Documentation
EnrolHQ is an all-in-one Online Enrolment System built for Australian schools. It's a powerful tool for school marketing and enrolments teams to engage with future parents and guide them through their enrolment journey.
In a typical school, the enrolment process is made up of many tools and supported by various different 'vehicles' (e.g spreadsheets, web forms, paper forms, letters). It is hard to manage the data and process as parents move from one 'vehicle' to the next.
In comparison, getting on the EnrolHQ train is simple. All parents stay on the train and remain with their data for the whole trip. If they get off, or get stuck, we know exactly what to do.
A parent will start at the back – what we call the ‘discovery carriage’. This is where parents request a prospectus, ask a question or visit the school. Using our admin toolbox, a registrar will prompt parents to move along to the next carriage (Enrolment) and submit an Expression of Interest form or full Enrolment Application. At this point, we also normally collect payment. The third carriage (Acceptance) is where the review, interview, offer and all-important acceptance by one or both parents is made. Finally, the business intelligence carriage (Reports and Export) handles reporting, forecasting, full data export via API and integrations to other School Management Systems.
Parents can submit either an Enrolment Enquiry or Tour Booking through three forms on the website.
There are 2 options at the Enrolment Phase; the standard Enrolment Application Form and an optional Expression of Interest Form.
Tours, Open Days and other Enrolment Events are easily tracked through EnrolHQ.
The future students’ CRM is the heart of EnrolHQ. Every single form that’s filled out by a prospective parent whether it be ‘Register Your Interest’, ‘Enquiry’, ‘Event Booking’ or ‘Enrolment Form’ will create or update a future student profile in your CRM. This section shows you how to search for, filter student profiles and work with them in bulk.
This section details how to work with an individual Student Profile. Every family that enters in a child with a DOB, Year of Entry and Calendar Year of entry automatically creates an EnrolHQ Student Profile and this record is added to and updated as the family progresses from enquiry to orientation.
The tab that the admissions team will be spending most of their time in on a Student Profile will generally be the ‘Enrolment’ Tab. This tab contains the enrolment progress and all the controls that the admissions team will use to Make an Offer, Review Documents and much more.
EnrolHQ comes with powerful bulk email sending tools and automated email/notifications built-in. By using the CRM filters to look for families in a particular year group and entering in a calendar year, you can send targeted and personalised messages in bulk to move parents along the ‘carriages’ of your EnrolHQ train from the ‘Discovery’ carriage to the ‘Enrolment Carriage’.
EnrolHQ comes built-in with an Interview system to enable you to assign future students to interviewers and let the parents book the interviews based on the interviewers’ availabilities. Once you have set up all the interviewers’ availabilities and assigned students profiles to them, you can bulk email parents to tell them to log in to their parent dashboards and they will have an ‘Outstanding Task’ to ‘Book An Interview’.
EnrolHQ collects all your data in one place, so it makes comprehensive reporting very easy. From Enrolment Funnels to detailed Financial Transaction Reports, we've got you covered.
EnrolHQ has a comprehensive suite of settings to let you customise it to work with your schools processes and match your schools branding/look and feel.