Intake Process

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. 
  1. 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
  2. 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.
  3. 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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