Enrolment and waitlist management involves receiving family enquiries, collecting documents, checking room capacity, and assigning placements or waitlist positions. Manual tracking across spreadsheets and email creates delays, duplicate entries, and families waiting days for confirmation.
Automation captures enquiries, validates duplicates, tracks missing documents, checks real-time capacity, and sends confirmations or waitlist notifications automatically. Families receive same-day responses and the centre gains accurate, up-to-date enrolment records.
The full workflow, from trigger to completion.
A family submits an enrolment form, email, or website contact. The trigger captures the submission and extracts family details, preferred start date, and any initial documents.
The automation checks the enquiry against existing records to identify duplicates and flag incomplete submissions. It scores the enquiry completeness and routes accordingly.
If documents are missing, an automated email is sent to the family with a checklist of required documents and a link to upload them. The system tracks submission status.
The automation queries to check real-time capacity in the requested room and age group for the preferred start date.
Based on capacity, the system either confirms the placement or automatically assigns a waitlist position. The family record is updated with status and position.
A templated email is sent automatically to the family confirming their placement or providing their waitlist position and expected timeline.
A message is posted for the relevant room leader or manager, alerting them to the new enrolment or waitlist addition with key family details.
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