Converting a Lead to an Active Family

Xap's Lead screen allows you to view and manage Leads for your service.

For services who are provided with a list of families for booking e.g. Victorian Kindergartens, you are able not only to import a leads spreadsheet but bypass the Waitlist process by converting them directly to the Families Screen.

You will have the ability to convert a lead to an Active family, Individually as well as in Bulk.

Leads can still be managed the same way by:

• Importing the Leads directly into Xap see: Importing Leads into Xap
• Creating manually by the Service into Xap
• Link on your services website see: Guardian booking a Tour

Converting a Lead to an Active Family - Individually

Within the Leads & Waitlist Screen - Leads Tab:

1. Select the 3-dot menu next to the lead
2. Select Convert to Family

3. Add Booking Dates
4. Select Save

Converting a Lead to an Active Family - Bulk

Within the Leads & Waitlist Screen - Leads Tab:

1. Select each lead to be converted
2. Select Bulk Action
3. Select Convert to Family

4. Add in Booking Start Date (Booking end date can be added as required)
5. Select Save

Enrolled Status

The Lead/s have now moved to the Enrolled Status.

The Family & Child are now active at your Service.

Request Family to complete Enrolment form

You can request Families to complete the full enrolment form by:

1. Select the Families screen > Children's Tab
2. Select the 3-dot menu next to the child
3. Select Edit from the drop-down menu

4. Tick Open short form

5. Tick Request the parent to complete the enrolment form
6. Select Save

The Guardian will receive the below email, this email template can be customised as required. see: Customising Xap Email templates

Updated on: 02/12/2025