Articles on: Portal for Guardians & Carers & Xap Smile App

How to accept an offer and complete the enrolment form

If you have requested a booking at the Service and have been placed on the waitlist, the Service will offer you a place when it becomes available.

Logging into the Guardian Portal

When the Service has a position available they will send you an Offer.

The Offer will provide you with access to the Guardian portal to accept the Offer and complete your child's Enrolment form.

Note: Some Services settings you may be prompted to complete your full enrolment form prior to receiving an offer. If you are unsure, please contact the Child care Service directly.

You will receive a welcome email to allow you to create your Password. Select Create your Password

Create and confirm your Password, then select Activate your Account

Viewing the Offer

Once you have successfully logged in, select the Waiting List screen from the left-hand menu.

Select Accept Offer

Note: The Service may have set an Offer Expiry Date. If the offer has an expiry, you must acceptor reject the offer prior to the expiry date.

The Confirm Offer screen will display, Select Confirm

The Service will receive a notification of the Accepted Offer. Note, your place at the service is not finalised until your enrolment form is fully completed and submitted.

Once the Offer has been accepted, you will be directed through to the Enrolment form.

Completing the Enrolment Form

The Enrolment form is broken into different sections:

Guardian

Authorised Nominees

Child Details including**

Cultural Details
Doctors and Insurance Details
Health and Immunisation information
Guardian Consents
Court Appointed Orders
Priority of Access

Days and Program

Direct Debit Details

Declaration

Enrolment Form Sections

Guardian Details

The Guardian details that have already been added into the Initial inquiry will be automatically populated. Add in any further details, including mandatory fields.

Note: If you would like to add additional Guardians, select Save & Next to save your details before selecting Add another Guardian to ensure your details are saved before moving on.

Authorised Nominees

Add in the Nominees for your child including any Authorisations. Select Add Another Nominee or Save & Next to continue.

Child Information

Any details already added for your child will be automatically populated. Add further details and select Save & Next

Note: Sections to complete may differ from Service to Service for example, School Details, Kindergarten etc. This will be dependent on the customisations that have been made by each Service.

Doctors and Insurance

Add in your child's Doctor and Insurance information, then select Save & Next

Health & Immunisation

Add any Medical details for your child. If selecting yes to some options eg. Is your Child Immunised, or if they have any Health Conditions. You may also be prompted to upload supporting Documents or add immunisation details.

Select Save & Next

Consents & Court Orders

Select any of the noted Consents and Court Orders if applicable. Select Save & Next

Priority of Access

Set any priority of access and select Save & Next

**Days/Programs **

Days and Programs will display the Offer information for the upcoming bookings, Select Next

Direct Debit Authority

If your Child's Service has enabled Direct Debit as a payment option, you can complete your details, selecting either Credit Card or Bank Account. Select Save & Next.

Declarations

The Declarations section allows you to read and accept the T's & C's of the Service prior to commencing care. Tick each Declaration then select Submit. The Service will receive a notification of your child's submitted Enrolment form.

Once the Enrolment form is submitted it will show as Edit Enrolment Form status until the Service has confirmed your child's enrolment. This will allow you to add further information if required.

To assist you further with this process see the Guardian video: Accepting an Offer and Completing the Enrolment Form

Updated on: 12/06/2025

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