Two Roads to the Same Place
Every child in CubbyPro starts the same way: as a student profile with a classroom, at least one guardian, and an emergency contact. How that profile gets created is up to you, and there are two paths:
- The enrollment form path — you email the family a secure form, they fill in their own details at home, and you enroll them with one click when the answers come back.
- The manual path — you already have everything you need, so you enter the child yourself from the Students page. This is the route most centres use for their existing families when they first move to CubbyPro.
Both paths end in exactly the same place: an active student who shows up in attendance, billing, and the parent app immediately. Here's how each one works, step by step.
Path 1: Let the Family Fill In the Enrollment Form
This is the least typing for you and the fewest transcription errors for everyone. It runs through the Admissions page, where every prospective family appears as a card that moves through stages — Inquiry, Tour Scheduled, Toured, Applied, Waitlisted, Ready to Enroll, and finally Enrolled.
Step 1 — Send the form
If the family is already on your admissions board (say, from your public inquiry form or a booked tour), click the envelope button on their card to email them the enrollment form. If they're not on the board yet, use the Send Enrollment Form button at the top of the page — it works even for a family who never formally inquired, and a pipeline entry is created for them automatically.
You can re-send the form at any time; any previously sent link stops working, so there's never a stale copy floating around.
Step 2 — The family fills it in at home
The parent gets a secure link and completes everything on their phone or computer: child details, allergies and medical information, authorized pickup persons, emergency contacts, and their weekly schedule. No account or login is required to fill in the form.
Step 3 — Review what they submitted
When the family submits, a document button appears on their admissions card. Click it to read every answer they gave before anything touches your records.
Step 4 — Enroll with one click
Click Enroll on the family's card (it appears once they reach the Applied, Waitlisted, or Ready to Enroll stage). The full enrolment form opens with everything the family submitted already filled in — you just review it, choose their classroom, and click Enroll Student. The card moves to Enrolled and the child appears on your Students page.
Path 2: Add a Confirmed Student Manually
Use this when the enrolment is already agreed and you just need the child in the system — a family you confirmed over the phone, or your entire existing roster when you first switch to CubbyPro. Skip the admissions board entirely:
- Go to the Students page and click the add button. The enrolment form opens as a tabbed modal.
- Info tab — the child's name, date of birth, classroom, and any allergy, medical, or dietary details.
- Guardians tab — at least one parent or guardian with a phone number is required. Each guardian row has an invite checkbox: leave it ticked and they'll automatically receive an email to set up their parent-portal account the moment you save. Untick it if you're not ready to invite them yet — you can always send the invite later from the student's profile.
- Authorized pickups and emergency contacts — at least one emergency contact is required (we recommend two), and anyone authorized for pickup needs their address on file.
- Services tab — pick the child's fee or program so invoicing knows what to bill.
- Click + Enroll Student on the last tab. Done — attendance, billing, and the parent app all work right away.
Moving from another system? Set the billing start date to your CubbyPro go-live date, not the child's historical start date. That way your first invoice covers the right period and no family gets back-billed for months you already invoiced elsewhere.
You Don't Need Every Detail Up Front
A common worry when entering a whole roster: "I don't have everyone's health card number handy." You don't need it. A child can be enrolled with just a name, date of birth, classroom, one guardian, and one emergency contact. Everything else can be added later through Edit — and CubbyPro's Needs Attention panel on the dashboard keeps a running list of anything important that's still missing, so nothing stays forgotten.
Which Path Should You Use?
- New family, details unknown? Send the enrollment form. The family does the typing, and their answers flow straight into the profile.
- Confirmed family, details in hand? Add them manually from the Students page. It takes a couple of minutes per child.
- Switching from another system? Manual entry for the roster, enrollment forms for every new family from then on.
And remember — parents only see the app when you invite them, whether that's the invite checkbox during manual entry or the automatic invite at the end of the form path. You stay in control of when families come on board.