Confirm Enrolment Forms

When a parent submits an enrolment form via OWNA, you will receive a notification email sent to the service email (or Leads workflow email). 

You will also see a red counter next to the Enrolment Forms button on the admin portal dashboard (for forms submitted in the last two days).

You can use the following filters to narrow down your list of enrolment forms:

• Search - Search by child or parent name
• Status - All Enrolments, Completed, Pending, Deleted, Archived, Imported

Additional Filters:

• Tags
• Tag Match
• Start Date From
• Start Date To

1. Click on the child's name
• Check that the days, start date, and the child and parent details are all accurate and have been entered in the correct format
2. Select a Room
3. Enter a Family Account Name
4. Select Session & Fee (Fees Matrix)
5. Select an action: (Drop Down Menu at the bottom of the form)
• Update Enrolment form - this will update/save the form only
• Create Child, Parent & Family Account  (Don't Send App Invite) - this will create a new child and parent profile (if none exist already), but does not send an invite to the OWNA app
• Create Child, Parent & Family Account (Send App Invite) - this will create a new child and parent profile (if none exist already), but does send an invite to the OWNA app
or

• Update Existing Child (linking form to existing child) - updates profiles with information from the form when a matching field exists with pre-populated information to overwrite. A child's name will only appear in the drop-down if there is a matching child in the portal.

💡 Creating the Child, Parent & Family Account will automatically move the enrolment form to the Completed list

➜ See which fields are entered into the child and parent profiles

• The system will check all profiles for a match using their name and DOB. If a match is found, the system will link the enrolment form to the existing profiles.

If you are not creating the child and parent profiles from the enrolment form (e.g. they have already been entered or uploaded previously), you can link the enrolment form to an existing child and then archive the form (click the orange Archive button in the top right corner when editing the form).

Don't send login details when creating new profiles

• Tick this setting if you don't want to send an invite to families when profiles are created via the enrolment form.

Disable the creation of a Family Account

• Tick this setting if you want to disable the creation of a Family Account when adding the Child and Parent profiles.

1. Submit the Enrolment to CCS (if applicable)
2. Invite Parents to use the App (if applicable)
3. Set up Auto Billing information (if applicable)

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