The enrolment pipeline

Families move through the pipeline: Inquiry, Tour scheduled, Toured, Applied, then Enrolled. Waitlisted is the holding branch when no space is open.

Respond to inquiries within one business day and schedule a tour.

Taking an inquiry by phone. Click + New inquiry and enter what the family tells you: the child, the parent, the preferred start date, and how they heard about you.

Inquiries on your registration form. If your agency takes inquiries on its online registration form (CubbyPro sets this up for you), + New inquiry asks that form’s questions, in the same sections: Child, Parent / guardian, and Program details. Nothing is required there. Leave a field blank, or type N/A, when the family does not know yet, and add it later with Edit. Edit also opens the answers a family sent in online, and the entry shows who took the inquiry and who changed the answers.

After a tour, follow up with the family. When they apply, use Place at home to enroll them, or waitlist them.

Send the enrollment form from the entry’s ⋯ menu. Each family gets their own emailed link. The form collects the child, medical details, contacts, all consents, and a signature.

When the family signs, the entry moves to Waitlisted. Review their answers with View submitted form, then use Place at home.

Finding a family. The search box finds a family by anything on their entry: names, emails, phone numbers, address, city, languages, notes, and every answer on their forms. The city filter lists the cities families gave on their forms.

Review the waitlist weekly under Children › Waitlist as spaces open.