You are all set for registration! Your Online Registration form was added to your childcare website, and the registrations are rolling in. What are the next steps? It's time to process the registration forms families have completed and submitted. When reviewing and processing Online Registration forms, you can:
- See what documents and policies a family submitted during online registration and enrollment.
- Approve, reject, or waitlist a family for further enrollment.
- Manage waitlists and further make decisions about their enrollment status.
Note: Business Owners and Administrators automatically have the permissions to create and process Online Registration forms.
All Online Registrations are managed in the Enrollment section (left menu) of Jackrabbit Care.
Manage Online Registrations
Go to Manage Online Registration to see which programs have Online Registration forms set up and view form details.
- Go to Manage Online Registration on the Online Registration card.
- Click the Details link to open the program page to view all the details:
- Use the Edit button
to update the Online Registration form, such as changing the Registration Period or adding additional required information. The Online Registration form link does not change, and the settings will be updated.
to update the Online Registration form, such as changing the Registration Period or adding additional required information. The Online Registration form link does not change, and the settings will be updated.
Registration links always remain the same, even after editing.
View Received Registrations
In this section, you can review and process registrations.
- Go to the Manage Online Registration link on the Online Registration card.
- Click the View Received Registrations link to review the Online Registrations that have been submitted.
- Select a child from the list and click the Review button to open the personalized information entered in the Online Registration form.
- Review the information submitted and determine the next steps.
- Registration status is listed as Received when the form is submitted.
- Preferred Start Date is listed under the Program name; if there are no classes to select from during registration, you will see a Preferred Schedule with date selections only.
- Select which action to take on the application from the Actions menu
: Approve and Enroll, Add to Waitlist, or Reject. - Policies and uploaded documents are listed at the bottom of this page.
- Click the History tab to review the actions taken with the registrations.
- Select a child from the list and click the View button to open their personalized information entered in the Online Registration form.
- The Status of the Online Registration is indicated with an Approved badge
or a Rejected badge
.
: Approve and Enroll, Add to Waitlist, or Reject.
or a Rejected badge
.
Approve and Enroll a Child
If you approve and enroll a child into a Program, all files/documents uploaded in the Online Registration form are immediately available for review in the Family Accounts (left menu) > Profiles card > View All # Family Accounts > Child's card > Files tab.
- An email will be sent automatically to the contact's information supplied on the Online Registration form and the caregiver will be prompted to Create a Password for their Family Account.
- Once a password is created, the family contact is invited to download the CircleTime Mobile App, and they can manage the family account within the app.
Manage Waitlists
Any child who had an Online Registration form reviewed and assigned to a waitlist can be viewed by going to Enrollment (left menu) > Waitlist card > Manage Waitlists.
- Click the View Waitlist link to see which children are waitlisted for a program.
- Click the View button to review the child's Online Registration information.
OR
Click the Enroll button to enroll the child into a class from the Waitlist page.
FAQs
Q. What if a family is registering multiple children? How do we handle siblings?
A. Families are only able to enroll one child at a time. Families Registering Using CircleTime™ will have individual registration cards for each child on their account.
Q. What emails are sent during the Online Registration process?
A. Four emails are sent throughout the Online Registration process.
- Registration Submitted (Sent to the Parent/Contact).
- Registration Received (Sent to the Center).
- Registration Approved (Sent to the Parent/Contact).
- Child Enrolled (Sent to the Parent/Contact).
