Articles on: Waiting List Module

How to offer places from the waitlist to the Guardian

Xap offers a comprehensive waitlist feature that can be used to streamline the enrolment process from start to finish. Waiting list applications can be managed in Xap via an enterprise or centre level access.

To offer a place from your Waitlist:

Select the waiting list screen from the left hand menu.
Select the waiting list tab
Select the 3 dot icon next to the waiting list application that you would like to offer places to
Select Offer from the drop-down menu

Note: Waitlists need to be in the status of Active to be able to offer a place. Draft status means the family hasn't completed either the full EOI or Enrolment form, depending on the services settings.

There are 2 options when offering a place:

Confirm places - Means that the details from the waitlist request are correct, this includes:

Program (Room)
Booking Period - when booking commences
Requested days - Days of booking

Offer Days/Program - Details of the waitlist require changing eg.

Booking start days/days/room require changing.
This also allows you to offer less/different days than what has been requested, in the example of the guardian identifying they will accept less days/flexible with days.

Confirming waitlist request places

To confirm the places:

Check the Offer Expiry date (guardian will be unable to accept after this date, however the offer can be resent by the service.)
Offer places to waitlist if there are no vacancies - This will allow the offer to be sent however it will overbook your room unless you manage the existing bookings for that room/days.
Program - Displays the name of the program/room the offer is for (this will create the booking for the child, so this needs to be correct)
Bookings Period - Displays when the booking will commence from and end.
Requested days - Days the guardian has requested and by selecting confirm will create the bookings for your service for these days.
If all details are correct, select Confirm
Select Save to send the offer to the guardian to be accepted.

Offer Days/Program

Alternatively: If you need to offer alternate days or program to the days/program requested, please select Offer days/program.

As per confirming places, the fields remain the same, however you can make changes to the information.

Select Offer Days/Program
Change the offer details to the required information
Select Save.

Offering places if the room is full

If you would like to offer a place to a family, however the room is at capacity for one or more of the days, you have the ability to override this and still create the offer.

Note: This will allow you to overbook your rooms limit, please check this information before proceeding.

The below error will appear to advise you of the room's capacity and also the day/s that are at capacity.

To proceed, you can tick the box Offer places to the waitlist if there are no vacancies

The Family will receive an email with the Offer. They will be able to accept this via the Web Portal for Guardians and Carers. The Guardian process can be found here: Accepting an Offer and Completing the Enrolment Form

If you have further queries, please refer to our other support documents or call Xap on 1300 543 792.

Updated on: 15/09/2024

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