User Guide:
Enrollment Team

When you run a successful child care organization, one of your many goals is delivering world-class partnership and service to your prospective and current families.

Enabling the Enrollment Team functionality within your CRM system provides you with that ability. It connects all your enrollment specialists or representatives through their own unique log-ins and views within your ChildCareCRM database. Enrollment Teams picks up where your traditional business rules left off, automating the routing of tasks, email and text responses and processing incoming leads. This functionality will be most beneficial when used in conjunction with your center-based business rules because every call, web lead or task that moves through your CRM is tracked back to the individual lead file that is accessible at Corporate, Enrollment Team and Center level, leaving your organization with a complete 360-degree view of all the customer interactions that you have had with inquiring families.

ChildCareCRM’s intention behind Enrollment Teams is that we might provide end-to-end enrollment journey management, from the initial inquiry to enrollment and retention. Because all these functions and the resulting data and metrics are stored within your CRM system, ChildCareCRM enables you to provide the best experience possible for each. Let’s dig into some of the system’s features and benefits to learn more.

Quick Steps

Enable Enrollment Team functionality

ID Enrollment Team defaults

ID Enrollment Team members

Assign reps

Detailed Guide

Step 1

Enable Database Settings
As a database administrator, contact our team at support@childcarecrm.com to enable Enrollment Team.

Once Enrollment Team is enabled for your organization, you will find a new option in your Preferences section where you can activate the feature.

Before you begin, you must identify the roles and responsibilities of the Enrollment Team within your organization. Enrollment Teams need to operate at a level higher than a location.

  1. As a database administrator, ensure Enrollment Team is enabled within your Preferences Section. An Enrollment Team Settings feature now appears in your Organization Settings. In this tab, you will be able to indicate specifics regarding your Enrollment Team including task assignment preferences, contact information and more.
  2. Based on your expected outcomes from the Enrollment Team, the database administrator should enable tasks that may be assigned by non-corporate level team members to the Enrollment Team or it team members.

Step 2

Assign Staff as Enrollment Team Representatives
The purpose of your Enrollment Team should be to manage leads through the pipeline across multiple locations. You should decide how this impacts your workflow and automation so you can adjust accordingly. To assign representatives to locations and automate business rules to reflect the Enrollment Team:

  1. Within each staff member’s properties folder, make note of the staff’s involvement on the Enrollment Team. Indicate their status within their staff properties to add them all Enrollment Team tasks and pick list abilities.
  2. Assign an Enrollment Team Representative to each location within the Location Settings. One team member may be the default representative at multiple locations.
  3. Update existing database automation or build new workflow into your ChildCareCRM Business Rules by automating follow-up to the Enrollment Team or Enrollment Team Rep at a Location.

Step 3

Managing Opportunities, Tasks as the Enrollment Team
Enrollment Team Representatives will have the ability to manage opportunities and tasks from a high level or drill into details at location level within the Manage Lead/Child screens.

  1. Logging in will direct an Enrollment Team Representative to their Home Screen view as detailed within their Staff Properties. Reps will be able to view:
    a. Pipeline for the appropriate database level
    b. Tour and Meeting Calendar for the appropriate database level
    c. Tab Views – based on individual settings, reps may see pending leads or a list of tasks to do with multiple view options.
  2. Based on the database location settings, an Enrollment Team rep will be assigned to each Lead and any automated tasks should be assigned to that team member.
  3. Business Rules assigned to the Team vs. a Rep will be assigned to an Available Team Tasks bucket found in the Task Tab options on the Home Screen.
For further help, view our release notes or reach out to our team at support@childcarecrm.com.