Lead Enrollment Overview – Kangarootime (K2)

Our Lead Enrollment feature will help you manage your enrollment pipeline, waitlist, and offerings in a seamless and automated way. With this feature, you can setup multiple program offerings, application workflows, points of review, and visibility and decision-making ability into the enrollment requests you are receiving.

There are two types of application workflows for Lead to Booking. In this article, we will guide you through each step for both workflow types, from initial setup to submission approval.

TABLE OF CONTENTS

I. Program Workflow - Inquire > Program > Enrollment > Approval OR Program Inquiry > Form > Accept & Pay > Approve

II. General Workflow - Inquire > Offer > Enrollment

I. Program Workflow - Inquire > Program > Enrollment > Approval OR Program Inquiry > Form > Accept & Pay > Approve

Programs

You will start by creating your Program Offerings. To do so, please follow the steps below:

Select Enrollment from the left-hand navigation menu
Select Programs
Select the +Create Program button
Fill out the required information
Select Next
Select the Class
Select Enrollment Options: Drop-in Only, Drop-in and Permanent, or Permanent only
Select the Application Fee Type
1. Application (Registration) fees can be set here to be configured as follows:
  1. None - No application fee will be charged
  2. Per Application - One fee charged to the family no matter how many programs are selected (ex. Applicant fills out an enrollment application for multiple programs across 3 children, with a fee of $50 = a $50 application fee)
  3. Per Place - Fee per program selected (ex. Applicant selects 2 programs, both priced at $25 = a $50 application fee)
  4. Per Child - Fee per number of children included in program selection (ex. Program is set at $50 application per child fee, and the applicant enters 3 children = $150 application fee)
  5. Tiered Per Child - Fee per number of children with opportunity to build in price breaks or additional cost based on number of children (ex. Applicant attempts to register 3 children, but your business rules state it's a flat $50 for one child, a flat $75 for 2 children, or a flat $100 for 3+ children)
Optional - add an Application Fee amount
Select a Permanent Fee using the Select Fee button
Select Permanent Fee for Program
Select Assign Fee
Select a Causal Fee using the Select Fee button
Select the Casual Fee
Select Assign Fee
Repeat steps 6-15 for additional center/school locations
Select the Center/School Location(s) for the Program(s)
Select Save
Review your Program Details
Select Cancel if you would like to edit your Program Details
Select Confirm to save the Program

Custom Fields

The Enrollment Form grants you the opportunity to add some custom questions to the form. Custom data fields can be hosted in various areas of the Account Profile: the overall Account profile, an individual Contact profile, or an individual Child profile.

To create a Custom Data field:

Select Configuration navigation menu
Select Business Profile
Select the Custom Data Fields tab
Select the + Add button
Select the centers or schools where the data field should be available
Add your Label, which is the text of your question
Determine the Area this data field should be hosted
Set your Display Order in the list of displayed questions/data fields
Determine the type of question:
1. Text - an open-ended, qualitative data field
2. HTML Text – an option to include a weblink
3. Checkbox - a single check box, typically used for confirmation
4. Combo - a dropdown list of pre-determined answers
5. Radio - a single-select list of pre-determined answers
6. Document - an option for uploading relevant files
7. Address - fields to enter an address
8. Multiselect Select Combo – a multi-select list of pre-determined answers

System Fields

The enrollment form has a number of system-created questions for you to utilize. You aren't creating these questions from scratch, rather, you are simply electing to add them to your enrollment form. These questions are fairly standard, and are categorized based on Child, Contact, and Account.

Once added to your form, parent's input will appear on the appropriate record in Kangarootime (either the child's record, contact's record, or family account record).

To access system fields:

Select Enrollment from the left-hand navigation menu
Select Settings
Select the Enrollment Forms Tab
Under Actions, select the three dots to edit your existing form
1. Don't have an existing form? Select +Add Form
Select +Add New Question towards the bottom of your page
Select the System Fields tab to add the questions
Save your draft once finished, and publish your form when you're ready

Note: you will need to ensure you are on the correct page (Children, Primary Contacts, etc) to locate the relative system fields.

Enrollment Link

Once you have created your Programs and Custom Data Fields, you are now ready to create the link to your Enrollment Forms. This link can be embedded on your website or include it your emails. This will help you promote your Open Enrollment opportunities! To create your link, please follow the steps below:

Select Enrollment from the left-hand navigation menu
Select Settings
Select on the Web Links tab
Click the + Create button
Fill out the required information
Select Create Link
Click the Copy Link to include in your promotions

Parent Action

Once a Parent clicks the Enrollment link they will work their way through the default and custom fields in this order:

Choose center (if multiple options)
Registration information
Parent information
Child(ren) information
Choose their desired program(s) and start date
Review their submission
Submit their submission
Accept or decline the Estimated Cost

Accepting the cost will bring the parent to the remainder of the form. This section will ask for additional information about the child (e.g., medical conditions, immunizations), various authorized contacts, required waivers, and ask any custom questions in this section.

Center Approval

A new submission is now submitted for the family. To take action on that submission, please follow the steps below:

Select Enrollment from the left-hand navigation menu
Select Lead Management
Select the Approval Pending tab
Select the down carrot on the submission to review
Select the check box next ot the Application ID
Select the Approve checkmark button

You can approve multiple enrollments at once by selecting the check boxes next to the Application IDs and clicking the Approve checkmark button.

The parent/guardian will receive their Enrollment details via email within 24 hours. This workflow is complete.