Navigating and Actioning Online Waitlist Requests

This guide will assist you with the information on the waitlist and how to appropriately action them from the Lead Management. 

TABLE OF CONTENTS

• Lead Management
• Waitlist
  • Check Availability
  • Make Offer
• Offered
• Accepted 
• Completed
• Lost Opportunities

Lead Management

Navigate to Enrolment in the menu, and select Lead Management from the drop down options.

Here you will be able to see all enrolment enquiries for the centres you are assigned to. You can filter by centre if needed.

You can also select More Filters to filter the screen by Enquiry Type, Care Type, Age Range of the child and the Days they have requested in their enquiry.

Waitlist

The Waitlist tab displays a list of new waitlist enquiries that you have received for the centre/s. Selecting the drop down option on the enquiry will display the Guardian's information, the Child's information and the Enquiry Details, which include the Care Type, Days requested and requested Start Date. 
Here you can also Edit Enquiry Details before sending an offer, and enter Notes on the enquiry.

Check Availability

Before you send an offer to the family, you may want to check the availability you have at your centre. To do this, you can select the Check Availability button. This will take you to the Enrolment management section with the child information pre-populated, allowing you to view availability you have for the child, based on their enquiry details. 

Make Offer

To make an offer for the child, follow the below steps:

1. Select the Class, Fee and Start Date you are offering the child. 
2. Select the Frequency and Days that you are offering. 
3. OPTIONAL: If a parent has paid a Deposit in advance, you can add this to the enquiry here, and mark that it has been paid. 
4. Once these have been selected, you can then select Send Offer, which will email the parents the enrolment offer for their child.

Note: If the parent has expressed they do not want to continue with the enrolment enquiry and wish to be removed from the centre's Waitlist, you can mark the enquiry as lost via the Mark as Lost button.

Offered

The Offered tab displays a list of enquiries that you have offered a position to. By selecting the drop down on the enquiry you can see all the details associated with the enrolment enquiry and offer sent, and resend the offer if required via the Resend Offer(s) button.

Typically there is nothing you need to do while an enquiry is on this screen, however you can Edit the Offer if needed via the Edit Offer button, Edit Guardian Info if needed, and view the enrolment form for the child via the Form Link button. 
Note: If the parent has expressed they do not want to continue with the enrolment, you can mark the enquiry as lost via the Mark as Lost button. 

Accepted 

The Accepted tab displays a list of enquiries that you have accepted the offer sent to them, but have not yet completed and submitted the enrolment form. 

Typically there is nothing you need to do while an enquiry is on this screen, however you can Edit Guardian Info if needed, and view where the parent is up to with the enrolment form for the child via the Form Link button. 
Note: If the parent has expressed they do not want to continue with the enrolment, you can mark the enquiry as lost via the Mark as Lost button.

Completed

The Completed tab displays a list of enrolment enquiries that have completed the full enrolment process. This means they have successfully completed and submitted the enrolment form for the child/ren on the account. You will be able to select the Account that has been automatically created for the family via the hyperlink in the Account Name column of the enquiry. 
To download the completed enrolment form, select Download Form, or navigate to the Account's Documents tab.
You will also need to now Create a CCS Enrolment for the child/ren on the account.

Lost Opportunities

The Lost Opportunities tab displays any of enrolment enquiries that have been marked as lost via the Mark as Lost button.