Enrolment Plans
Overview
Enrolment plans are a way for you to enter in a child's enrolment details for a future date. Enrolment plans include start date, school details, expected attendance, group (room/class/dayhome) assignment and childcare fees. For example, if you know that a currently active child in the toddler room is going to be moving to the preschool room on the first of next month, you can create an enrolment plan for that, so that when the effective date comes to pass, that child will be automatically moved to the preschool room. Or if a child is terminated for the summer, but you know that they'll be returning in September, you can create an enrolment plan for that as well.
Despite the name "enrolment plan", such a plan does not necessarily refer to the child's enrolment status, in the sense of a start or termination date, but could also apply to changes to the existing enrolment, in the form of fee changes, room assignments, expected attendance or school details. So you could create an enrolment plan that updates only the school details for the child's existing enrolment, or you could create an enrolment plan with an entirely future enrolment start date, if the child is currently terminated or scheduled to terminate.
Returning Child
If a previously terminated child is returning to your centre, you can create an enrolment plan to preserve the child's original start and termination dates. This option is perfect for preschools, grade schools or any other seasonal enrolment program.
However, you can schedule a new enrolment on the child's Enrolment page, only if the child currently has a termination date, either in the past or the future. If the child is currently active, with no known termination date, then the option to create a new future enrolment plan will not be visible on the enrolment page. This is because it would only make sense to create a new enrolment, if there is a gap between the current and future enrolment. Without a gap in enrolment, you could simply schedule a change in room assignment, fee or any of the other options instead and achieve the same thing.
So, you can still create a new enrolment plan by scheduling a fee change, a room change, an expected attendance change or a school change. The difference being, that the effective date for such a plan will not become the child's new start date, instead the child's existing enrolment will continue with the existing start date.
Creating an Enrolment Plan
Creating a future enrolment plan is as simple as selecting a future start date. Other options are also available to you at this point, but if you don't change any of those then the enrolment plan will use existing values from the child's current enrolment.
Other Options
When creating an enrolment plan, you may choose to also change some of the other options, such as room assignment or childcare fee. If you do, then those changes will also be listed with the corresponding data section on the child's profile. In this example, a room change is also included with the future enrolment, and that scheduled room change is then listed on the child's room page.
For more detailed information on scheduling a room change, please see this article: https://timesavr.zohodesk.com/portal/en/kb/articles/schedule-a-room-change
For more detailed information on scheduling a fee change, please see this article: https://timesavr.zohodesk.com/portal/en/kb/articles/schedule-a-fee-change
Show All Options
An enrolment plan consists of a number of options, even though you may only use one or several of these options. When you create or open an enrolment plan, you will initially see only the option you selected, but the other options associated with this plan are only hidden.
For example, if you've scheduled a room transfer, it will be listed on the child's room page and when you open the room transfer plan, you will initially only see the room value. To see the other options, enable the toggle switch "Show all options" at the top of the plan.
Creating Multiple Plans
You can create multiple enrolment plans for a single child, but you can only create one per date. If you try to create a plan for a date that already exists, you will have to either override the existing plan or switch to it. This is true even if you're creating a plan for a different option.
For example, if you've previously scheduled a room change for June 1st, and now you're scheduling a fee change for June 1st, you will not be able to create two separate plans because the first plan already includes a fee option. If you scheduled the room change without setting a fee change, then the plan you created would have kept the current childcare fee (though it was invisible to you), but regardless of whether or not you selected a fee, it does exist as part of the plan. For this reason, you can not create a separate fee plan for the same date. You must either override the first plan you created, or modify the existing June 1st plan to set your fee.
When you attempt to save a plan for the same date, you will be given the option of either overriding the first plan or loading it for you to modify. If you choose to load the existing plan, all that plan's options will be visible by default so that you can modify any of the options as necessary.
Activating a Plan
Although all plans are scheduled, based on the future effective date selected, you also have the option to make a plan effective immediately by using the Activate option. This may be useful if the changes you were expecting for a child, are happening sooner than expected.
Note, that when you activate a plan, you're activating all the options in that plan, even if the other options are hidden. To see all the options you'll be activating, enable the "Show all options" switch at the top of the plan.
Deleting an Enrolment Plan
To delete an enrolment plan, select the plan and click the Delete button at the bottom of the plan. This button will not immediately delete the plan, but it will ask for confirmation first.
It's important to note that when you delete a plan, you're deleting all the options in that plan, not only the option you selected to open the plan. To see all the options you'll be deleting, enable the "Show all options" switch at the top of the plan.
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