Program Enrollment Registration and Lead Management Overview

Kangarootime’s Lead Management feature helps schools manage their enrollment pipeline, waitlist, and program offerings through a streamlined automated process. Centers or schools can set up multiple program offerings, configure application workflows, establish review points, and gain visibility into enrollment requests to support informed decision-making. In this article, we will guide you through the Program features from initial setup through submission review and approval.

Please refer to Choosing an Enrollment Workflow for additional information on enrollment workflows. We recommend Building Your Enrollment Form for your registration process before configuring a Program. Please reach out to your customer success manager or implementation specialist for questions or for assistance.

How it Works - Program Feature

Program Workflow Configuration

How it Works - Program Feature

The Program feature allows schools or centers to offer multiple programs for registration. Based on the criteria set for each program (age, dates, etc.), parents and guardians can select and register their child(ren) into a program. The Program feature has two workflow options for collecting applications or registration fees.

Option 1: Families will pay the registration fee after selecting the program they wish to enroll their child(ren) in, and before completing the enrollment form

Option 2: Familes will pay the registration fee after completing their enrollment form

If an application/registration fee is not collected, the step is omitted from the workflow altogether, regardless of which option is selected. See Choosing an Enrollment Workflow for additional information.

Program Workflow Configuration

Step 1: Enable the Program Workflow

Select Enrollment
Select Settings
Select Offer Settings tab
Choose the Application Flow Type
- Inquire>Program>Enrollment>Approval (before form completion)
- Program Inquiry > Form > Accept & Pay > Approve & Save (after form completion)
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 restart their application)

Create a Program

Step 2: Create a Program (Description and Schedule)

Select Enrollment from the Kangarootime navigation bar
Select Programs
Select + Add Program
Enter Program Details:
1. Program Name
2. Program Description
Enter the program's Schedule & Operating Days
1. The program schedule start and end dates determine the student's contract dates.
2. Once the start date has passed, parents can choose their own start date.
Add any applicable program School Tags
Select a Group Selection (if applicable)
Select Next

Step 3: Create a Program (Set Enrollment Availability)

Enter Enrollment Period
1. The enrollment period controls the dates a parent/guardian can register for the program
Enter Enrollment Options (days of the week a student can enroll)
1. Minimum days per week
2. Maximum days per week
(Optional) Toggle on:
1. Include any current casual or drop-in care contracts when calculating enrollment capacity.
Select Next

Step 4: Create a Program (Configure Class, Enrollment Types, and Application Fee)

Select the Class
Choose allowed Enrollment Types
1. Permanent only
2. Drop-in only
3. Both
Set Application (Registration) Fee
1. Enter an Application Fee: Fees can be set here to be configured as follows:
  1. None - No application fee
  2. Per Application - One fee is charged to the family, even if they enroll in multiple programs (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)

Step 5: Create a Program (Set Program Tuition Fees)

Enter for each program location
1. Permanent Fee
2. Casual Fee (if applicable)
  1. Each program links one class and one fee, ensuring:
    1. The student is placed in the correct class
    2. The correct fee is charged automatically
Select which Center's Location(s) offer this program
1. Use the check boxes to indicate
Select Next

Step 6: Additional Options & Save

Select Add Language if applicable
Select Save on all programs once they are created.
Repeat for each program as needed

Enrollment Link

Once the Enrollment Form and Programs are set, an enrollment form link should be created to embed on a website or include in email communications. The link can be used to promote open enrollment opportunities. To create your link, please follow the steps below:

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

Parent Action

A parent or guardian will click the enrollment link and enter an email to proceed. Primary Contacts (parents already in the Kangarootime system) will receive an email with a verification code they must enter to continue enrolling.

Next, the parent or guardian submits a registration request. Based on the Application Flow Type, the parent will either pay the application fee before completing the enrollment form or finish their child(ren)'s enrollment information and pay the application fee afterward.

Throughout the process, the registering parent or guardian will receive multiple email notifications indicating their current registration status. When an application is fully approved, a PDF copy of the completed enrollment form will be emailed to the family for their records. Please see Choosing an Enrollment Workflow for additional information.

Lead Management

Centers and Schools may view their registration pipeline using the Lead Management feature. Each pipeline process: In Progress, Approval Pending, Waitlist, Competed, Lost, and Errored are individually viewable, and actions are available within Lead Management.

Lead Management - In Progress

Applications In Progress provide additional insight into where a family is in the application process.

Select Enrollment from the navigation menu
Select Lead Management
Select the In Progress tab
Use the carrot on the right side of the inquiry to expand the section.
- From here, you can view the inquiry status:
  - Awaiting Acceptance: The family has not completed the first portion of their application
  - Accepted: The family has completed the first portion of their application and is working on the remaining registration questions
  - Offer expired: The application has expired, since the family has not completed the first portion of the application within the allotted time (set by your center)
- Select Edit Offer to update a student's program, start and/or end date, and fee
- Select Form link to open the enrollment form application in a new browser window
  - Schools can view the entire enrollment form and what sections are missing information
  - Schools may copy the unique enrollment link to assist families with the enrollment process
- Selecting Mark as Lost to remove an application from this list. A family will need to restart the application process to move forward.

Lead Management - Approval Pending

Families who complete their enrollment submission will receive an email confirming that their enrollment is pending. Centers or Schools can then review and accept the enrollment submissions. To take action on a 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 arrow on the submission to review
Select the check box next ot the Application ID
Select the Approve checkmark button

Multiple enrollments can be approved at once by selecting the check boxes next to the Application IDs and clicking the Approve checkmark button.

The parent or guardian will receive an email with their enrollment details and a copy of their enrollment form within 24 hours.

Lead Management - Waitlist

An enrollment request will automatically be placed on the waitlist if the selected program is full and the person completing the form agrees to be waitlisted. Schools can manage the Waitlist by manually approving a program registration or by removing a registration and application from the waitlist by marking the application as Lost.

How to Approve or Remove an Enrollment on a Waitlist Request:

Select Enrollment from the left-hand navigation menu
Select Lead Management
Select the Waitlist tab
- Approve a Request:
  1. Use the carrot icon on the right side of the inquiry to expand the section and see the request details
  2. Select Edit Inquiry to make any updates to applications
  3. Select the check box of the program in the Offer Details column
  4. Select Approve
  5. Select Confirm & Improve

Remove a Request:
1. Use the carrot icon on the right side of the inquiry to expand the section and see the request details
2. Select the check box of the program in the Offer Details column
3. Select from the drop-down Approval menu, Mark as Lost
4. Select Mark as Lost
5. Select Confirm & Mark as Lost

Lead Management - Completed

Approved enrollment registrations will be listed in the completed status page. Recently approved applications display a processing indicator button. Centers or schools can view registration details, inquiry type (new or existing family status), application fee information, and guardian details. Direct links are available to access the family's account, and the completed enrollment form can be downloaded. The Completed applications page also includes filter options to help efficiently view records.

Lead Management - Lost Opportunities

The Lost Opportunities page will list all registration applications marked as lost. Centers or schools can view registration details, inquiry type (new or existing family, etc.), application fee information, and guardian details. Once an application is marked as Lost, it cannot be reinstated. The Lost Opportunities page also includes filter options to help manage and review.

Lead Management - Errored

The Errored page will list all registration applications that did not process successfully. At this time, a Kangarootime customer support member will contact the school administrator to assist with erroneous applications. A self-service option for managing these application registrations is currently in development.

Inquiry Flow

Kangarootime offers an additional enrollment workflow: Inquiry. Please refer to Taking Action on Enrollment Requests for information on how the Lead Management feature works with this flow type.

Please contact helpdesk@kangarootime.com with any questions.