> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.xap.rocks/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Re-enrolment processes via Xap

# Re-enrolment processes via Xap

As a Service, you may request families to express their intentions for the upcoming year — for example:
* Will they be **continuing care** into the new year?
* Will their **current bookings remain the same**, or are changes expected?

To streamline this process, **Xap will automatically continue a child’s current booking pattern** into the new year **unless an end date has been added** to their enrolment. This ensures continuity of care and reduces administrative overhead.
Encouraging families to confirm their plans early helps your service prepare staffing, room allocations, and CCS submissions with confidence.

### Options
Here are a couple of effective ways to **capture re-enrolments** in Xap or within your service workflows:

1. Bulk Emails to your Families to advise of their intentions
2. Request Families to add a Waitlist request via the Guardian web portal for the upcoming year

### Option 1- Bulk Email Request

**Step 1** - Send out an email requesting families to complete a form or online link regarding next years attendance
**Step 2** - (optional) Add a Tag to the Families to track who has completed this step
**Step 3** - Create a new recurring booking as required

###### Customising an email

To communicate your requests to your Families for the following years care requirements a custom email can be created to be sent out.
Custom emails can be created via:
1. Settings screen
2. Email Templates
3. User Emal Templates
4. Select the Heading type and select + Add
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1cup47s.png)
5. Create your email template to be sent. This can include hyperlinks to e.g. a JotForm, or an attachment to be completed and sent back to the service.
6. Select the **Centre/s** to apply the Template to
7. Select **Save**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_zus27k.png)
The email template can be sent out to your families in bulk via your Families screen.
To assist you further with this process, see: [How to bulk email Families](https://help.xap.rocks/en/article/emails-how-to-send-bulk-emails-to-families-9hr3jr/) & [Adding Tag's](https://help.xap.rocks/en/article/tags-applying-tags-1uz2cm8/)

### Option 2 - Waitlist Request

Similar to the bulk email communication, you can also create a custom email requesting your families to complete a waitlist request and then track this via your Waitlist Screen in Xap.
This option allows you to:
* Capture the accepted offer from the Guardian
* Forces the Guardian to complete any **new** mandatory fields/questions on the enrolment form that are incomplete

###### Optional Additional actions

An optional action that you may choose to use, is creating **new programs** for the upcoming year e.g. Preschool 2026. This will allow you to easily identify which program to select for the upcoming year to manage offers and bookings.
| To assist you further see: [Creating Waitlist Programs](https://help.xap.rocks/en/article/creating-a-new-program-5zy5wj/)

**Step 1** - Send out an email requesting families to complete a Waitlist request for next year's attendance
**Step 2** - View the Waitlist requests
**Step 3** - Offer places
**Step 4** - Create a new recurring booking as required once the Guardian has accepted the offer (or no action if the booking remains the same)

### Existing Family Waitlist request process

1. Log into the Guardian web portal and select the **Waitlist** screen
2. Select **+ Add New**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_q7lwf8.png)
2. Select **Existing Service**
3. Select **Existing Family**
4. Select **Existing Child**
5. Select the **name** of the child
6. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_57vl9v.png)

7. They will be prompted to Save & Next through the enrolment form (existing information will be pre-populated) and complete any unanswered mandatory questions. Green ticks will indicate completed sections.
8. Within **Days/Program** section, select their booking details
9. Select **Submit**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1denhkx.png)

### Viewing Waitlist Request

In Xap from the Waitlist & Tours screen and Waitlist Tab, you will be able to view:
1. The new Waitlist & booking details
2. Offer the places

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_72k3rq.png)

###### Confirm the booking for the following year

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_fq7dzn.png)

###### Guardian Accepts the new offered places

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_12pa1rg.png)

###### Guardian completes missing/new enrolment form information

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1fqa0fz.png)

###### Service checks enrolment form and Confirms the change

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_361da6.png)

###### New booking pattern is created in Xap for the following year

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_laagvj.png)