Choosing an Enrollment Workflow

There are two types of workflows for Kangarootime's enrollment feature: the Inquiry Flow and the Program Flow. Each workflow offers a business different levels of automation for managing the enrollment registration process. This article explains the setup requirements and enrollment functionality for both workflows. 

We recommend creating a customized Enrollment Form before selecting an enrollment workflow type. Please reach out to your customer success manager or implementation specialist for questions or for assistance.

Table of Contents

The Inquiry Workflow - How it Works

Inquiry Workflow Setup

The Program Workflow - How it Works

Program Workflow Option 1

Program Workflow Option 2

Setting up the Program Workflow

The Inquiry Workflow - How it Works

Step 1: The inquiry or general workflow begins with a parent inquiry. Using a web link generated in Kangarootime, a parent or guardian shares their child's DOB, care type needs, and dates for their child’s desired enrollment.

Step 2: When an inquiry is received, the inquiry information displays on a waitlist, where centers can sift through requests and place children based on class availability. A center's staff will send an enrollment offer to the parent's email. When an offer is sent, the enrollment form moves to the offered queue of the Lead Management tab within the Enrollment section.

Step 3: Once a parent receives an automated email with an enrollment offer, they are prompted to accept the offer and complete the additional application requirements, including enrollment questions. When the parent accepts the enrollment terms, their information moves to the Accepted queue of Lead Management. 

Step 4: The parent completes and submits their enrollment form.  The enrollment application then moves to the Completed queue of Lead Management. At this point, an account is created for the family, and an enrollment contract is generated for each student being enrolled within the family account. 

View the parents' experience:

Inquiry Workflow Setup

Please contact helpdesk@kangarootime.com if you do not have the Enrollment Settings button. We suggest building a registration/enrollment form before setting your enrollment workflow. 

1. Select Enrollment
2. Select Settings
3. Select Offer Settings tab
4. Choose the application flow type: Inquire>Offer>Enrollment
5. 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)
6. Select the Web Links tab
7. Select Create to generate an enrollment link
   •  The enrollment link is shared with families to start the enrollment process for your center(s).

Please refer to Building Your Enrollment Form and Adding Questions to your Online Enrollment Form to get started with creating a custom enrollment form & questions.

The Program Workflow - How it Works

The program workflow has two options for collecting a registration fee (if applicable).

Option 1: Registration fee is collected between a parent selecting the program they wish to enroll their child in, and completing the custom form questions

Option 2: Registration fee is collected as the last step of completing the enrollment from

If no registration fee is collected, the step is omitted from the workflow altogether, regardless of which option is selected. 

Program Workflow Option 1:  Inquire > Program > Enrollment > Approval

Step 1: Program Selection - Parents begin by entering their information and their child(ren)’s details. They are then presented with a list of available programs.

• Each program displays its description, available capacity, and any application fee.
• Programs have defined start and end dates. If a program’s start date has already passed, parents will select their own start date.
• Parents choose the specific dates they want to enroll based on how the program is configured.

Step 2: Payment and Application Form - Parents will pay an application fee (if applicable) after completing their program selections and then proceed to the enrollment form. 

• The enrollment form includes system-generated questions and any custom questions created by the center in Kangarootime.
• Once all required questions are completed and the application is submitted, parents receive an email confirming that their application will display in Lead Management via the Approval Pending queue.

Step 3: Center/School Review - The center views all pending applications under Enrollment > Lead Management.

• The center may approve an application or mark the pending application as lost.
• A Program at capacity will place the enrollment on the Waitlist within Lead Management.
• Families placed on the waitlist are not charged an application fee (when applicable).

Step 4: Approval and Enrollment - The following information is generated when a school/center approves an application.

• A family account is created, including an enrollment contract that reflects the selected program(s) and dates.
• The parent receives an enrollment confirmation email with a copy of their completed enrollment form attached.
• A copy of the form is also stored in the family’s account Documents tab.

View the parents' experience:

Program Workflow Option 2: Program Inquiry > Form > Accept & Pay > Approve

Step 1: Program Selection - Parents begin by entering their information and their child(ren)’s details. They are then presented with a list of available programs.

• Each program displays its description, available capacity, and any application fee.
• Programs have defined start and end dates. If a program’s start date has already passed, parents will select their own start date.
• Parents choose the specific dates they want to enroll based on how the program is configured.

Step 2: Application Form and Payment - Parents will confirm their child(ren)'s program selection and begin filling out the enrollment form application. 

• The enrollment form includes system-generated questions and any custom questions created by the center in Kangarootime.
• Once all required questions are completed, parents are prompted to pay the enrollment fee (if applicable) and submit the application.
• Parents receive an email confirming that their application has been submitted and is pending.
• The enrollment will display in Lead Management via the Approval Pending queue.

Step 3: Center/School Review - The center views all pending applications under Enrollment > Lead Management.

• The center may approve an application or mark the pending application as lost.
• A Program at capacity will place the enrollment on the Waitlist within Lead Management.
• Families placed on the waitlist are not charged an application fee (when applicable).

Step 4: Approval and Enrollment - The following information is generated when a school/center approves an application.

• A family account is created, including an enrollment contract that reflects the selected program(s) and dates.
• The parent receives an enrollment confirmation email with a copy of their completed enrollment form attached.
• A copy of the form is also stored in the family’s account Documents tab.

Program Workflow Setup

We recommend building a registration/enrollment form before configuring an enrollment workflow.

Step 1: Configure the Enrollment Application Flow

1. Select Enrollment 
2. Select Settings
3. Select Offer Settings tab
4. Choose an Application Flow Type:
   •  Inquire>Program>Enrollment>Approval 
   • Program Inquiry > Form > Accept & Pay > Approve & Save
5. Set Offer expiration
   • Example: if a family does not move past program selection within 3 days, their offer expires, and they must restart their application.
6. Select the Web Links tab
7. Select Create to generate an enrollment link
   •  The enrollment link is shared with families to start the enrollment process for your center(s).

Step 2: Create a Program (Description and Schedule)

Select Enrollment from the Kangarootime navigation bar

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

Step 3: Create a Program (Set Enrollment Availability) 

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

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

1. Select the Class
2. Choose allowed Enrollment Types 
   • Permanent only
   • Drop-in only
   • Both  
3. Set Application (Registration) Fee  
   1. Enter an Application Fee: Fees can be set here to be configured as follows:
      • None - No application fee 
      • 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)
      • Per Place - Fee per program selected (ex. Applicant selects 2 programs, both priced at $25 = a $50 application fee)
      • 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)
      • 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)  

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

Step 6: Additional Options & Save

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

Please email helpdesk@kangarootime.com with any questions.