EnrolNow One - Setup Form

We are thrilled to be setting up your customised EnrolNow portal. In order to start the implementation process could you please complete this form.

You will notice none of the fields are mandatory. Please complete all the fields you can. If you are not sure yet about some componments please leave them blank and we will discuss further.

Please don't hestaite to call or email with any questions:

support@enrolnow.com.au

ph. (03) 4052 1111

Organisation Name*

ABN

Service Approval Number

Address

Street Address

Street Address Line 2

SuburbState

Post Code

Email Address

Please note we have encountered deliverability issues with @kindergarten.vic.gov.au or .edu.au email adresses. EnrolNow are working with DET to resolve these. If possible we do suggest your service utilise an email address without the DET domains (eg. gmail)

Primary email address*

Used for sending emails to families

Phone Number*

Used as contact number for families

Please advise name to be included in signature block (or alternately you could have title only Enrolments Officer). Please include any other information (we would usually follow with Service Name, Email Address and Phone Number)

Please upload your service's logo

Browse Files

Please provide PNG or JPEG file

Is this organisation

The parent organisationAn individual operator?

Name of key contact*

First NameLast Name

Title of key contact

Email*

Used by EnrolNow for contact

Phone number of key contact*

Used by EnrolNow for contact

Name of invoicing contact*

First NameLast Name

Title of key contact

Email*

Used by EnrolNow for contact

Phone number of key contact*

Used by EnrolNow for contact

EnrolNow Costs & Invoicing

The annual service fee is invoiced upon implmentation and then on the anniversary month each year.

Please advise below your preference for the invoicing for the monthly licencing fee: each month, each quarter or annually.

Please note if your service has opted into any adiditonal modules (with additional costs) these will be also invoiced with the timing you have selected.

Please advise when you would like to receive invoices from EnrolNow

Each MonthEach Quarter (3 months in advance on Jan, Apr, Jul & Oct)Annually (in the anniversary month with the child record fee)

Most organisations we support run programs for the calendar year. Is this true for you?

YesNo

Will you be accepting waitlist application via EnrolNow One?

YesNo

For what years are you currently accepting applications?

2023202420252026

Do you have any restrictions around when a waitlist application can be submitted? If yes please provide details (eg. after the child has turned two, applications open on a specific date)

Would you like to incorporate the collection of fee a waitlist application fee at the end of this form?

YesNo

How much is the fee?

Name of the fee?

Eg. Non- refundable waitlist application fee

Do you have a Stripe or PayPal account you would like EnrolNow to connect to?

YesNo

Please note credit card processing fees will apply for EnrolNow to collect these fees on your behalf. If this has not yet been quoted, we will shortly advise the charge based on the fee your collecting.

We will contact you when the form has been setup to ask for the username and password inorder to conect your account to the relevant forms. Your service is then directly responsible for all associated fees.

Program Types

When families apply to attend your service they will generally nominate what program type they are applying for in a given care period. Most services include 3 year old kindergarten and 4 year old kingergarten. Some offer other options at time of application such as bi-lingual or bush kinder. Please select those that apply as well as adding any additional program types.

3 Year Old Kindergarten4 Year Old KindergartenOther

Programs

Within a given program type, many services operate several programs. These are generally preferenced by families and allocated through the offer process. Please provide details of programs operated below

Program Name

eg. Wombats

Program Type

3 Year Old Kindergarten4 Year Old KindergartenOther

Program Capacity

Term Fee

Program Hours

Would you like to add another Program?

YesNo

Program Name

eg. Wombats

Program Type

3 Year Old Kindergarten4 Year Old KindergartenOther

Program Capacity

Term Fee

Program Hours

Would you like to add another Program?

YesNo

Program Name

eg. Wombats

Program Type

3 Year Old Kindergarten4 Year Old KindergartenOther

Program Capacity

Term Fee

Program Hours

Would you like to add another Program?

YesNo

Program Name

eg. Wombats

Program Type

3 Year Old Kindergarten4 Year Old KindergartenOther

Program Capacity

Term Fee

Program Hours

Would you like to add another Program?

YesNo

Program Name

eg. Wombats

Program Type

3 Year Old Kindergarten4 Year Old KindergartenOther

Program Capacity

Term Fee

Program Hours

Would you like to add another Program?

YesNo

Program Name

eg. Wombats

Program Type

3 Year Old Kindergarten4 Year Old KindergartenOther

Program Capacity

Term Fee

Program Hours

Would you like to add another Program?

YesNo

Program Name

eg. Wombats

Program Type

3 Year Old Kindergarten4 Year Old KindergartenOther

Program Capacity

Term Fee

Program Hours

Would you like to add another Program?

YesNo

Extended Care Programs

Within your EnrolNow portal you have capacity to allocate a child to additional or extended days outside of their allocated program. These are generally preferenced by families and allocated through the offer or enrolment process. Please provide details of any programs available to families over and above your standard program.

Do you offer an extended care program?

YesNo

Extended Care Program Hours

What program types can access this?

3 Year Old Kindergarten4 Year Old KindergartenOther

Every organisation is different, resulting in a necessity for processes to also be different. The EnrolNow One automated processes will be tailored to meet your services unique requirements. Please indicate which of the following will be required (and managed) at your service:

Program Preference Request FormOffer processOnline Enrolments (usually linked to offer)

How are the applications for your service managed?

via centralise enrolmentsdirectly to the service

EnrolNow will manage the upload of children from the council lists provided to you. When do you expect to receive the council enrolment lists?

^ Please note: the wailtist validation process can be helpful to: (a) ensure that families who have added their name to your waitlists still require care and (b) collect care requirements from existing families for the following year

Send Offers (including program pref if applicable)

Send enrolment form to families for completion

EnrolNow have a base Enrolment Form, this form ensures we have many of the required fields in the correct format for the KIMs report, along with other suggested data collection that could be useful to your service.

Please take a look at this enolrment form, this is the starting point from which we will build the customised form for your service.

In order to understand the customisations required by your service please complete the questions below, the key inputs required are:

links to policies (ideally these are on your website and you can provide the url link, if not you could host them on a google account or other share file solution)
permissions & consents (we will build these into your enrolment form, please attach a copy of the current relevant consent forms you send to parents)
Introduction blurb (optional: should you require any welcome / introduction blurb we can include this at the top of the form)

List of All Policies

Fee Policy

Code of Conduct Policy

Other inclusions

Does your service seek additional consent for any of the following?

EvacuationRegular Outings/Local Walking ExcursionsInsect RepellentOther

Optional: Please provide copy for any additional blurb at the beginning the form

Please use this section to advise if you require any other customisations or edits not detailed above. This can be discussed in more detail during the implementation.

Please attach of copy of current consent / permission forms mentioned above.

Browse Files

Online Applications / Waitlist Management

Please review the attached forms and email templates and provide marked up versions for any changes required. Please note, we will separately email these to you for your feedback based on the critical dates provided.

Application Form Template (Groups / Clusters)

Confirmation of Enrolment email template

Waitlist Validation

Please review the email templates and provide marked up versions for any changes required. Please note, we will separately email these to you for your feedback based on the critical dates provided.

Waitlist Validation email template

Note, families who wish to make a change to their application will be returned to the original application form.

Offer and Program Preference

Please review the attached forms and email templates and provide marked up versions for any changes required. Please note, we will separately email these to you for your feedback based on the critical dates provided.

Offer email template

Program Preference Form template

Confirmation of receipt of Offer Acceptance and Program Preference email template

Would you like us to collect an enrolment deposit or confirmation fee during the EnrolNow One enrolment process?

YesNo

Name of fee:

eg. non-refundable enrolment deposit

Fee Amount:

$AUD inc GST

Which payment options would you like to offer for this fee?

Credit Card OnlyBSB Transfer OnlyParents can select from both options (BSB Transfer & Credit Card)

Do you have a Stripe or PayPal account you would like EnrolNow to connect to?

YesNo

BSB and Account details for parents to do internet transfer. Account Name:

BSB

Account Number

Please note credit card processing fees will apply for EnrolNow to collect these fees on your behalf. If this has not yet been quoted, we will shortly advise the charge based on the fee your collecting.

Nominated Account for EnrolNow to transfer funds to

Account Name

BSB

Account Number

We will contact you when the form has been setup to ask for the username and password inorder to conect your account to the relevant forms. Your service is then directly responsible for all associated fees.

Any comments or further information you would like to include at this stage.

Transact - Invoicing and paymentsSISO - Digital Sign in Sign Out

We usually ask you to allow about 3 weeks for implementation. We have a stepped process where we build first daft forms, collect feedback and revisions, before then building the software platform.

Please note, fees (including implementation, system access and the annual child record fee), all start from when we commence this work. This is becuase we need to provide system access to you, so you can start reviewing email templates and testing.

Please indicate when you would like us to start the implementation process (fees will be invoiced shortly after we commence implementation)

ASAP (in the next week)A future date

When would you like to start implementation (please allow 3 weeks to Go Live)

Date

When do you hope your EnrolNow platform will be ready to use (Go Live)

Date

You will be asked below to agree to and accept the terms and conditions of the EnrolNow System Access Agreement (available via link below and scrolling though the embedded agreement below).

This agreeement is BETWEEN: ENROLNOW PTY LIMITED (ABN 711 497 11580) of PO Box 750, Glen Iris, 3146 (‘we’ or ‘us’) and 'you' ({organisationName} of {address}, ABN: {abn137})

Please indicate what optional modules your service will be accessing (at pricing as noted in the System Access Agreement)

Transact - Invoicing and paymentsSISO - Digital Sign in Sign OutSMS - integrated add on

Signature

Full Name of Signatory

First NameLast Name

Date

EnrolNow One - Setup Form

Key Contact for EnrolNow

Invoicing

EnrolNow One Portal Setup

Required Processes

Critical Dates

Customisation to templated forms and emails

Enrolment deposit or other payments

Implementation

System Agreement