Purpose: Captures the family’s motivation for enrolling the child.
Options and Meaning:
Move to the Area: Family relocated and needs local childcare.
Going Back to Work: Parent re-entering the workforce.
New Employment: Parent started a new job.
Social Interaction: Parent wants the child to engage with peers.
Moved From Another Childcare Center: Transfer from a different center.
Siblings at the Setting: A sibling is already enrolled.
Eligible for Free Entitlement: Child qualifies for free government-funded care.
Looked After Child: Child is under foster or government care.
Parent Accessing Learning: Parent is attending school or training.
Other: Any reason not covered by the predefined options.
Assigned To
Purpose: Assign the inquiry to a specific staff member for follow-up.
Note: This can be updated later as needed.
4. Notes (Optional)
Purpose: Add any additional details or special requests from the parent.
Example:
Notes: "Parent prefers morning sessions due to work schedule."
Important Notes
Required Fields: Fields marked with a star (*) must be completed before submitting the form.
Save and Submit: Once the form is complete, click Save to add the record to the waitlist.
Tips and Insights
Organize Follow-Ups: Use the Assigned To field to allocate inquiries to the appropriate staff, ensuring timely communication.
Track Trends: Analyze the Source and Reason for Enrollment fields to understand popular referral channels and enrollment motivations.
Be Thorough: Include detailed notes to provide context for staff managing the inquiry, enabling more personalized follow-ups.
Creating Programs for the Registration Form
Programs listed on the registration form allow families to choose the appropriate program their child will join. These options streamline the registration process by aligning children with the correct age group, curriculum, or schedule.
Purpose of Programs
Alignment: Helps categorize children into the right class or group based on their needs or eligibility.
Customization: Tailors enrollment options to match the center's offerings, such as Toddler, Preschool, or Extended Care programs.
Efficiency: Simplifies the process for families and staff by clearly defining available options.
Steps to Create a Program
Step 1: Access the Program Settings
Navigate to the Waitlist Tool.
At the top of the list board, click the gear icon to access program settings.
Step 2: Note on Existing Programs
Important: If an existing program is linked to other locations or waitlist requests (either at the current location or another location), you cannot delete it.
A notification will alert you if this occurs, and you will need to delete all associated requests before making changes to the program.
Step 3: Add a New Program
Click "Add Program" to begin creating a new program.
Fill in the following fields:
Program Name:
Enter a descriptive name (e.g., Toddler Program, Preschool Program).
Location:
Select the location(s) where the program will be available.
A single program can be assigned to multiple locations within the company.
Start Date and End Date:
Set the start date for the program.
For an open-ended program, toggle the "Does Not End" option.
If left unchecked, the program will automatically be disabled and unavailable for selection after the end date.
Attending Days:
Define the availability days for the program.
Only the selected days will appear as options on the registration form.
Options include:
All Days: Makes the program available every day of the week.
Specific Days: Choose particular days (e.g., Monday, Wednesday, Friday).
Step 4: Save the Program
Once all fields are completed, click Save to finalize and add the program to the system.
How Parents Select a Program During Registration
When filling out the registration form, parents will see a dropdown menu or list of available programs.
They select the program that best suits their child’s needs based on the provided descriptions and schedules.
How to Set Up and Share the Registration Form for Enrollment
The Registration Form allows interested families to fill out enrollment details directly, making the waitlist process seamless. Here's how to set up the form and share it with families:
Note
The settings described here are for the default system form. This form can be customized to match your center’s specific needs, which will be covered in a separate article referenced at the end.
Form Settings
Important Note:
If the form settings have been configured by the company owner and applied to all locations, the ability to customize the form per location will be disabled.
Why: This ensures consistency across all locations and maintains uniformity in enrollment processes.
In this case, the form settings for individual locations will appear dimmed and cannot be edited.
Steps to Set Up the Registration Form
The Registration Form in the Waitlist Tool enables you to create a public form for families to submit their enrollment inquiries. Here’s how to set it up:
1. Activate the Form
Access the Waitlist Tool in the portal.
Locate the Form Settings icon, which resembles a website icon, positioned between the gear and download buttons.
Find the "Activate Public Form" toggle within the settings.
Toggle it on to enable the form for editing and sharing.
2. Copy the Form Link
Once the form is activated:
Find the form link below the activation toggle.
To copy the link:
Click the purple icon next to the link.
The link will be instantly copied to your clipboard, ready to share with families.
3. Form Fields to Customize
1. Form Title
Provide a title for the form that families will see.
Example: "Bright Futures Daycare Enrollment Form."
2. Description
Add a short description to explain the purpose of the form.
Example: "Fill out this form to join our waitlist for quality childcare and educational programs."
3. Supported Languages
Specify the languages the form supports to accommodate families from diverse backgrounds.
4. Validity Dates
Set the start and end dates for when the form is active.
Start Date: The date from which families can begin submitting forms.
End Date: The last date the form will be available.
Sharing the Form
Once your settings are finalized and the form is active:
Copy the link using the purple icon and save the form.
Share it via:
Email: Send directly to interested families.
Social Media: Post on platforms like Facebook or Instagram.
Website: Embed the link or create a button for easy access.
Community Boards: Share in local groups or forums to reach a wider audience.
Testing the Registration Form
To preview and test the registration form as it will appear to families, follow these simple steps:
Steps to Test the Form
Copy the Link:
Locate the form link in the settings section.
Click the purple copy icon next to the link to copy it instantly.
Paste the Link in a Browser:
Open a web browser.
Paste the copied link into the address bar and press Enter.
View the Form:
The registration form will open, showing exactly how it will appear to families.
Review the form’s title, description, fields, and layout to ensure everything is accurate and visually appealing.
Note: Information Parents Need to Fill Out in the Registration Form
When parents fill out the registration form, they provide the same information that staff enter during a manual enrollment. For a detailed breakdown, refer to the "How to Add a New Enrollment to the Waitlist"
Why Test the Link?
Ensure Accuracy: Confirm that all form settings, such as language support and validity dates, are working as intended.
Preview the User Experience: See the form from the family's perspective to identify any areas for improvement.
Catch Errors Early: Spot typos, broken links, or missing information before sharing the form publicly.
How to Manage and Track Enrollment Activities and Information
To manage and track enrollment records, click on a specific enrollment from the Waitlist Tool. This will open a detailed page where you can review, update, and manage all relevant information and activities.
Overview of the Enrollment Page
1. Enrollment Header
Child Icon and Age:
At the top of the page, you’ll see the child’s profile icon with their age displayed below.
Enrollment Status:
The child’s current enrollment status is displayed next to their age.
Updating the Status:
You can update the status at any time by clicking the Edit Status field.
Steps:
Select a status from the dropdown menu.
Click Save to apply the update.
Enrollment Statuses and Their Meanings
Here’s a reminder of the available statuses and what they signify:
New: A newly created enrollment that has not yet been reviewed or acted upon.
Viewed: The record has been opened and reviewed by a staff member.
Contacted: Indicates that communication (e.g., call, email) has been made with the family.
Tour Booked: A tour has been scheduled for the family.
Waiting List: The child is on the waitlist, pending availability in the desired program.
Confirmed: The family has expressed interest and is awaiting further steps.
Lost: The family has opted not to proceed with the enrollment.
Important Note on Status Updates
Adjustable Status:
Statuses can be updated or retracted at any point to reflect changes in the enrollment process.
Enrolled Status:
Once a child is marked as Enrolled:
Their profile is moved to the Active Classrooms and Programs section.
Their status on the waitlist is no longer editable.
However, their enrollment record remains under the Enrolled status in the waitlist for tracking purposes.
Justification: Purpose of This Feature
Transparency: Allows staff to track the history and current status of each enrollment.
Accuracy: Ensures records remain consistent across active classrooms and waitlists.
Monitoring: Keeps an overview of progress for all families, enabling better communication and follow-ups.
2. Main Sections for Managing Information and Activities
1. Inquiry Details
This section contains all the information submitted during the registration process.
Editing the Inquiry
Steps:
Click the blue pen icon at the top-right of the inquiry details page.
Edit any aspect of the form (e.g., parent details, child information, inquiry source).
Save changes when done.
Deleting the Inquiry:
You can delete the entire record by removing the inquiry.
Important: Deleting the inquiry will permanently remove the enrollment record from the system.
2. Activities
The Activities tab in the Waitlist Tool allows you to review, manage, and record interactions with families throughout the enrollment process. Here’s how to access, review, and add activities.
How to Access Activities
Open the Waitlist Tool:
Navigate to the Waitlist Tool in the portal.
Select a Child Record:
Click on the record of the child whose activities you want to review or manage.
Open the Activities Tab:
Click the Activities tab in the child’s record to view their activity log.
Activities Overview
Weekly Date Scroller
Located at the top of the Activities tab, the date scroller allows you to navigate through activity logs for specific weeks or days.
Key Features:
Scroll Left or Right: Move to previous or upcoming weeks if activities exist outside the current week.
Un-scrollable Edges: If there are no activities beyond the visible range, scrolling will stop.
Activity Grouping and Details
Activities are grouped by date and can be extended or retracted for better organization.
Under Each Date:
Type of Activity: Lists the activity type (e.g., call, email).
Recorded Date: The date the activity was logged.
Description: A brief summary of the activity.
Added By: The staff member who recorded the activity.
Managed By: The person responsible for the activity.
Activity Date and Time: when the activity is scheduled to take place or has already occurred
How to Add a New Activity
Click the Orange Button:
On the Activities page, click the orange Add Activity button.
Assign a Manager:
Select the staff member who will manage the activity.
Choose the Activity Type:
Call: Record or schedule phone calls for follow-ups or inquiries.
Importance: Calls are direct and personal, often used for clarifying details or scheduling tours.
Insight: Calls are essential for building relationships and addressing parent questions in real-time.
Email: Log emails sent to or received from the family.
Importance: Provides a written record of communication for easy reference.
Insight: Emails are ideal for sharing detailed information or sending follow-up confirmations.
Meeting: Schedule or record in-person or virtual meetings with the family.
Importance: Meetings allow deeper discussions about programs, policies, and the child’s needs.
Insight: Use meetings to establish trust and address any specific concerns families may have.
Note on Contact Type Activities
If the Child’s Enrollment Status is Not Yet "Contacted":
The system will suggest one of two options:
Add as an Activity Only: Schedule a Call, Email, or Meeting as a planned activity without updating the inquiry status.
Update Status: Mark a Call, Email, or Meeting as completed to automatically update the inquiry status to "Contacted".
After the Inquiry is Marked as "Contacted":
Additional contact activities can be scheduled or logged as accomplished.
These are indicated by the activity’s recorded date and time.
Other Activity Types
Activity Note:
Add general notes to document important information not covered by other activity types.
Example: "Parent prefers morning sessions and has requested a tour next week."
Tour:
Record or schedule tours of the center.
Importance: Tours allow families to experience the environment firsthand and assess fit for their child.
Other:
Use this for miscellaneous activities that don’t fit into predefined categories.
Example: Tracking attendance at an open house event.
Additional Details for Activities
Activity Date and Time:
Select the specific date and time the activity is scheduled or occurred.
Add a Description (Required):
Include a brief summary to clarify the activity’s purpose or outcome.
Upload a File:
Media: Use this for uploading photos related to the activity.
Attachment: Add documents, such as enrollment forms or agreements.
Save the Activity:
Once all fields are completed, click Save to log the activity.
Why Use the Activities Tab?
Comprehensive Tracking: Maintains a detailed record of all interactions with families.
Enhanced Communication: Ensures no important details are missed during follow-ups.
Efficient Management: Assigns activities to specific staff members for accountability.
Improved Insights: Helps monitor progress and identify opportunities to improve engagement.
3. About Section
The About section contains the child’s profile information, including their personal details and health information. This section is initially populated with the details provided during the enrollment registration process.
Personal Information
This includes key details such as the child’s name, date of birth, gender, and other essential enrollment data.
Health Information
Additional fields for recording important health details, such as allergies, medical conditions, or dietary restrictions.
Editing and Adding Information
To make changes or add more details:
Click the purple "Edit" button.
Update the relevant fields as needed.
Saving Changes:
Any edits will be saved as part of the child’s profile for future reference.
Post-Enrollment
Once the child is enrolled:
All information recorded in the About section will automatically transfer to their activated profile, ensuring consistency and accuracy.
4. Contact Information Section
Contact List:
Located on the right side of the page, this list includes all contacts associated with the child.
The first contact listed is the one added during the initial inquiry process, along with any captured details.
Managing Contacts:
Add New Contacts: Click the purple plus sign icon next to "contact List" to include additional contacts.
Edit Existing Contacts:
Click the three dots next to a contact’s name or
Click Edit on their form to modify their information.
Post-Enrollment:
Contact information recorded here will also be transferred to the child’s activated profile upon enrollment.
Who Can Access the Waitlist?
Access to the Waitlist Tool is determined by user roles and permissions. Here's an overview of who can access it and what they can do:
1. Company Owners
Access Level: Full Access
Details:
Company owners can view and manage all aspects of the waitlist across all locations.
No restrictions apply to their permissions or access scope.
2. Location Admins
Access Level: Full Management for Assigned Locations
Details:
Location admins have all management and editing permissions for the waitlist.
Their access is restricted to their assigned location and does not extend to other locations.
3. Staff
For staff, access depends on the permissions assigned to their role:
Permissions for Staff
View Waitlist:
Allows staff to view and download the waitlist but not edit or add records.
Manage Waitlist:
Grants full editing and creation permissions for the waitlist, including adding new enrollments or updating records.
Access Restrictions for Staff
Staff access is limited to their assigned location(s).
They cannot view or manage waitlist records from other locations.
How to Download and Read a Waitlist Report
Downloading a waitlist report allows you to generate a comprehensive overview of waitlist data for analysis and tracking. Follow these steps to export the report:
Steps to Download the Waitlist
Go to the Waitlist Tool:
Navigate to the Waitlist Tool in the portal.
Locate the Download Button:
Click the orange download button at the top of the list board, next to the location search bar.
Choose the Date Range:
Select the time period for which you want to generate the report.
Examples:
Choose a specific week or month to review recent activities.
Set a broad date range for an overview of all inquiries over a longer period.
Select the Information to Include:
You can customize the report by choosing which details to include:
Inquiry Details: Basic information about the inquiries, such as parent and child details.
Statistics: Summary data, such as total inquiries, statuses, and sources.
Booked Tours: Details about scheduled or completed tours.
Export the Report:
Once you’ve selected the desired options, click Export to generate the report.
The file will be downloaded in your preferred format (e.g., Excel or PDF) for easy review and sharing.
Report Fields
Statistics
The Statistics tab in the report provides a high-level summary of waitlist and enrollment data, helping you track overall performance and key metrics. It includes the following fields:
Status: Shows the total number of inquiries categorized by their current statuses.
Tour: Indicates the total number of tours that have been booked.
Booking Method: Tracks the inquiry initiation methods and summarizes the totals for each.
Booked Tours Information
The Booked Tours tab in the report provides detailed information about scheduled tours. The following fields are included:
Field Name | Description |
Tour Date | The date on which the tour is scheduled to take place. |
Tour Time | The specific time the tour is scheduled. |
Managed By | The staff member responsible for managing the tour. |
Description | Additional notes or details about the tour. |
Child Name | The full name of the child associated with the inquiry. |
Parent Name | The full name of the parent or guardian attending the tour. |
Parent Mobile Number | The contact number for the parent or guardian. |
Parent Email | The email address of the parent or guardian. |
Expected Start Date | The anticipated start date for the child’s enrollment. |
Inquiry Source | How the parent learned about the center (e.g., Social Media, Website). |
Booking Method | How the inquiry was initiated (e.g., Phone, Email, Facebook). |
Notes | Any additional comments or information recorded during the inquiry. |
Inquiries Details
This section provides a detailed breakdown of each inquiry.
Fields:
Field Name | Description |
Child Name | The full name of the child for the inquiry. |
Date of Birth | The child’s date of birth. |
Gender | Gender of the child (Male, Female, Unspecified). |
Parent Name | The full name of the parent or guardian. |
Parent Mobile Number | Contact number for the parent or guardian. |
Parent Email | Email address for follow-ups or communication. |
Source | How the parent learned about the center (e.g., Social Media, Word of Mouth). |
Booking Method | How the inquiry was initiated (e.g., Phone, Email). |
Reason | The family’s motivation for enrollment (e.g., Going Back to Work, Social Interaction). |
Note | Any additional information or requests added during the inquiry. |
Status | The current status of the inquiry (e.g., Contacted, Tour Booked). |
Child Start Date | The expected start date for the child’s enrollment. |
Child Room | The room initially associated with the child. |
Created By | The staff member who created the inquiry record. |
Create Date | The date the inquiry record was created. |
Last Activity - Type | The most recent activity type (e.g., Call, Email, Tour). |
Last Activity - Description | Details about the most recent activity. |
Last Activity - Managed By | The staff member managing the most recent activity. |
Last Activity - Created By | The person who recorded the most recent activity. |
Last Activity - Create Date | The date the most recent activity was recorded.
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Real-Life Scenarios: Using Data from the Waitlist Report
Real-Life Scenarios: Using Data from the Waitlist Report
The waitlist report provides actionable insights to streamline enrollment processes, improve communication, and optimize center performance. Here are real-life scenarios illustrating how to use the data effectively:
1. Using Statuses for Workflow Management
Scenario:
Your report shows:
New inquiries: 15.
Tour Booked: 8.
Confirmed: 5.
Action Plan:
Focus on New inquiries by assigning staff to follow up and schedule tours for families who have not yet progressed.
Review Confirmed inquiries to finalize their enrollment and move them into active programs.
Use the Lost status to analyze why families opted out, identifying areas for improvement (e.g., cost, availability).
Insight: Status tracking ensures no inquiries are overlooked and helps prioritize tasks effectively.
2. Leveraging Tour Data to Optimize Engagement
Scenario:
Your report shows:
Total tours booked: 12.
Tour attendance rate: 70%.
Action Plan:
Identify parents who missed their scheduled tours and follow up to reschedule.
Analyze the descriptions and notes in the Tour Details field to identify common questions or concerns parents raise during tours.
Increase engagement by addressing these concerns in follow-up communications or marketing materials.
Insight: Tour data helps you understand family needs, improve attendance rates, and tailor messaging to build stronger connections.
3. Using Booking Method Data to Refine Marketing Strategies
Scenario:
Your report shows:
Phone inquiries: 25.
Email inquiries: 10.
Facebook inquiries: 5.
Action Plan:
Allocate more resources to phone-based outreach (e.g., staff training or call scripts) since it drives the most inquiries.
Review your Facebook campaigns to optimize content and engagement strategies, increasing inquiries from this channel.
Highlight popular email templates and replicate their success in future outreach.
Insight: Understanding which channels are most effective allows you to optimize your marketing budget and focus on what works.
4. Improving Follow-Up Efficiency with Last Activity Data
Scenario:
Your report highlights:
Last activity - Type: Call (80%), Email (15%), Meeting (5%).
Last activity - Managed By: Sophia Davis (25%), Michael Brown (50%), Unassigned (25%).
Action Plan:
Assign the Unassigned activities to available staff to ensure follow-ups are completed promptly.
Evaluate the workload balance across staff (e.g., Michael Brown managing 50%) and redistribute tasks if necessary.
Use call data to identify if additional follow-ups are needed to convert inquiries into enrollments.
Insight: Tracking last activity ensures families are consistently engaged and prevents inquiries from falling through the cracks.
5. Scheduling and Capacity Planning with Program Data
Scenario:
Your report indicates:
Expected Start Date: 20 children are set to start in January.
Programs: 10 children in Preschool, 10 in Toddler.
Rooms: Preschool Room has 5 spots left; Toddler Room is at capacity.
Action Plan:
Adjust room assignments for Toddler children if necessary or identify additional staff to open a second Toddler Room.
Prioritize Waiting List inquiries for programs with remaining capacity.
Plan staffing needs for January based on the enrollment count.
Insight: Using program and capacity data ensures smooth onboarding of new children while maintaining optimal staff-to-child ratios.
6. Enhancing Family Engagement with Notes and Descriptions
Scenario:
Your report shows:
Notes: "Parent prefers morning sessions" or "Child has dietary restrictions."
Action Plan:
Share these notes with classroom staff to ensure a personalized and accommodating experience for the child.
Address any unresolved concerns (e.g., preferred schedules or specific requirements) before finalizing enrollment.
Insight: Leveraging notes builds trust and ensures families feel heard, improving satisfaction and retention.
7. Tracking Inquiry Sources to Optimize Referrals
Scenario:
Your report highlights:
Sources: Word of Mouth (40%), Social Media (25%), Website (20%), Others (15%).
Action Plan:
Encourage existing parents to refer others by offering incentives (e.g., discounts or bonuses).
Invest in social media campaigns since they’re the second most effective channel.
Enhance your website with more enrollment-focused content, such as testimonials or FAQs.
Insight: Understanding referral sources allows you to refine strategies and allocate resources to high-performing channels.
Conclusion
The waitlist report provides valuable insights for tracking progress, optimizing resources, and improving family experiences. By analyzing and acting on this data, you can make informed decisions that enhance operations and boost enrollment outcomes.
Reference Note
For a detailed explanation of managing child profiles and contacts, refer to the dedicated article: Managing Child Profiles and Contacts.
To learn how to customize the registration form to fit your center's needs, check out: How to Use the Form Builder for Customized Forms.