Office (Administrator): Enrolment Master Guide

Needing some help with your Enrolment Process in Office? See our helpful guide below to help you successfully manage your enrolments!

Enrolling a New Child (via Office Waitlist)

Steps		How to: Support Articles
Once a parent completes the waitlist application, the child will appear in Profiles > Children as waitlisted. Search for the child you are enrolling and then click the blue enrol button. Note: The child must be in a waitlist* status to send the enrolment form.*		How to create and manage your waitlist. How to change an enrolment status: Active, Inactive, Waitlist.
The Primary Carer will receive via email the Enrolment Form to complete. Once completed, the centre will receive an email confirmation. Please check the information the Parent/Guardian has filled the form in with. The enrolment form can be located in Profiles > Children > Search and Click the Child's Name > Attachments Tab.		How to help a parent save an enrolment form to complete later. How to remove a child profile if they've been enrolled twice. How to attach a document to a child's profile.
Set the child's profile to active to send the Welcome Email to the Parent. If you need to resend the Welcome Email, please see the guide to the right.		How to resend the welcome email. How to help parent's get started with Xplor.
Setting the child's profile to active and/or waitlist will allow the child to be visible on the Master Roll. Click the button and create the child's booking/booking pattern. Please see support guides to the right.		How to sort the Master Roll to find a child/children. How to create, update and delete booking patterns. How to add and delete singular bookings, and how to do it in bulk.
Next is to create the Child's Government Enrolment. Navigate to Child Care Subsidy > Government Enrolments. Please see the support articles on the right to create the CCS enrolment.		How to create a CCS enrolment (Video) How to create a CWA type enrolment. How to troubleshoot any red enrolment errors.
The Primary Carer will need to confirm the enrolment. Note: If the CWA is confirmed late, some attendances may have failed to be submitted to CCS. See our guide of manually submitting attendances to the right.		How do parent's confirm the CWA? How do I manage a disputed enrolment? How do I manage an enrolment signed late? How do I manually submit attendances?
Congratulations, you've successfully enrolled a child at your service.

Enrolling a New Child (via Manually Adding into Office)

Steps		How to: Support Articles
To get started, the Admin adds the Child and Parent details into Office manually.		How to manually add to child into Office. How to manually add a parent/guardian into Office.
Set the child's profile to active to send the Welcome Email to the Parent. If you need to resend the Welcome Email, please see the guide to the right.		How to resend the welcome email. How to help parent's get started with Xplor.
Setting the child's profile to active and/or waitlist will allow the child to be visible on the Master Roll. Click the button and create the child's booking/booking pattern. Please see support guides to the right.		How to sort the Master Roll to find a child/children. How to create, update and delete booking patterns. How to add and delete singular bookings, and how to do it in bulk.
Next is to create the Child's Government Enrolment. Navigate to Child Care Subsidy > Government Enrolments. Please see the support articles on the right to create the CCS enrolment.		How to create a CCS enrolment (Video) How to create a CWA type enrolment. How to troubleshoot any red enrolment errors.
The Primary Carer will need to confirm the enrolment. Note: If the CWA is confirmed late, some attendances may have failed to be submitted to CCS. See our guide of manually submitting attendances to the right.		How do parent's confirm the CWA? How do I manage a disputed enrolment? How do I manage an enrolment signed late? How do I manually submit attendances?
Congratulations, you've successfully enrolled a child at your service.

Re-Enrolling an Existing Child

If you want to re-enrol a child currently attending your centre or a child that has previously attended and has returned for care; please follow the Re-Enrolment guide below.

For the full Re-Enrolment guide, including reporting options, please click here.

Steps		Pictorials
In Office, navigate to Profiles > Children
Search for the child you are re-enrolling and then click the blue re-enrol button. Note: The child must be in an active* status to re-enrol.* If this child is returning for care, their profile may be inactive, and you'll need to set it back to active.
If you would like to bulk re-enrol your children; simply tick all the children you'd like to re-enrol, and then click the Bulk Re-Enrol button.
You will receive a message prompt requesting you to the confirm the re-enrolment action before it is sent to the parent(s).
The Primary Carer will receive a re-enrolment email requesting them to complete a new enrolment form. Note: The Primary Carer must have the correct email address* in their parent profile.*
Upon successful completion, the parent will receive a confirmation email of the re-enrolment completion. The new details will appear in the child's profile and the new enrolment form will be saved in the attachments tab.
If a child's bookings have changed either: Fee amount; Session times; Routine booking pattern; you will need to send an updated CWA for the parent to confirm.		How to send an updated CWA enrolment schedule.
If the child is returning for care, you may need to create the CWA again.		How to create a CWA type enrolment.
Congratulations, you've successfully re-enrolled a child at your service.

Notes

Parents/guardians cannot alter their:
- Full Name;
- Date of birth;
- Customer Reference Number (CRN).
Parents/guardians cannot see their existing attachments however, will be able to see the date on which an attachment was last submitted.
The eDDR (electronic direct debit request) feature will not be a part of the re-enrolment form. Parents/guardians are to update all billing details through the Home App or Web.
New booking pattern schedules will need to be discussed separately with the parent/guardians.
The re-enrolment form will only display the 2 most recently added emergency contacts. If a child has more than this, the parent will contact the centre admin to discuss amending these.

Re-Enrolling Troubleshooting

Error

Resolution

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This link has expired, please kindly check:

The primary carer is using the most recent link that has been sent, and/or;
The link is valid within a 7 day window from the day the re-enrolment was sent.

To resolve:

Please prompt a new re-enrolment form via the child table (Profiles > Children)

Please see the possible, most common reasons for a parent to reach this page.

The browser page has timed out due to the parent taking too long to complete the enrolment form and must start again.
The relationship of the emergency contact to the child has not been filled in by the parent.
The emergency contact's full name has not been provided in the form.
The parent has more than 1 profile at your centre, and is trying to update their email to one that already exists in your service.