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.

Header graphic showing feature

A train analogy is used to highlight the features of the EnrolHQ solution.

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.


There are five carriages to the EnrolHQ train.

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. Our fifth carriage is called Onboarding. This carriage collects all the information from parents via custom forms after they accept their place but before they start at your school.

1. Discovery

Parents can submit either an Enrolment Enquiry or Tour Booking through three forms on the website.

Enrolment Enquiry

  • On submission, emails are sent to both the Parent and Admin Staff.
  • The enquiry is answered though the Dashboard and correspondence / notes are logged against the Parent in the CRM.

Book a Tour

  • Staff Admin loads available Tours into the dashboard
  • Emails are sent to both Parent and Staff on when parents submit an event booking.
  • Staff send email reminders through the Dashboard 2 days prior to the event to remind parents to attend.
  • Staff use an iPad or phone to check-in attendees and write notes for follow up.
  • A kiosk link is available for people to register attendance on the day.
    Staff email all those that attended with a thank you email through the Dashboard and invite to Application stage (if applicable)
  • Staff bulk email all Parents that did not attend an invitation to book into the next tour.

Register Your Interest

  • Light-weight form specifically designed for School Expos.
  • This form does not require a login and only asks for the bare minimum information to create an enquiry in the CRM.
  • The Enquiry Parent and Staff Autoresponders are used on submission.
  • The form returns to the start after submission ready for the next parent to complete.

2. Enrolment

There are 2 options at the Enrolment Phase; the standard Enrolment Application Form and an optional Expression of Interest Form.

Expression of Interest

  • Parent completes EOI form (if Enrolment > 2 years out) and makes payment.
  • Receipt is automatically emailed for the payment.
  • Acknowledgment email is triggered by Staff on receipt.
  • NB: This form is an optional step. Many schools just use the full enrolment form and skip this EOI stage.

Application

  • Parent completes Application form and makes payment.
  • Receipt is automatically emailed for the payment.
  • EOI Parents. that are already in EnrolHQ are sent an email inviting them to enrol at 2 years out and have their fee waived.
  • Enrolment Team check the Application and request more information or new copies of documents as required.
  • Parent is prompted to return to the Parent Dashboard to complete their application or upload missing documents.

3. Acceptance

Review

  • Interview Permission is assigned to an Interviewer and available slots loaded.
  • An email is sent asking Parents to book in to an available time.
  • Principal reviews the Application (also available as 1 page PDF) and Interviewer conducts Interview.
  • Interview Notes are added to the student file through the system or a scan of notes is uploaded.

Offer

  • Offer of Place is emailed by Admin (in bulk or individually).
  • Parent 1 and Parent 2 Accept Place and pay Acceptance Fee (Admin can determine amount and if extension is given - otherwise default settings will be used).
  • Receipt is automatically emailed to the payment.
  • Admin run reports to follow-up with Parents who have yet to accept place.
  • Bundled PDF and Application data is prepared for transfer.

4. Reports and Export

Orientation

  • Parents have accepted a place but are still waiting for their child to commence.
  • Enrolments Staff can still add notes and allow parents to update their contact details through the Parent Dashboard.
  • Orientation Event Invitations can be emailed to Parents.

Community

Prior to commencing, Students are moved to the School Management System.

5. Onboarding

EnrolHQ allows you to build custom forms for parents to fill out and electronically sign as part of the students’ orientation. We see schools using this for things like (but not limited to)

  1. Media Consent Forms
  2. Medical Consent Forms for administering medication, calling ambulances/doctors in an emergency
  3. IT Agreement Forms
  4. Updating Medical Details/Emergency Contacts
  5. Updating Learning Support
  6. Additional Document Uploads
  7. Co-curricular Sign-Ups
  8. Bus / Travel Arrangement Forms

You build your form, add however many different questions (with their own answer types) as you want, add any introductory/explanatory text, add sections and even segment the form into multiple steps. The best part is that these forms are all connected into EnrolHQs standard workflow tools for improving school productivity and compliance.

  1. Every Form you create can be electronically signed by parents (works especially well on touch devices). So all your consents that you collect meets compliance standards.
  2. Every Form that is submitted by the parent is printed to PDF including their electronic signatures - having a PDF copy is helping schools meet another compliance requirements.
  3. Forms are hooked into email workflows so parents will receive an email confirmation of their form submission.
  4. Staff will also receive the PDF form emailed to them - you can specify different staff emails for different forms so medical forms go straight to the school nurse, media consent forms go straight to the communications/marketing team etc.
  5. You can add a Payment to the form and specify the amount. In this case the parent will fill out the form, sign it and then to the online credit card payment page. From there, they make the payment and receive an email receipt. These transactions will automatically be recorded in the ‘Finance Report’ for the Finance team’s reconciliation purposes and hooked into your bank for a seamless process.
  6. Forms are listed in the Parents’ Dashboard for action in their ‘Outstanding Tasks’ box. They are targeted at particular year levels, calendar year of entry and application status - so you don’t have parents filling in forms that they don’t need to and creating confusion at your end.
  7. A copy of each form response is appended to the relevant student profile for any future reference.
  8. You can also Export all the form data as a CSV file. The form fields will form the columns and each student that has submitted a form will create a new row in the exportable file.

Sub-sections of this document:

Events - School Tours and Open Days

Tours, Open Days and other Enrolment Events are easily tracked through EnrolHQ.

CRM

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.

Student Profiles

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.

Enrolment Tab (inside Student Profiles)

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.

Email Settings and Sending Bulk Emails

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’.

Interviews

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’.

Reports and Review Screens

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.

Settings

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.