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

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

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 & Adding Tag's

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.

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

2. Select Existing Service
3. Select Existing Family
4. Select Existing Child
5. Select the name of the child
6. Select Save

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

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

Confirm the booking for the following year

Guardian Accepts the new offered places

Guardian completes missing/new enrolment form information

Service checks enrolment form and Confirms the change

New booking pattern is created in Xap for the following year

Updated on: 14/09/2025