Xap Family Status and Enrolment Overview

There are a number of ‘statuses’ for a family in Xap as they move through the enrolment process and start attending.

Leads

Overview

Leads are families who are making an enquiry about your service – this could occur through the digital enquiry form or the enquiry can be entered in by the Centre staff. Leads can also book a tour before they progress to the waitlist.

A Lead can be converted into a Waitlist Request if they have expressed an interest in moving to the next stage.

Another way to think of a Lead is an Enquiry

Waitlist

Overview

Waitlisted families have shown an interest in attending the Centre and / or have commenced the enrolment process.

The waitlist process generally has four (4) stages:

Stages

Waitlist is the equivalent of the statuses ‘waitlist top priority’ and ‘waitlist normal priority’ against a booking pattern in other childcare products. In these other products, a lot of the enrolment process is quite manual and is paper based or completed through a digital enrolment form. Centre staff using these other systems, then need to key the data into the childcare system. Xap attempts to solve this problem by providing an easy and time saving system to manage these steps.

Active / Inactive

Overview

Families who have completed the enrolment process and have a confirmed booking in the Xap Smile App or Guardian Web Portal are considered ‘Active’ or ‘Inactive’ depending on when the child’s booking pattern starts or finishes.

Active children have a booking pattern ending up to 6 weeks in the past or a booking pattern that is current or starts within the next 8 weeks. Xap automatically flags a family as active or inactive on a weekly basis, no user action is required.

Compared to other systems with an Active or Placed status, there is a longer period before & after the booking pattern is active where a family is still considered active in Xap. Note that active and inactive parents will continue to have access to the Xap Guardian Portal.

Status

Archived

Archived families are families who are hidden from the system. Archiving should generally be used if the family is unlikely to attend the service again. Archived families will not be able to edit information in the parent portal.

Updated on: 22/12/2021

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