How to Use the Enrollment Dashboard

Managing Onboarding Enrollment

Step 1: Access the Enrollment Tab

The Enrollment section of the dashboard lets you view all students who are onboarding, including current, future, and pending students.

The Enrollment area of the dashboard is only accessible to users with admin access.

Children are added to the Onboarding Enrollment tab when a parent fills out your online registration form through your website, their parent app or when a staff adds a child manually.

Please refer to the Registration training video for a more detailed explanation of how the Enrollment tab works with the registration and waitlist process.

Step 2: Review Children in the Onboarding Enrollment Tab

The Onboarding Enrollment tab displays a list of all children currently in the onboarding process at the center. These children are not yet active students.

Use the filter icon to filter by status, such as pending.

You can manage any items here that you want to track before the child starts.

This helps you ensure all required to‑do items have been completed before the child starts at your center.

Scrolling to the right shows more detailed registration information for each child, such as:

• Starting program and group

• How they registered (manual entry or online form)

• Whether a deposit was paid

• Whether licensing and bank information are completed

• Any other criteria or steps you have added

Additional custom fields can be added to track extra onboarding steps (for example, family tour, assigning a cubby). These appear as items that must be completed before finalizing the child's registration.

The Bank Info, Deposit, and Licensing fields are tracked automatically by the system. A checkmark in the Licensing field confirms that all regional regulatory requirements—such as signed agreements and emergency contacts—are complete. Similarly, the Bank Info icon indicates that the family has set up automated payments, while the Deposit field confirms that any required registration fees have been paid.

Step 3: Add or Remove Custom Fields in Onboarding

To configure the custom fields used for onboarding:

1. Select the three dots in the top left.

2. Click Add/Remove Custom Fields.

To add a new field, type the field name in the space provided and click the Create New Field icon.

You will see the new field added to the screen.

To remove a field, click the Remove icon next to the field you want to delete.

Step 4: Open a Child’s Profile and Registration Details

Click on the student’s name in the Onboarding tab to open their family profile.

In the family profile, click the Registration tab to view detailed registration information.

Here you can see:

• Current and past programs and groups

• Any registration proposals, if applicable

This is where the registration needs to be completed.

Step 5: Complete or Manage an Onboarding Registration

From the Onboarding tab, click the Complete button to finalize that the child has been completly onboarded, all steps are complete and they are ready to start at your center.

You can also choose other options, such as:

• Denying the enrollment

• Emailing the parent

• Waitlisting the child

Use the available filters to search for children by program or group. You can also search by the child’s name or by the parent/family name.

Manage Ending Enrollments

Go to the Ending Enrollment tab to view all children whose current registration is ending soon.

You can search using multiple filters, including:

• Registration end date

• Withdraw date

You can also see which group the child is leaving.

It’s important to note the difference between these dates: an end date simply means a registration record is expiring without a new one scheduled, while a withdrawal date serves as a formal confirmation that a notice was received. This acts as a vital safety check; if a child has an end date but no withdrawal date, it may be an error—such as a missing room assignment—rather than an intentional departure. To ensure accuracy, the system requires you to input a withdrawal date in the child’s profile before you can complete the offboarding process.

Click any child in the list to view more details about their registration information.

If you want to move the child to the next program, you can add a new registration here or approve a registration proposal.

Click the Complete button to finalize a child’s withdrawal.

Manage the Waitlist

Open the Waitlist tab to see all students currently on the waitlist.

Scroll horizontally to view more information, including custom fields. The list shows:

• The child’s age as of today

• The child’s age on the requested start date

The Priority List column allows you to change the order of the waitlist. For example, to move a child further up the list and give them priority over others, click the Edit button.

You can also click on the child’s profile to view more details.

Use the Private Notes field to add any notes, such as dates when you contacted the parent to confirm continued interest in a space.

Add your note, click to save it, and refresh the screen; the note will then appear in the Notes field.