Frequently Asked Questions about online enrolments

What is an all-in-one enrolment system?

An all-in-one enrolment system allows the schools leadership, the marketing team and the admissions team to work together on a single system to manage the schools future enrolment pipeline. Typically, these teams would be using disparate systems to manage events and communications, they have a separate online enrolment form (or possibly even printed PDFs) and it's time consuming to build accurate reports for the Principal and the leadership teams. With the EnrolHQ all-in-one system, you have a powerful Event and Enquiry Management system that feeds your CRM with future families. The same system has online enrolment forms and enrolment offer and acceptance functionality all while giving up-to-the-minute business intelligence on all stages of the enrolment pipeline.

What are the advantages of an all-in-one online enrolment system?

The main advantage of an all-in-one online enrolment system is that you have one single source of truth for your future student profiles. Every interaction with prospective families is recorded e.g. whether they attended a school tour or not, what communications have been sent to them, how far along the enrolment process they are, this is all stored in one single CRM. There's no moving data in and out resulting in losing family details or worse still sending the same communications twice or the wrong communications. Having a single CRM also makes reporting and filtering much more accurate, the CRM data that is used to produce high level dashboard reports is up-to-date and standardised. Having a 360 degree view of each student profile also makes it super easy to follow-up resulting in more enrolment applications completed and higher rates of enrolment offer acceptance.

Why do you make parents sign in?

There are a few reasons why we ask parents to login to a parent dashboard after they have submitted their application. The most important reason is to protect the security of their data.

Other reasons include the ability to save and come back later to complete a form or manage multiple students in the process.

Further, the tracking of logins by parents is a great tool to show their level of engagement for further follow-up or auto email prompts to complete various tasks.

The parent dashboard is a powerful communication tool that informs parents of their progress in their enrolment journey, eliminating support phone calls and emails.

Why are filters set as a standard feature?

From our experience, there are countless filters you will want to run on the data you collect. Saving fixed filters into your menu as a fixed report is clunky and messy.

If there are reports you constantly access, our filter variables all sit in the url, so you can simply bookmark the page. You can also email that report to a colleague. They simply need to login to view.

Which payment gateways do you support?

We support Westpac, NAB, Bank of Queensland, ANZ, St George and Commonwealth Bank. We also link to Stripe. If you have another bank you'd like to integrate with, we're happy to discuss.

Which school management systems do you integrate with?

Our out-of-the-box integrations are with the following school management systems (SMSs) in Australia: Synergetic, Edumate, Engage, TASS, Zunia, PCSchool and Sentral. We can integrate with other school management systems as well, if your SMS has an API which will allow us to push student and parent/carer/guardian information to it. In this case we'll quote you separately for such integration once we get all the necessary information from your ICT team.

Is our data secure?

Absolutely. Please request our Security White Paper which details how we handle your data under Australian and New Zealand law.

Can I host EnrolHQ on my domain?

Yes. A great feature of EnrolHQ is that is sits on a subdomain of your choosing - so you control the branding.

Can I get access to all my data?

Another Yes. We understand that giving you access to ALL data via API is an important consideration for many looking at online enrolments.

How much does EnrolHQ cost?

EnrolHQ cost consists of a one time setup fee and a monthly subscription cost. Please look at our pricing page for details.

Does EnrolHQ have lock-in contracts and termination fees?

No. EnrolHQ will not lock you in for years into a contract. You can use and pay for EnrolHQ on month by month basis if you wish, and if you ever want to leave, you can grab all of your data with you through our extensive API. That's how how confident we are in our product ;)

Likewise, if you decide to leave, there are no termination fees. We strive to be the most ethical business in the world and that's how we behave towards our customers as well as our employees.

I already have part of my enrolments process online? How hard is it to migrate to EnrolHQ?

We understand that most schools already have part of their enrolments process running online.

If you would like to move to EnrolHQ, we have developed a set of import tools that allow our team to easily migrate your data and processes so you can start to take advantage of all the features and benefits that a complete all-in-one enrolments solution provides. In most cases, migrations are offered free of charge.

Where is my data hosted?

All data is hosted at Amazon Web Services data centre in Sydney Australia.

What about new features?

We launch new features for FREE every month as part of our license model. No marketing fluff - just new features to help you do your job. You can subscribe to our blog posts to get the monthly email update.

Do you lead score your applicants?

In our Principal's Review Report, we offer the ability for you to prioritise applicants based on a combination of the following:

siblings who already attend,
alumni connections,
faith,
families,
feeder schools and
date of expression of interest, waiting list or application submission.

We also highlight if there are parental responsibility, inclusive learning or medical conditions that need to be considered when offering a place.

So while there is no lead score number per se, the way we display your applicants and all of these pre-set ranking conditions give your executive team a great understanding of who to offer your enrolment places to and why.

How much can I customise?

The following are able to be customised:

All Emails - whether system or admin generated.
Logo, Colours, Fonts. For some pages we even allow custom scripts and css.
Form Field labels, mandatory options and help text
Document Uploads
Payment amounts
Acceptance Email delay
Terms and Conditions and Data Collection Policies
Many parts of the workflow process.

Manea Senior College began using Enrol HQ in August 2022 to assist us to manage of growing numbers of enrolments.

Enrol HQ has provided us with a simple and accessible solution to help manage the complex task of enrolment.

We have been very happy with the level of support and responsiveness of the Enrol HQ team, who worked with us along the entire journey from inception to a fully functioning enrolment process which has made life easier and allowed us to reduce our workload significantly.

As a State school, we found the functionality and adaptability of Enrol HQ to be its best feature, allowing us to tailor it to our processes and guidelines.

Our parents and students have engaged with the system well and problem solving is easy, ensuring that they get a professional experience with the College from the start to the end.

I high recommend the team at Enrol HQ.

Grant Walton - Manea Senior College

Since the very beginning of using EnrolHQ, I've found the system to be incredibly user-friendly. The support provided is outstanding, and the team consistently implements updates to enhance the processes even further.

Our admissions department has seamlessly transitioned to a paperless approach. Parents are enthusiastically embracing the system's straightforwardness for both uploading documents and completing customized forms for their child's application.

The system is particularly invaluable for interview procedures, as every step, from interview assignment and booking to inputting interview notes, occurs online. The Communication section is notably impressive, providing visibility into email read receipts and maintaining an email archive. There's also a dedicated section for noting and gathering information on incoming students and families. Assigning tasks to colleagues ensures meticulous organization, keeping all team members informed about the application progress. Coordinating and scheduling college events is effortless for both parent users and our admissions staff.

Our admissions department wholeheartedly endorses EnrolHQ for effectively tracking the enrolment journey of our students.

Carolyn Sharp - Santa Maria College

We use EnrolHQ in our school and I don't know what we would do without it. It is a fantastic system for managing enrolments and helps us keep track of where students are, wherever they are in the enrolment process.

We also use the system to communicate with families in an ongoing sense (and keep a record of this communication), and the integrations provided by EnrolHQ as part of our school's website has meant the use of this system in provides families with a seamless interaction with us online.

I have been particularly impressed with the commitment of the EnrolHQ team to our experience using the system. They are quick to provide support and direction and are extremely responsive in the way they continue to iterate the way their product works in response to how we the users are working with it.

I couldn't recommend this system more to interested schools.

Jill McLachlan - Blue Gum Community School

Using the Enrol HQ platform has revolutionised SEDA College’s student enrolment process from the enquiry stage through to the student graduating.

It has streamlined and increased the professionalism of our communication processes to both future and current students with the ability to create easy to use custom forms and email templates. Paper forms are a thing of the past!

With student having their own profile, it is easy to track what they have and haven’t completed and create a record for each interaction and communication.

We have also found it very useful when managing our information session event data and booking in student interviews.

Most importantly, Enrol HQ has a fantastic support team in place who go above and beyond to provide the best possible customer experience and ensure your school is getting the most out of their platform. With a clear continual improvement approach, I would highly recommend to any school out there to use Enrol HQ to take their enrolment experience to the next level!

Derek Taylor - Seda College

EnrolHQ has transformed our enrolments process. Its streamlined approach has made managing relationships with prospective students and their families incredibly efficient, allowing us to move away from paper-based enrolments entirely.

The software's user-friendly interface simplifies complex tasks, making it easy for our staff and parents to navigate.

We highly recommend EnrolHQ to anyone seeking an effective solution for enrolment management – it has truly improved our operations for the better.

Niki Jenkins - Sacred Heart College

Blue Gum Community School is a small school, with a small admin team. This means we need to utilize our software resources to it’s maximum capability.

Enrol HQ easily adapts to our enrolments needs for playgroup, preschool, primary school though to high school students.

Enrol HQ has quickly become an indispensable program for our school. It provides us with the ability to run essential analytical reports, securely track and record student details, and of course, seamlessly steps parents through a thorough enrolment process.

Enrol HQ’s ability to be customised, is one of its most valuable features. This allows us to generate tailored data, providing comprehensive detail about our school community.

A shout out to the Enrol HQ team for developing this powerful program and for the support they provide for their product.