Blog

Blog2024-08-07T22:53:35+00:00

Mastering the occupancy game

A recent report by Colliers International states that in the childcare industry, occupancy rates average between 50%-70% (regional) and 80% (metro). Most centres need to be operating at 70% to be profitable.

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  • Preschool Management App Melbourne

Occupancy Tip: Flexibility

It is normal for families to have a requirement for care for a set number of days (eg. 3 days every week), but many have flexibility around choosing what days of care they require.

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    Service Allocated Example Scenarios

    Scenario 1

    Family submits Council application form and service preferences. Once the Council has allocated the child to your service, the child will become visible in your EnrolNow system. You are not yet able to engage directly with the Family.

    Waitlist Example Scenarios

    Scenario 1

    Family submits Waitlist Application Form via link on Service’s website

    Scenario 2

    Add NEW child to system – use the “Add New Child” button. Adding a new child

    Scenario 3

    Register an existing child for a NEW program type or care period – use the “TY – Add or Change Application” or the “NY – Add or Change Application” button. Add or Change an Application

    Scenario 4

    CHANGE a child’s program type or care period – use the “TY – Add or Change Application” or the “NY – Add or Change Application” button. Add or Change and Application

    Service Allocation Example Scenarios

    Scenario 1

    Allocate children to your service using the Allocation Engine:

    Allocation Engine Overview

    Using the allocation engines to commit allocations

    Program Preferences Example Scenarios

    Scenario 1

    Email family the Program Preference Form email template:

    Sending an email to one child at a time

    Sending a bulk / mass email to less than 100 email addresses

    Sending a bulk / mass email to more than 100 email addresses

    Scenario 2

    Submit Program Preferences on behalf of the family – use the “TY – Submit Program Preference” or “NY – Submit Program Preference” buttons:

    Add or Update a Child’s Preferences

    Program Allocation Example Scenarios

    Scenario 1

    Allocate children to programs using the Allocation Engine:

    Allocation Engine Overview

    Using the allocation engines to commit allocations

    Scenario 2

    Changing a child’s allocated program:

    Changing a child’s allocated program

    Enrolment Example Scenarios

    Scenario 1

    Email family the Enrolment Form email template:

    Sending an email to one child at a time

    Sending a bulk / mass email to less than 100 email addresses

    Sending a bulk / mass email to more than 100 email addresses

    Add Child Example Scenarios

    Scenario 1

    Council sends annual allocation list to service.

    Forward allocation list to support@enrolnow.com.au for upload (allow 7 days)

    Scenario 2

    Council sends late /  mid year allocation child to service. 

    Add NEW child to system – use the “Add New Child” button. Adding a new child

    Scenario 3

    Register an existing child for a NEW program type or care period – use the “TY – Add or Change Application” or the “NY – Add or Change Application” button. Add or Change an Application

    Scenario 4

    CHANGE a child’s program type or care period – use the “TY – Add or Change Application” or the “NY – Add or Change Application” button. Add or Change and Application

    Offer Process Example Scenarios

    Scenario 1

    Email family the Offer Acceptance Form email template:

    Sending an email to one child at a time

    Sending a bulk / mass email to less than 100 email addresses

    Sending a bulk / mass email to more than 100 email addresses

    Scenario 2

    In the scenario where the Service is wanting to push through a late enrolment quickly, this step can be skipped (from a system process perspective).

    Offer Process Example Scenarios

    Scenario 1

    Council emails the family the offer and asks them to submit the Offer Acceptance Form. Upon accepting the offer, the child’s status will update to Offer Accepted and you will then be able to start engaging with the family directly.

    Program Preferences Example Scenarios

    Scenario 1

    Family submits Council application form with service and program preferences. Child becomes visible in your EnrolNow system. You are not yet able to engage directly with the Family.

    Allocate Days Example Scenarios

    Scenario 1

    Allocate a child to their days by updating the “Current Allocated Days” field or the “Upcoming Allocated Days” field located on the child’s profile.

    Offer and Allocate Program Example Scenarios

    Scenario 1

    Email family the Offer and Allocate Form email template:

    Sending an email to one child at a time

    Sending a bulk / mass email to less than 100 email addresses

    Sending a bulk / mass email to more than 100 email addresses

    Scenario 2

    Submit Form on behalf of the family – use the “TY – Allocate Program” or “NY – Allocate Program” quick action buttons on a child record. 

    Offer Process Example Scenarios

    Scenario 1

    Email family the “Welcome to Kindergarten Offer and Program Allocation” email template:

    Sending an email to one child at a time

    Sending a bulk / mass email to less than 100 email addresses

    Sending a bulk / mass email to more than 100 email addresses

    Scenario 2

    In the scenario where the Service is wanting to push through a late enrolment quickly, the service can use the Quick Action option on a child record to Allocate Program

    Allocate Program Example Scenarios

    Scenario 1

    Allocate program for families – use the “TY – Allocate Program” or “NY – Allocate Program” quick action buttons on a child record. 

    Add Child Example Scenarios

    Scenario 1

    Council sends annual allocation list to service.

    Forward allocation list to support@enrolnow.com.au for upload (allow 7 days)

    Add Child Example Scenarios

    Scenario 1

    Council sends late /  mid year allocation child to service. 

    Add NEW child to system – use the “Add New Child” button. Adding a new child

    Scenario 2

    Register an existing child for a NEW program type or care period – use the “TY – Add or Change Application” or the “NY – Add or Change Application” button. Add or Change an Application

    Scenario 3

    CHANGE a child’s program type or care period – use the “TY – Add or Change Application” or the “NY – Add or Change Application” button. Add or Change and Application

    Program Acceptance Example Scenarios

    Scenario 1

    Email family the “Additional Unfunded Days” email template:

    Sending an email to one child at a time

    Sending a bulk / mass email to less than 100 email addresses

    Sending a bulk / mass email to more than 100 email addresses

    Scenario 2

    In the scenario where the group is wanting to progress an application internally, the service can use the Quick Action option on a child record to submit additional days form and update status of child to “Program Accepted”

    Program Acceptance Example Scenarios

    Scenario 1

    Once a child has submitted their additional days preferences, on the child record they must be manually allocated their days under the “Current/Upcoming Allocated Days (Unfunded)” field.

    Allocate Days and Room Example Scenarios

    Scenario 1

    Allocate a child to their days by updating the “Current Allocated Days” field or the “Upcoming Allocated Days” field located on the child’s profile.

    Allocate a child to their room by updating the “Current Allocated Room” field or the “Upcoming Allocated Room” field located on the child’s profile.

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