Step 4: Configure Your Classes

Welcome to Step 4 of your KangarooTime onboarding journey! In this step, you'll learn how to set up and configure your classes, which are the foundation of your program structure.

📋 Prerequisites

Before starting this step, make sure you have completed:

• ✅ Step 1: Configure Your Business
• ✅ Step 2: Manage Your School(s)
• ✅ Step 3: Manage Billing
• ✅ Your school profile is set up
• ✅ Class categories are defined

🎯 What You'll Accomplish

By the end of this step, you'll have:

• ✅ Set up an ongoing enrollment management workflow
• ✅ The ability to manage enrollment leads
• ✅ Understand how to access complete family accounts

📚 Enrollment Management Overview

Enrollment management involves the ongoing care and administration of enrolled families and children. This includes managing day-to-day operations, maintaining family relationships, and ensuring program quality and satisfaction.

Key Concepts:

• Enrollment Lifecycle: Managing families from enrollment through graduation/withdrawal
• Family Engagement: Regular updates, newsletters, and individual communications
• Attendance Management: Tracking attendance, managing absences, and handling make-ups
• Billing Management: Ongoing payment processing, late fees, and account management

🚀 Getting Started

1. View your current Enrollment Workflow*

1. Select the Enrollment tab via the navigation menu
2. Click Settings
3. Click Offer Settings
4. Under the Offer Settings portion set the following:

• Number of days until an offer expires – This set time configure how long a family must complete the enrollment form after the begin as if they do not complete it under the time allotted, their offer will expire.

Example: If it is set to 2 Days, a family has 48 hours to finish the enrollment form prior to their submission expiring.

Application Flow Type Please do not switch this field prior to speaking with a Kangarootime representative as it is currently defaulted to the Program inquiry > Form > Accept and Pay > Approve workflow. The chosen workflow will determine how family enrollment submissions will flow into your entire business.

Class Name: Choose a clear, descriptive name

• Example: "Toddler Playgroup", "Preschool Prep", "After School Care"

Class Category: Select from your predefined categories

• If you haven't created categories yet, you can create them here

Description: Provide a detailed description for parents

• Include learning objectives, activities, and what makes this class special

1. Inquire > Offer > Enrollment – A parent sends an enrollment inquiry; the business then reviews and sends an enrollment offer > parent can then accept the offer and fill out the enrollment form. A registration fee cannot be automated under this workflow.
2. Inquire > Program > Enrollment > Approval – A family registers into a program, they pay the registration fee and then fill out the enrollment form. Then their enrollment submission goes into the Lead Management screen for the business to approve.
3. Program inquiry > Form > Accept and Pay > Approve – A family registers into a program, they fille out the enrollment form, and they pay at the end. Then their enrollment submission goes into the Lead Management page for the business to approve.

2. Test out the Enrollment Process

See how families will experience your chosen enrollment workflow

Locate your enrollment web link

• Click into the Enrollment > Settings tab
• Click into the Web Links option
• Click the Copy Link button
• Paste the enrollment web link into your browser
• Enter an email address
• Pro Tip: You can use the same email address you have set for your staff profile as Kangarootime can accommodate families that also work for the school their child attends.
• Click the Register Here Today button
• Enter in your information (First/Last name, Email address, Phone number and Phone type)
• Click the Save button

Register your child(ren)

• Add at least one child by clicking the Add a Child button and fill out their information*

*📅 Important: The date of birth will impact which programs they will be able to view. If you are unable to view programs, please confirm that their DOB fits inside the associated Class's set age range.

• After adding all your children, click the Next button
• Select all the programs you wish to register your child(ren) into
• Set their schedule (desired start date and days of the week you plan to attend)
• Click the Save button
• Click the Next button
• Review the registration selection and click the Confirm and Continue button
• Once your registration selection has been confirmed, click the Continue to Form button to begin filling out the enrollment form

Fill out the Enrollment Form

• Enter in all the required fields for your child
• Click the Next button
• Enter in all the required fields for a primary contact*
• *A primary contact has an all-access pass on the family account and can manage all secondary contacts.
• Click the Next button
• Payment Information:
• Parents will have the ability to upload their desired payment method (Bank Account, Credit Card, or Debit Card)
• Since your merchant information has not been configured, there will be no option to add a payment method
• Click the Continue button
• Review your information and click the Continue button
• Terms and Conditions*
• This page enables you to require parents to enroll into autopay, pay a registration fee, and input a promotional code if offered by your business.
• If your enrollment program has an attached registration fee, enter in the 100% OFF code in order to proceed
• Once the registration fee is listed at $0.00, click the checkbox accepting the terms and conditions
• Click the Accept and Continue button
• Your enrollment submission has been sent over to the business and you should have also received an email confirmation that contains your completed enrollment form

3. Act on the Enrollment Lead

This portion details how an administrator can manage the family enrollment submission:

• Click into the Enrollment tab on the navigation menu
• Click the Lead Management tab
• Click the Approval Pending column*
• Definitions:
• In Progress: The family is currently working through registration process
• Approval Pending: Family submissions that came in when there was space available in your program based on the attached class’s capacity setting
• Waitlist: There was no availability in the program when the family submitted their enrollment submission based on the attached class’s capacity setting
• Completed: All the approved family enrollment submissions
• Lost Opportunities: All the enrollment submissions that were marked as a Lost Opportunity
• Click the down carat located on the lead row to open the details
• Click the Notes (0) link to leave an internal note about the lead
• Click the Edit Offer link to make any changes
• Click the Check Availability button to see if there is availability in the program to ensure you are not going over capacity
• Click the Update Offer button to save the changes
• Click the Mark as Lost button to move it over to the Lost Opportunities column
• To approve, click the check box located on the lead row
• Click on the approve checkmark that appears above
• Click the Approve button
• Click into the Completed Column to view the family account

4. Family Account Overview

Get a look into a family account after you approve their enrollment application:

Click into the Completed Column

• Click the Account Name link

Profile:

• Account Name: Can be changed as it will always default to the last name and first initial of the family member that enrolled the chil(ren).
• Account Tags: Can apply and created account tags as this will impact your filtering options
• Example: Payment plan
• Student: Can view the student(s) that are affiliated with this family account

Contacts:

• Primary Contacts: Contacts who have control over the family account as they are provided with every permission and can manage secondary contacts*
• *Primary contacts cannot edit other primary contact information
• Secondary Contacts: Contacts who have limited access to the account
• Example: A Grandparent who may only be able to pick up the child(ren)

Enrollment:

• Enrollment Plan: This contains the child’s enrollment assignment (The class they attend, the tuition they are to be charged, the duration of their enrollment, and their scheduled days)

Billing:

• All the billing related information associated with the account

Agency:

• Subsidy Assignment

Documents:

• All related enrollment form materials (Enrollment form, Physical information, Immunization records)

Internal Notes:

• Internal facing notes about the family

Messaging:

• Account level messaging you can send the family
• Account level messages usually pertain to billing information and similar high-level information that should be discussed between administrators and family members. To view other levels of messaging, please click into the Engagement tab on the navigation menu.

🎥 Video Tutorial

Play Video Tutorial (opens in a new tab)

🆘 Need Help?

If you encounter any issues while configuring your classes:

1. Check the Documentation: Review our detailed guides in the help section
2. Contact Support: Reach out to our onboarding team
3. Schedule a Call: Book a one-on-one session with our experts
4. Community Forum: Ask questions and share experiences with other users

✅ Verification Checklist

Before moving to the next step, verify you have:

• Set up enrollment lifecycle management workflows
• Configured family communication systems and preferences
• Established attendance tracking and management procedures
• Set up billing and payment management systems
• Created program quality monitoring and improvement processes
• Tested all enrollment management processes

🎉 Great Job!

What's Next?

• Step 5: Create a Program → - Learn how to manage your Programs!