Enrollment pipeline and waitlist

Keeping track of families who want a space, from the first phone call to a child on your roster.

For directors, assistant directors and admins

Finding it

Open More → Enrollment, then Applications & pipeline. The top of the screen counts who's on the waitlist, who has applied and who's enrolled, with tabs underneath. If you don't see Enrollment in More, your center may have it turned off.

Adding a lead

A lead is a family who wants a space. Tap + at the top, fill in Guardian, Child and Desired start, and tap Save Lead. Guardian email, Guardian phone and Notes are optional.

Add the email if you have it. RoundUp emails the family to confirm they're on the waitlist, and it's the address the offer and the application go to later. A lead without one gets nothing from RoundUp, so you'll be phoning them at every step.

The pipeline board

The Pipeline tab shows four columns — Waitlist, Offered, Application and Enrolled — that scroll sideways. Above them sit In pipeline, New this week and Median wait, and a filter by child, guardian or program.

Waitlist and Offered are sorted oldest first, so the families who've waited longest are at the top rather than scrolled past. Tap a lead's card to see the family's details and to add an internal note — a better home for "called Tuesday, call back after the 15th" than your memory.

Press and hold a lead's card for Move to Offered, Mark Enrolled or Withdraw lead. Worth knowing before you use them:

• Mark Enrolled creates the family's enrollment, puts the child on your roster and emails the family a welcome. If you already sent them an application, that one is used rather than a second record being created. Use it when a family is starting and you're skipping the application — otherwise approve the application instead.
• Withdraw lead takes the lead out of the Waitlist column. It stays on the Waitlist tab, marked withdrawn, in case you need its history.

Offering a spot

When a space opens, move the family to Offered: press and hold their card and choose Move to Offered, or use Promote on the Waitlist tab.

If the lead has a guardian email on file, RoundUp emails them that a spot has opened for their child and asks them to get in touch to accept. Without one, phone the family yourself. Either way, the family doesn't accept in the app — you record their answer.

From offer to enrolled

1. Send the application Once the family says yes, open the Workflow tab, choose Offered, and tap Send application on their card. Pick a program and tap Create and send. The card moves to the Application column and, if the lead has a guardian email, the family is emailed a link to fill the application in themselves: their child's date of birth, their contact details, a second guardian, home address, emergency contacts and allergies.
2. Wait for the family Each application card says where it stands — not sent, sent and waiting, or completed by the family. Directors get a notification when a family finishes. The family can reopen the link and change their answers until you approve. Links expire after two weeks; Resend application sends a fresh one and switches the old link off.
3. Approve it On the Applications tab, tap Approve under Pending. This is the step that puts the child on your roster, along with the guardians and emergency contacts the family gave you.
4. Finish the child's record Check the child on your roster, then add their room and authorized pickups — the application doesn't ask the family for either.
5. Invite the family See Invite families to the app.

The other tabs

• Waitlist lists every lead with its status, desired start and notes, plus Promote and Update.
• Workflow steps through the same records one stage at a time, with one action per stage.
• Capacity projects the next six months against your licensed capacity. It counts every child on your roster however they were added, plus pending applications with a start date still to come.
• Tours — see Tour bookings.
• Offers is a waitlist for children already on your roster — a sibling's place, or a move to another room. Add to waitlist holds a place against the child, and Offer spot emails their guardians, records when the offer went out and gives them seven days to answer. A family who declines can be offered again later. For families who aren't enrolled yet, use the Offered column.

A word on contracts

Send contract and Create contract save an agreement against the application and email its text to the guardian, dated the day it was sent. The card shows Sent with that date.

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