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Taking Action on Enrollment Requests

  • Updated

In this article, we will walk you through the actions a center will take to approve, waitlist, or deny a child's enrollment request. Steps for both application workflows, general and program, are outlined below. 

Table of Contents 

 

Program Workflow

General Workflow

 

Program Workflow

To take action when a new enrollment form is submitted through the program workflow follow the steps below.

 

How to view applications in progress:

  1. Select Enrollment from the left-hand navigation menu
  2. Select Lead Management
  3. Select the In Progress tab
  4. Use the carrot on the right side of the inquiry to expand the section
    • From here, you can view the inquiry status:
      • Awaiting acceptance: they have not completed the first portion of their application
      • Accepted: they have completed the first portion of their application, and are working on the remaining registration questions
      • Offer expired: their initial application has expired, since they have not completed the first portion of the application within the allotted time (set by your center)
      • To remove an application from this list, select Mark as Lost on their inquiry

How to approve an enrollment request:

  1. Select Enrollment from the left-hand navigation menu
  2. Select Lead Management
  3. Select the Approval Pending tab
  4. Use the carrot icon on the right side of the inquiry to expand the section and see the request details
    • To confirm a payment has been made (if applicable), view the Application Fee Paid status within this section
    • To view their enrollment form responses prior to acceptance, select Form Link nearby the guardian's information within this section
  5. Select the check box on the lest side of the inquiry column
  6. Select the circle icon with the check mark
  7. Select Approve

Once the enrollment request has been approved it will move to the Completed section of the Lead Management page. An account with a contract for the child's enrollment will automatically be created.

How to deny the enrollment request:

  1. Select Enrollment from the left-hand navigation menu
  2. Select Lead Management 
  3. Select the Approval Pending tab
  4. Use the carrot icon on the right side of the inquiry to expand the section and see the request details
  5. Scroll to the bottom of the expanded section 
  6. Select Mark as Lost
  7. Select Confirm

The enrollment request will now move to the Lost Opportunities section of the Lead Management page. No account, nor contract, will be created for the child.

How to approve or deny an enrollment request from the waitlist: 

An enrollment request will automatically be placed on the waitlist if a program is full and the person completing the form accepted their spot on the waitlist. At this time it is not possible to manually place an enrollment request on the waitlist however it is possible to manually approve or deny an enrollment request from the waitlist.

  1. Select Enrollment from the left-hand navigation menu
  2. Select Lead Management 
  3. Select the Waitlist tab
    • To deny a request:
      1. Use the carrot icon on the right side of the inquiry to expand the section and see the request details
      2. Scroll to the bottom of the expanded section 
      3. Select Mark as Lost
      4. Select Confim 
    • To 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 the check box on the lest side of the inquiry column
      3. Select the circle icon with the check mark
      4. Select Approve

General Workflow

  1.  

To take action when a new enrollment form is submitted and is sitting on the waitlist, follow the steps below to take the appropriate action. 

How to make an offer for enrollment:

  1. Select Enrollment from the left-hand navigation menu
  2. Select Lead Management
  3. Select the Waitlist tab
  4. Select the down carrot on the submission you wish to review
  5. Select Check Availability to see details of the desired class
    1. If the details of the search show there is space available, you can select the Make an Offer Button from this screen
    2. If there is not availability and you would like to change the details of the offering, select Cancel, make your changes, and select Send Offer

Once the enrollment offer has been accepted the parent will then complete the custom question portion of the enrollment form. Once that section is submitted the enrollment request will end up in the Completed section of the Lead Management page.  An account with a contract for the child's enrollment will automatically be created.

How to deny an enrollment request:

  1. Select Enrollment from the left-hand navigation menu
  2. Select Lead Management
  3. Select the Waitlist tab
  4. Select the down carrot on the submission you wish to review
  5. Select Mark as Lost
  6. Select Confirm 

The enrollment request will now move to the Lost Opportunities section of the Lead Management 

page. An account nor contract will be created for the child. 

 

Please contact helpdesk@kangarootime.com with any questions.

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