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