How to Utilise Enrolment Dashboard and Management

The Enrolment features provide a useful view of current, past, and future enrolment data by centre while offering an in-depth breakdown at the class level into current enrolment and availability. This insight will provide staff and directors with the tools to properly keep track of enrolment numbers to advise on staffing needs and whether additional children can be accepted into classes or not.

TABLE OF CONTENTS

• Enrolment Dashboard
• Enrolment Management

Enrolment Dashboard

To view the Enrolment Dashboard

1. Click Enrolment 
2. Click Dashboard

The Enrolment Dashboard will display class enrolment data such as Capacity, Enrolments, FTE Enrolled, and Enrolment Percentages by centre.  

To view enrolment data for a different centre:

1. Click the you are currently viewing enrolment for dropdown 
2. Select a different centre

The date filters on the page can be used to drill down data by the week selected. Selecting the class data will bring you to the Management section of Enrolment.

Enrolment Management

Enrolment Management allows you to: 

• Quickly identify any age-appropriate vacancies for a new child

• Be informed once a child has reached the maximum age set for their class

• Look at future availability in a given class

• Monitor your overall centre occupancy and identify opportunities to offer positions

To search on class availability, use the Overview tab. Within the Overview tab, use the Search Availability tool to:

1. Enter their Expected Start Date of when the child will begin attending
2. Enter the child’s Birth Date 
3. Click Search

The Search Availability tool also presents a class filter so you can select a specific class or search all on all available classes.  Once the search criteria has been filtered, the screen will display a day-by-day breakdown of how many available spots there are in the selected class(es), including spots that may be available due to children aging up.

The Availability section of the page displays the current availability of classes determined by the week specified within the date filter.  Simply use the arrows within the date filter to toggle from week to week to view class availability.  You can also use the search option to view availability for a specific class. Here you can also filter to include future contracts, and lead to booking offers.

Selecting the class will display a class-specific enrolment page that includes the class’s weekly availability, plus enrolled children, and the days they attend.  If you use 50% utilization fees in a class, you will see the days split by am and pm to give you a more detailed view of vacancy numbers. Here you can also filter to include future contracts, and lead to booking offers.

Note: To use this feature, ensure that each of your classes has a capacity added.

To further clarify, "lead to booking offers" means
- applications that have been accepted by the parent, even if they have not yet submitted the enrolment form
- applications that are pending a centre's approval
- applications that are offered, but not yet accepted by the parent, and have not yet expired.
It should be noted that the Enrolment Management screen takes into account actual ‘contracts’, whilst the Attendance screen looks at the 'sessions' (considering absent and voided sessions).
For example, there may be 45 children appearing on the Enrolment Management screen, but if 2 of those sessions were marked as voided, and 3 were marked as absent, the number would appear on the Attendance screen as 40.