Enrolment Process Flow Chart - New Child

This may vary depending on the processes of your particular centre/service.

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Step 1: PARENT ENQUIRY

• Parents can submit an Enquiry Form if you make this link available on your website or social media platforms (CRM > Manage Enquiries)
• Manage Enquiries
• From the Enquiries, you can send a Waitlist or Enrolment Form link

• Manage Waitlist

Step 2: SEND ENROLMENT FORM OR LETTER OF OFFER

• Send the Enrolment form from the Enquiries, Waitlist, or externally (using the enrolment form link)
• Send Enrolment Forms
• Alternatively, you can send a Letter of Offer which 'holds' the offered days until the enrolment form has been submitted and processed
• Send Letter of Offer

Step 3: PARENT ACCEPTS OFFER & COMPLETES ENROLMENT FORM

• Once the Letter of Offer has been accepted, it will provide them with an Enrolment Link immediately on the acceptance screen
• If the parent was sent an enrolment form link directly, there is no acceptance step
• The browser will automatically save input if it can't complete it all in one sitting
• Parents will need to complete all required fields before they can submit the form:
• Submitting an Enrolment Form

Step 4: ACCEPT ENROLMENT FORM

• Edit the form; select a room, check days and start date, review all information
• At the end of the form; enter the Family Account name, assign Session of Care & Fee
• Click Create Child, Parent & Family Account to create profiles in OWNA 
• Confirm Enrolment Forms

Step 5: COMPLETE PROFILE SETUP

1. Go to the child's profile using the Profile Search
2. Update Relationships/Permissions
3. Create Enrolment to CCS

Step 6: PARENT CONFIRMS ENROLMENT

1. If the enrolment status is Pending Confirmation, the parent can confirm from their MyGov
   
2. The parent can sign the CWA in OWNA

Step 7: BILLING SETUP

1. Check that DDR form has been signed (payment method will appear in the Family Account details page)
2. Apply Billing Cycle to Family Account (if using auto invoices)
3. Set Preferred Debit Day in Family Account (if using auto debiting)

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