Intake Process
Online Registration
Use
the Timesavr online registration form to have parents create their profiles in
your Timesavr account. You can configure your registration form in Admin
> Intake > Online Registration, and find the link to the form in the
Link tab. Give this link to your web guy and have him put a button or
hyperlink to this form on your website, so that parents can use it to register
for your program. In the meantime, you can also email the link to
parents, until you get the button on your website.
When
they complete this form, three things happen.
- The parents will receive an automated registration email from your centre, if you have the “auto send” option turned on. Configure this email in Admin > Intake > Registration Email
- You receive an automated notification of a new
online registration. This email can not be customized, but you
can set the recipient email address for this notification, on the Notifications
tab of your Settings page, or in Admin > Intake > Online
Registration.
- The newly registered child is listed on your “Unconfirmed”
list, in their chosen program. Each program (daycare, osc, etc) has
four lists. Active, waiting, unconfirmed and terminated, and each
child in your system is on one of those four lists. Unconfirmed
means that you haven’t yet decided whether this child is going to be
attending, or waiting, or neither. A child should not be in there
long, as they should be moved to one of the other lists right away, so
think of it as just a temporary storage bucket, ready for sorting.
Waiting List
To
move a child to the waiting list, after they’ve registered, you can select the
option on the child on the Unconfirmed list, after you’ve cleared the little
red flag to reveal the options menu. Or you can select “Move to
waiting list” on the child’s Enrolment page.
When
you move a child to the waiting list, the parents will receive an automated
waiting list email, if you have the “auto send” option turned on.
Configure this email in Admin > Intake > Waiting List Email.
This automatic notification to the parents means that you don’t have to
manually inform them of their new waiting list status, either through email or
phone.
Activation
To
activate a child means to give them a start date. This also automatically
moves the child to the active list (from either waiting or unconfirmed).
Even if you give them a start date in the future, they are still moved to the
active list because they’re now taking up a spot, but they’ll remain in a
“Pending” state until their start date.
When
you make a child active, the parents will receive an automated activation
email, if you have the “auto send” option turned on. Configure this email
in Admin > Intake > Activation Email. This email typically
includes some highlights from the parent handbook, specifically items that you
need every attending parent to know, such as where to park and how to pay and
other important rules. You’ll also typically attach your parent handbook
to this email so that the parents can print it at home, sign the last page and
return to you the last page, saving you paper and ink.
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