Use Xplor's digital enrolment form to send to parent/guardians when enrolling at the service.
There are two types of enrolment forms available:
(1) Standard enrolment form
(2) Custom enrolment form (only available on the Office Essential package)
With this form you will no longer have to manually input enrolment data. The online digital enrolment form is a feature built into Xplor and is available to enrol children at your Provider or at a specific Service under your Provider.
- Xplor provides services both at the provider and service level with a URL link that they can email to the new parents.
- When parents click on the URL, it will open an enrolment form which they can fill in. Once completed, it will automatically create a profile for the child at the service and will send an email notification of enrolment completion to the centre admin.
Enrolment form at the provider level (parents can select which service they are enrolling to on the form):
- Go to "Settings" > "Provider Settings" > "Enrolment" tab > Highlight, copy and paste the Enrolment Link into an email for parent.
Enrolment form at the service level (all enrolments will only be created for that particular service):
- Go to "Settings" > "Service Settings" > Select "Service" > "Enrolment" tab > Highlight, copy and paste the Enrolment Link into an email for parent.
How do we know if a new enrolment has been completed?
Once a parent completes the online enrolment form, an email and a copy of the enrolment form will be sent to the email address found on the service profile.
Where are the enrolment forms stored?
All completed enrolment forms and their attachments are stored under the "Attachments" tab on the child's profile.
If a parent completes the enrolment form, does that mean they are enrolled immediately?
The parent and child will be active from the intended start date the parent sets on their enrolment form. However, if this is set in the past, the child profile will need to be manually moved form waitlist to active. Once this start date rolls over, the child begins to appear on the Master Roll. If you wish to use a waitlist, you can find more information on that here.
Will the parent get access to Xplor once they submit the enrolment form?
Not immediately. The parent will only receive their welcome email if the child is made "Active" at a service. This will automatically occur on the start date that the parent sets or if this is manually updated on the child profile. In the welcome email the parent will be prompted with steps on how to set up login information on Xplor. If the parent does not receive this email, you can find steps to resend it here.
What is the difference between Waitlist Form & Enrolment Form?
While they both function similarly, the waitlist form is a trimmed down online form primarily used to capture registration of interests from families. It contains less questions so that families can register more quickly. Find more information on the waitlist form here.
Can I link the online enrolment form to my website?
Yes, to assist with this we have provided a script that you can provide your website administrator. The script can be found in the same section of the enrolment link, in the 'Enrolment Button Script' box.
Is the online enrolment link unique for every parent?
The enrolment link is unique to the service. However when sending the enrolment form to families, each family will fill out their specific details making it their unique form.
How do we show our service's availability in the enrolment form?
The Xplor Waitlist/Enrolment Form has been designed to protect your service's enrolments from data mining, by limiting how your availability is presented to your parents or to your competitors trying to gauge how vacant you are. As such, this information is not made available in the online enrolment form.
Can a parent complete the online enrolment form on their mobile phone?
The online enrolment form has been optimised to be able to display correctly on various different platforms such as desktop and mobile. However, it is advised to complete the enrolment form on Google Chrome Web Browser and filling in forms tends to be easier on the computer.
The online enrolment form doesn't suit our needs. Can you create a custom one for us?
Custom enrolment forms are available for those on the Office Essential package. If you are not sure what package you are on, or would like to upgrade, please get in contact with Xplor Support.