Onboarding In-Depth
Step 5: Manage Enrollment Leads

Step 5: Manage Enrollment Leads

Welcome to Step 5 of your Kangarootime onboarding journey! In this final step, you'll learn how to test the parent enrollment process, properly manage incoming enrollments as an administrator, and how to access the completed family account. This step focuses on the day-to-day operations that keep your programs running smoothly.

📋 Prerequisites

Before starting this step, make sure you have completed:

🎯 What You'll Accomplish

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

  • ✅ Created your first program by bundling classes
  • ✅ Set up program-specific enrollment policies
  • ✅ Configured program schedules and session management
  • ✅ Established program capacity and waitlist management
  • ✅ Set up program-specific pricing and discounts
  • ✅ Created program descriptions and marketing materials

📚 Program Creation Overview

Programs in KangarooTime are collections of classes that work together to provide a comprehensive educational or care experience. Programs help parents understand the full scope of what their child will experience.

Key Concepts:

  • Program Bundling: Combining multiple classes into cohesive offerings
  • Session Management: Organizing classes into structured sessions or terms
  • Enrollment Policies: Rules for how families can enroll in programs
  • Capacity Management: Managing enrollment limits across program components
  • Program Pricing: Bundled pricing that may differ from individual class rates

🚀 Getting Started

1. Navigate to Program Management

  1. From your dashboard, click on "Programs" in the main navigation
  2. Select your school from the dropdown (if you have multiple locations)
  3. Click "Create New Program"

2. Basic Program Information

Set up the foundational details:

Program Name: Choose a clear, descriptive name

  • Example: "Preschool Prep Program", "Summer Adventure Camp", "After School Academy"

Program Type: Categorize your program

  • Academic Programs (preschool, kindergarten prep)
  • Enrichment Programs (art, music, sports)
  • Care Programs (before/after school, summer camp)
  • Specialized Programs (special needs, gifted education)

Program Description: Detailed overview for parents

  • Learning objectives and curriculum focus
  • Daily schedule and activities
  • Age appropriateness and developmental goals
  • Special features or unique aspects

3. Bundle Classes into Your Program

Select which classes are included:

Core Classes: Required classes for the program

  • Example: "Morning Circle Time", "Learning Centers", "Outdoor Play"

Elective Classes: Optional classes families can choose

  • Example: "Art Studio", "Music & Movement", "Science Exploration"

Schedule Coordination: Ensure classes work well together

  • No time conflicts between required classes
  • Logical progression through the day
  • Age-appropriate transitions between activities

4. Set Up Program Sessions

Organize your program into manageable time periods:

Session Types:

  • Academic Year: September through May/June
  • Summer Sessions: June through August
  • Quarterly Sessions: 3-month periods
  • Custom Sessions: Specific date ranges

Session Configuration:

  • Start and end dates
  • Holiday and break schedules
  • Make-up day policies
  • Session-specific pricing adjustments

5. Configure Enrollment Policies

Set up how families can join your program:

Enrollment Requirements:

  • Minimum age requirements
  • Prerequisite classes or skills
  • Health and immunization requirements
  • Registration deadlines and procedures

Enrollment Options:

  • Full program enrollment (all included classes)
  • Partial enrollment (select classes within program)
  • Drop-in options (individual session participation)
  • Trial periods for new families

6. Set Up Capacity and Waitlist Management

Manage enrollment limits:

Program Capacity: Total number of children

  • Based on space constraints and staff ratios
  • Consider age group mixing and safety requirements
  • Account for special needs accommodations

Class-Level Capacity: Individual class limits

  • Ensure program capacity aligns with class capacities
  • Plan for age-appropriate group sizes
  • Consider staff-to-child ratio requirements

Waitlist Management:

  • Automatic waitlist when program is full
  • Priority enrollment for returning families
  • Sibling preference policies
  • Communication protocols for waitlist families

7. Configure Program Pricing

Set up bundled pricing structure:

Program Pricing Models:

  • All-Inclusive: One price for entire program
  • Base + Add-ons: Core program price plus elective fees
  • Tiered Pricing: Different levels with varying inclusions
  • Per-Session: Pay for individual program sessions

Discount Options:

  • Early enrollment discounts
  • Multi-program family discounts
  • Referral incentives
  • Scholarship and financial assistance options

📖 Detailed Configuration Guide

Program Design Best Practices

Cohesive Curriculum:

  • Ensure classes complement each other
  • Create logical learning progressions
  • Balance active and quiet activities
  • Include age-appropriate transitions

Parent Communication:

  • Clear program descriptions and expectations
  • Regular progress updates and assessments
  • Transparent pricing and payment schedules
  • Easy access to program policies and procedures

Session Management Strategies

Flexible Scheduling:

  • Accommodate different family needs
  • Offer multiple session options when possible
  • Provide make-up opportunities for missed sessions
  • Plan for seasonal variations and holidays

Staff Coordination:

  • Ensure adequate staff coverage for all program components
  • Plan for staff breaks and transition times
  • Coordinate substitute coverage when needed
  • Maintain consistent staffing for program continuity

Enrollment Optimization

Family-Friendly Policies:

  • Clear enrollment procedures and deadlines
  • Flexible payment options
  • Trial periods for new families
  • Easy withdrawal and refund policies

Capacity Planning:

  • Regular assessment of enrollment demand
  • Seasonal adjustment of program offerings
  • Waitlist management and communication
  • Expansion planning based on growth trends

🎥 Video Tutorial

📹 Video Tutorial Coming Soon

2-minute walkthrough: "Creating Your First Program"

This video will show you how to bundle classes, set up sessions, and configure enrollment policies.

🆘 Need Help?

If you encounter any issues while creating your program:

  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:

  • Created at least one program with bundled classes
  • Set up program sessions and schedules
  • Configured enrollment policies and requirements
  • Established program capacity and waitlist management
  • Set up program-specific pricing
  • Created detailed program descriptions
  • Tested the enrollment process (if possible)
  • Communicated program details to families

🎉 Great Job!

You've successfully created your first program! This structured approach will help families understand the comprehensive experience you provide.

What's Next?

Step 4: Configure Your ClassesFAQ