There are two types of workflows for Kangarootime's enrollment feature, the general flow and the program flow. Each flow gives centers different levels of automation in the Lead to Booking process.
This article walks through the required steps for setting up each workflow, as well as performance expectations for each workflow.
Table of Contents
The General Workflow - How it Works
Step 1: The general workflow begins with a parent inquiry. Using a link generated in Kangarootime, a parent shares their child's DoB, care type needs, and dates for their child’s desired enrollment.
Step 2: When an inquiry is received, this inquiry lands on a waitlist, where centers can sift through requests and place children in classes dependent on availability. From there, center staff will send an enrollment offer to the parent's email. When an offer is sent, the enrollment form moves to the offered area of the Lead Management tab within the Enrollment section.
Step 3: Once parents receive an automated email with an enrollment offer, they are prompted to accept their offer and complete any additional application requirements the center has (including additional enrollment questions).
Step 4: When the offer has been accepted by the parent, and additional enrollment questions have been answered, the center will see the enrollment form in the accepted area of Lead Management. The enrollment application then moves to the completed area of Lead Management and an account and enrollment contract will be created for the family.
View the parent's experience:
Setting up the General Workflow
Please contact helpdesk@kangarootime.com if you do not have the Enrollment Settings button.
- Select Enrollment
- Select Settings
- Select Offer Settings
- Choose the application flow type Inquire>Offer>Enrollment
- 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 re-start their application)
- Select the Web Links tab within Enrollment Settings
- Select Create to generate a link to be used for your center(s). This will be used by new families when starting the enrollment process at your center
Please follow this article 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 then completing the custom form questions
Option2: 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 all together and it does not matter which option is selected.
Program Workflow Option 1: Inquire > Program > Enrollment > Approval
Step 1: The program workflow involves parents choosing their program(s) for their child(ren). After inputting their name and children's information, they are brought to a list of programs to select from.
Programs have set start and end dates, unless the start date is in the past, in which case parents will choose their own start date. They will be able to see a program description, the number of available places, and an application fee. They can choose which date(s) they enroll depending on the program set up.
Step 2: When finished selecting program(s), parents will pay an application fee (if applicable), and then move on to the next part of their application. This encompasses any system questions or custom questions (created by the center in Kangarootime) that have been added to a custom enrollment form created by the center. After completing all required questions and submitting their application, parents will receive an email notifying them that their application is pending.
Step 3: The center will find that application on the Application Pending list within the Enrollment > Lead Management tab. Centers can choose to approve an application or mark the application as lost, depending on the situation. If a parent has chosen to enter the waitlist where there is no current capacity in the class, they will be added to the Waitlist within the Enrollment > Lead Management tab, and will not be charged an application fee (where applicable).
Step 4: When an application has been approved by the center, an account is created for the family, with a contract that reflects their program selection & dates. The parent will receive an email confirming their enrollment, with a copy of their enrollment form attached. A copy of the enrollment form is also saved on the family's account within the Documents tab.
View the parent's experience:
Program Workflow Option 2: Program Inquiry > Form > Accept & Pay > Approve
Step 1: The program workflow involves parents choosing their program(s) for their child(ren). After inputting their name and children's information, they are brought to a list of programs to select from.
Programs have set start and end dates, unless the start date is in the past, in which case parents will choose their own start date. They will be able to see a program description, the number of available places, and an application fee. They can choose which date(s) they enroll depending on the program set up.
Step 2: When finished selecting program(s), parents will move on to the next part of their application. This encompasses any system questions or custom questions (created by the center in Kangarootime) that have been added to a custom enrollment form created by the center. After completing all required questions they will be prompted to pay their enrollment form (if applicable). After submitting their application and fee (if applicable), parents will receive an email notifying them that their application is pending.
Step 3: The center will find that application on the Approval Pending list within the Enrollment > Lead Management tab. Centers can choose to approve an application or mark the application as lost, depending on the situation. If a parent has chosen to enter the waitlist where there is no current capacity in the class, they will be added to the Waitlist within the Enrollment > Lead Management tab, and will not be charged an application fee (where applicable).
Step 4: When an application has been approved by the center, an account is created for the family, with a contract that reflects their program selection & dates. The parent will receive an email confirming their enrollment, with a copy of their enrollment form attached. A copy of the enrollment form is also saved on the family's account within the Documents tab.
Setting up the Program Workflow
- Select Enrollment
- Select Settings
- Select Offer Settings
- Choose the application flow type Inquire>Program>Enrollment>Approval or Program Inquiry > Form > Accept & Pay > Approve & Save
- Set the number of days until an offer expires
- (e.g. if a parent does not move past program selection to the additional enrollment questions within 3 days, they will lose their place and must re-start their application)
- Select Create to generate a link to be used for your center(s). This will be used by new families when starting the enrollment process at your center
- Select Programs from the Kangarootime navigation bar
-
Select Create Program
- When open for enrollment = Yes, these programs will display for parents to choose from.
- Each program will be linked to one class and one fee, so that when a parent makes a selection, their child's contract is set up to place them in a class and charge them a set fee.
- Program dates will determine the dates on the child's contract. Once the start date passes, parents will choose their own start date
-
Application (Registration) fees can be set here to be configured as follows:
- None - No application fee will be charged
- 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)
- 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)
- Make sure to select Save on all programs once they are created. They will be tied to the link you've created for parent enrollment.
Please email helpdesk@kangarootime.com with any questions.