Admissions & enrollment

Admissions follows a family’s interest in care through to the child’s ongoing arrangement. The enquiry, application and enrollment describe different stages, while the child and family contacts remain the people at the centre of the work.

The main records

Term	What it describes
Inquiry	A prospective family’s enquiry, interested sites, follow-up notes and visits.
Application	A proposed placement and the child and family information being gathered for review.
Enrollment	The child’s care at a site and group over time, including the attendance schedule.
Child	The child’s personal record.
Parents & Contacts	People connected to a child, with roles such as parent, emergency contact or authorized pickup contact.

From interest to ongoing care

An application can begin as a draft. Submitting it makes it ready for review; approving it creates the enrollment. The enrollment holds the ongoing care schedule and links to consents, documents and billing details. A separate reviewed invoice run records the first billing result.

For example, a family may enquire about an October start, complete an application for a place, then have a confirmed enrollment with a Monday-to-Friday schedule. A later schedule change belongs on that enrollment; a new phone number belongs with the person’s contact details.

An application template supplies the questions used to collect application information. It is separate from a document template used to prepare a document for signing.

Start with Understand the enrollment journey for the fuller explanation. Search for existing people and records before creating another copy.

Admissions guides

Understand the enrollment journeyFollow a family from their first enquiry through an application to ongoing enrollment.Track family enquiries and visitsKeep prospective families, follow-up notes and site visits together in Inquiries.Prepare information for an applicationGather the placement, child, contact and consent details needed for a useful application.Create, review and approve an applicationCreate a draft, submit it for review and approve an application.Choose the questions in your applicationCreate an application template, organize its questions and assign it to a program.Manage an enrollment and its scheduleReview placement, dated attendance periods, contacts, consents and billing links.Work with children, parents and contactsFind the child’s record, family relationships and the people authorized for emergency contact or pickup.Invite parents to the Parent appSend, resend or cancel a Parent app invitation, see whether a parent has accepted, and remove access.

The examples and screenshots use demonstration records.