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QK Enrol Project Guide

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This Enrol Project Guide provides you with a 'project plan' for implementing Enrol at your service/s. This should be used as a guide only to assist you with the roll out process. We have outlined key stages for you to follow to help you with the implementation for your service.

Note: QK Policy - ‘First 30 days Free’ takes affect from the DAY the order is processed, not the day that you begin implementation and is only valid for first time orders. You should place the order when you are ready to start the process.
 

First Steps

This is the first step to getting your database ready, you should review the timeline below to know what’s involved in the launch process before commencing. You must have QikKids if you are enabling Enrol system!

Here is an example of a typical Timeline:

First Steps:  Product activation, book in for overview webinar
Setting the Foundation:  Program overview, Company & Service setup, Staff User setup, customising enrolment form, enabling casual bookings, payment settings & website configuration
Review Setup and Website Testing:  Review set up & website, register testing family, review automated email & text templates, enter existing waitlists
Marketing, Parent Communication and Pre LaunchDiscuss marketing plan & review parent communication email templates, commence marketing and Pre Launch, continue testing and publish website page
Post Launch:  Enrol launch follow up, discuss managing 'new families' and waitlist bookings, review Dashboard, send out Post Launch email


Once you have ordered QK Enrol, received your welcome email, your next step is to log on and activate Enrol for the service/s launching. ***Do not generate parent log in's****


1. See: Order QK Enrol
2. Complete the Setting the Foundation tasks - see: QK Enrol Set Up Tasks 
3. Setting the Foundation - see Enrol Things to Consider

 

Setting the Foundation

You will now have finished Setting the Foundation Training and completed the Setting the Foundation tasks. Now you are familiar with how Enrol works! 
Your next step is to:

Website Configuration/Customised Link to Register My Famiy Lounge

**Please be aware if you are choosing to send families a customised link to enrol at your service, the Website Configuration information is not applicable. The customised link will be provided to you during the onboarding call. It is a service decision whether you chose your website or a URL for the registration process.

In preparation of configuring your website to include the ‘My Family Lounge’. It is important you customise the widget link to include the company's unique database ID. E.g. DB is 9407 not 9407-1.The web page should clearly explain to parents the registration process and explain the difference between REGISTER & SIGN IN.  You have the option to use the standard widget or customise the widget allowing you to include company branding or change the wording, colour & shape of the buttons. Please follow this guide for implementation: Qk Enrol Project Guide - Website Configuration - I.T. implementation guide the website page should NOT be published until the service is ready to launch.

OR

Simplified Online Waitlist Form
(Quick Enquiry)

If you do not want the families to access an online account during the waitlist process . You can also choose to use our simplified waitlist form- Quick Enquiry. You can choose to either send this URL to new families or display it as a hyperlink on your website.

Quick Enquiry can be used for new families who are just expressing interest at the service but have not committed to enrolling at this point in time.

To access the URL for the belwo form go to Settings>Services and you will be able to copy the individual service URL OR the company URL if you have multiple service/s.



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Review Setup and Website/ Customised URL Testing 

Please complete the tasks outlined in the guide below and begin testing:
See: QK Enrol - Review Setup and Website/Customised URL Testing tasks

 

Website/Customised URL Testing

It is recommended that you create a 'test account' and go through the Registration and Sign In process as a new parent. OR use the above waitlist form to test the process of a family joining your waitlist without access to sign in. Parent access is given via the My Family Lounge Portal.

Follow this guide when testing: 
QK Enrol - Steps to Testing the My Family Lounge Registration Process

This will ensure you are aware of the entire waitlist and enrolment process using My Family Lounge with your test account. See these guides below:

Registering on the waitlist at a new centre

Creating Offers for Parents

Accepting Offers, Completing the enrolment form and Confirming Bookings

Note: If you are using QK Enrol for the Enrolment form and not the waitlist/offer process the Enrolment Form Only Guide will assist you in this custom process.

If you have enabled ‘casual bookings’ at your service you can also test the My Family Lounge App once you have submit the online enrolment form using your Test Account. To download the My Family Lounge App go to App Store or Google Play. E
nsure you have completed customising the online enrolment form before testingSee Using My Family Lounge Online for Casual Bookings & Using My Family Lounge App for Causal Bookings



Marketing, Parent Communication and Pre Launch

Marketing & Parent Communication

  • Service to download the Pre Launch email template and posters/flyers - see: Resources Page
  • Edit Pre Launch email template add any additional information required and save
  • Commence Marketing Campaign - display posters/flyers at service, send flyer home and/or post online
Start your marketing campaign leading up to the launch. Refer to Marketing for success for further information to assist you with your journey to help you establish a marketing strategy
 

Launch Go Live

This is the most important step for the service. By this time your staff should now be trained and comfortable with the system and have completed testing. Your next steps:
  • Send out the Pre Launch email to your current active families telling them about My Family Lounge advising they will soon be receiving a ‘welcome email’ to complete the registration process
  • Publish the website page OR start sending the URL Link/Waitlist form which includes the My Family Lounge widget and unique registration instructions
  • Activating the family Log in's should be done at least 24-48 hours after sending out the Pre Launch email
  • Refer to this guide to help you with sending out the Pre Launch email to your active families and to activate the welcome emails. See: QK Enrol - Creating Logins for Existing Families


NOW YOU ARE READY TO LAUNCH!



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Post Launch

Now you are up and running, we recommend you download and send out the final 'Post Launch email' to your families reminding them to complete the registration process. You should also refer to the Managing QK Enrol Post Launch User guides to help you best manage Enrol moving forward ensuring you are get the most out the  Enrol program.


As part of our continued ongoing support, please call our friendly Customer Experience Team on 1300 367 770 or email: support@qktech.com.au for further assistance.



 
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