• How to offer places from the waitlist to the Guardian

  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 offerPopular

• Lead CRM - Creating Tour Slots

  Creating Tour Slots This article will assist you with creating and managing Tour Slots for your Service. Overview The Tour slots are linked to the Lead CRM system within Xap. This allows you to capture Expressions of Interests from Families and book them into Tours for your Service. Creating Tour Slots Once your Settings have been configured you can create the Tour Slots for the Service. To assist you with the Full Lead CRM setup see: [Lead CRM - Setup](https://help.xap.rocks/enSome readers

• Help Page - Lead CRM & Managing Waitlists Guides & Videos

  Help Page - Lead CRM & Managing Waitlists Guides & Videos This article contains all the links to the University links for Guides and Videos to assist you with managing your CCS Enrolments for your Service. Please find here a short Video on Full Leads & Waitlist process to get you started Videos Enrolment Form Setting up & configuring the waitlist module for your centre. [Customising & ConfiguringSome readers

• How to confirm an enrolment application from pending enrolments

  How to confirm an enrolment application from pending enrolments Once you have offered places to the family and the guardian has accepted your offer, their application will move to the pending enrolments tab. From here you will need to confirm the spot which will transfer the child's/family's details from the waiting list to manage families. Keep reading to find out how to complete these steps: *Step 1: Select the waiting list icon from the main menu. ![](https://storage.crisp.chat/users/Some readers

• Xap waiting list enrolment process explained

  Xap waiting list enrolment process Streamline wait list bookings by enabling parents to apply online with all details for their children, preferred days, hours, and other particulars. Services can also match this with the optional online Enrolments functionality (available through the Parent Portal) to automate the enrolment process from start to finish. ** Step 1: ** Login to the centre access mode and click on the Menu item "Waiting List" ![](https://storage.crisp.chat/users/helSome readers

• Lead CRM - Managing Leads & Tours

  Lead CRM - Managing Leads & Tours This article will assist you with the process of managing Leads and Tours within the Lead CRM screens for your Service. The Lead CRM will allow you to manage Tours and Booking enquiries for new Families for Scale and Enterprise Clients. Viewing the Waiting list screen Select the Waiting List screen from the menu on the left-hand side of the program the Waiting list screen will display your Leads & Waitlist details. Leads can be added into Xap by: *Some readers

• How to Edit an Existing Waitlist Application

  How to Edit an Existing Waitlist Application Waiting list applications can be managed in Xap via an enterprise or centre level access. In some cases, you may need to edit the application. Find out how to edit a waitlist application from enterprise or centre level below! Step 1: Select the waiting list icon from the main menu. Step 2: Select the 3 dot menu of the waiting list application youFew readers

• How to create a new waitlist application

  How to create a new waitlist application Xap offers a comprehensive wait-list feature that can be used to streamline the enrolment process from start to finish. New Waiting list applications can be managed in Xap via an enterprise or centre level access. Find out how to create a new wait-list application from enterprise or centre level below! Step 1: Select the waiting list icon from the main menu. ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1kpo8e.pngFew readers

• Lead CRM - Life Cycle & Statuses

  Lead CRM - Life Cycle & Statuses This article will assist you with an overview of the life-cycle of the Lead to a Waitlist process for the Lead CRM. Overview The Lead CRM process allows you to follow a Lead enquiry through to a Placed Active Family. Basic Flow of Lead to Enrolled Status (Active Family) Lead Screen Statuses ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586bFew readers

• Lead CRM - New Enquiry for an Existing Family

  Lead CRM - New Enquiry for an Existing Family This article will assist you with adding a new Lead to an Existing Family for your Service. Overview A Lead is per the Guardian, Child and Service/s the enquiry was for. If a new enquiry comes through for an existing Family, this will need to be created as a NEW Lead. Scenario 1 An Existing Family has contacted the Service directly and would like to add a new child onto your Waitlist. The existing child attends Centre AFew readers

• Lead CRM - Setup

  Lead CRM - Setup Overview The Lead CRM will allow you to manage Tours and Booking enquiries for new Families for Enterprise Clients. Items Tour Calendar Settings iFrame Details Tour Settings Tour Times Created Tour Times Tour Calendar Settings To setup the Tour Calendar for the Service: Select the Settings screen from the pop-out menu on the lFew readers

• Setting up & Configuring the Waitlist Module for your Centre

  Setting up & Configuring the Waitlist Module for your Centre Wait-list & Enrolment form settings can be configured either at organisation, provider or centre level. These settings include general settings, EOI/Enrolment form settings and notifications settings. Find out how to configure each form below! Step 1: Click the settings icon from the menu bar **Step 2: **Click on 'Wait list ConfiguratiFew readers

• Lead CRM - Adding a new Lead to an Existing Enquiry

  Lead CRM - Adding a new Lead to an Existing Enquiry This article will assist you with adding a new Lead to an Existing Enquiry for your Service. Overview A Lead is per the Guardian, Child and Service/s the enquiry was for. If a new enquiry comes through for an existing lead, this will need to be created as a NEW Lead. Scenario 1 A Lead is displaying on the Waiting list screen under the Leads Tab that is not a Waitlist or Enrolled Status. The enquiry s is for Child 1Few readers

• Archiving & Unarchiving a Lead

  Archiving & Unarchiving a Lead This article will assist you with Archiving and Unarchiving a Lead enquiry. Overview When an enquiry comes into the Waitlist Screen as a Lead or Tour Enquiry, you can manage the status of this enquiry. Lead/Tour Statuses Archiving an Individual Lead If a Lead Enquiry is no longer required, you can Archive it to remove it from the screen. Archived Leads cFew readers

• Help Page - Waiting List Reports Guides and Videos

  Help Page - Waiting List Reports Guides and Videos This article contains all the links to the University links for Guides and Videos to assist you with your Waiting List reports for your Service. Videos Waitlist Application Pending Enrolments Guides Leads [Pending Enrolments](https://help.xap.rocks/en/article/pending-enrolments-Few readers

• Adding Priority of Access to the Waitlist/EOI (Expression of Interest) Form

  Adding Priority of Access to the Waitlist/EOI (Expression of Interest) Form This article will assist you with adding Priority of Access to display on the EOI (Expression of Interest) Form for new Waitlist enquiries. Overview If you have configured your Waitlist for EOI & Enrolment form, you can add the option of Priority of Access to display. Adding Enrolment Form options to the EOI To add options to the EOI Screen Select the Settings Screen from the left hand menuFew readers

• Xap Family Status and Enrolment Overview

  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 expressedFew readers

• Lead CRM & Waitlist Emails

  Lead CRM & Waitlist Emails Xap will send out automatic emails to the Service/Organisation as well as Guardians during the Lead/Tour and Waiting list process. Note: If you would like to send further emails to your Families during this process, they will need to be manually sent. see: Managing Email Templates Below are the Automated Emails that are sent to the Service and Guardians. Service ![](httFew readers

• Waitlist configuration - Google Analytics Code (GLCID) Settings

  Waitlist configuration - Google Analytics Code (GLCID) Settings This article will assist you with adding in a Google Analytics Tag onto your website for tracking Family enquiries. Overview If you are using the Waitlist/Enrolment process from the Xap program, you have the ability to add in a Google Analytics Tag. You can add Google Click Identifier (GCLID) functionality to the EOI and Waitlist forms. Google Ad users can add an Organisation Google Tracker Container ID that allows ad tracFew readers

• Lead CRM - Guardian Booking a Tour

  Lead CRM - Guardian Booking a Tour This article will assist you with the process for a Guardian to book a Tour for your Service. The Lead CRM will allow you to manage Tours and Booking enquiries for new Families for Scale and Enterprise Clients. Guardian process The Guardian will be able to access your Enquiry form via your Website or Social Media platform. Centre selection. If your ToursFew readers

• Changing Waitlist Application Date

  Changing Waitlist Application Date This article will assist you with changing the Application Date for Waiting list enquiries. Overview When a Waitlist is placed, the Application date will automatically default to the date it has been submitted. You have the ability to change the application date for a waitlist for example: The family had enquired previously prior to Lead CRM, and you would like to backdate to the original application date. Changing Application Date Select tFew readers

• Lead CRM - Leads Screen Report

  Lead CRM - Leads Screen Report This article will assist you with viewing the report to display all the information on the Waiting List Screen for the Lead CRM statuses. Overview If you are Service is using the full Lead CRM process including Tours and Leads, you are able to report on this via the Waiting List screen. The report will display all information regarding current Leads and their statuses. Building the Report To build the Lead CRM report: Select the Waiting List Screen uFew readers

• Lead CRM - User Permissions

  Lead CRM - User Permissions This article will assist you with the process of managing User Permissions for the Lead CRM for your Service. The Lead CRM will allow you to manage Tours and Booking enquiries for new Families for Scale and Enterprise Clients. User Permissions To view the User access to the Lead CRM screens. Select the Settings screen from the left hand side menu Within the Settings screen select the option of Manage Roles ![](https://storage.crisp.chat/users/hFew readers

• How to Embed the EOI Form Widget to your Website

  How to Embed the EOI Form Widget to your Website This help document will show you where to find the i frame needed to embed the Expression of Interest (EOI) onto your website. Once the form has been embedded, parents will be able to apply to attend your service directly from your website. If you are using a website designer to assist you with your website creation, they will likely ask you to provide the i Frame. Step 1: Select Settings ![](https://storage.crisp.chat/users/helpdesk/Few readers

• Customising & Configuring Xap's Online Enrolment form

  Customising & Configuring Xap's Online Enrolment form Our flexible enrolment form builder can be used to build enrolment forms tailored to fit your services specific needs without any technical experience required. Keep reading to find out how you can begin to customise the enrolment form: Step 1: From the menu bar, select settings. Step 2: Select Customise Enrolment Form ![](https://storagFew readers

• How to Search and Filter the Waitlist Applications

  How to Search and Filter the Waitlist Applications When using Xap, you have the option to customise your search results to find exactly what you want! Searching, filtering or refining can help you get a quick overview of the data you wish to view for a specific purpose. For an example, if you want to see all the waiting list applications that have a sibling. Find out more below! Step 1: Select the waiting list icon from the main menu. ![](https://storage.crisp.chat/users/helpdesk/websFew readers

• Lead CRM - Converting a Lead to an Active Family

  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 wayFew readers

• Customising your Priority of Access

  Customising your Priority of Access This article will assist you with the process of customising the priority of access score at your Service. What is the priority of access The Priority of Access Guidelines must be used by approved services to allocate available child care places where there are more families requiring care than places available. When filling vacant places, a service must fill them according to the following priorities: Priority 1 – a child at risk of seriFew readers

• Lead CRM -iFrame

  Lead CRM -iFrame This article will assist you with the process of managing the iFrame configurations for the Lead CRM for your Service. The Lead CRM will allow you to manage Tours and Booking enquiries for new Families for Scale and Enterprise Clients. Generating the iFrame iFrame Generation The iFrame can be generated at: Provider Level - Will allow the Guardian to select any Service connected to the Provider Center Level - Will display a separate iFrame per Service ![](httpsFew readers

• Lead CRM - Next Contact Dates

  Lead CRM - Next Contact Dates This article will assist you with managing Leads, Waitlists and Pending Enrolments by Next Action Dates. Overview The Leads and Waitlist screen allows you to manage new Enquiries, Waitlist applications and Completed Enrolment Statuses. The Next Action Date can be added and filtered on via: Leads/Enquiries Screen Waiting List Screen Pending Enrolments Screen Adding a next Contact Date - Leads Screen Individual Enquiry A **Next Contact DFew readers

• Lead CRM/Waitlist Emails Life-cycles

  Lead CRM/Waitlist Emails This article will assist you with understanding the emails that are sent to the Service or Guardians during the Lead/Waitlist process. Overview There are a lot of automated emails that are sent out from the software to communicate changes that have been made by either Guardians or Services. The emails that are sent out during the Lead/Tour or Waitlist process can be customised if required. Emails sent to Guardians Standard Waitlist Life Cycle Lead/TouFew readers

• Lead CRM - Manually Creating a Lead

  Lead CRM - Manually Creating a Lead As a Service, you may have families who contact you directly to enquire about care for their child, this may be via: Phone Dropping into the service Social media marketing Manually creating a Lead To create a lead directly into Xap, from within your Waitlist & Tours screen select the green + add button. Note: Leads can also be imported into Xap see: [Lead CRM - Importing Leads](https://help.xap.rocks/en/article/lead-crm-importing-leads-1huFew readers

• Waitlists - Waitlist Fee Charge

  Waitlists - Waitlist Fee Charge Within the Xap Waitlist process, services can apply a Waitlist Fee to families. This fee is required for a family to be placed on your waitlist and has the following characteristics: It is set at the Organisation/Provider or Centre level It is a fixed amount required to join the waitlist The Waitlist Fee must be paid: Before a waitlist enquiry can proceed Before an offer of a place can be made at your service This ensures thatFew readers

• Adding Comments to Leads & Waitlist

  Adding Comments to Leads & Waitlist You can add comments within the Xap Lead CRM to help you effectively manage and track enquiries. Comments can be added individually or in bulk, providing a simple way to record important information and keep your team informed throughout the enrolment journey. Comments can be added against enquiries in the following tabs: Leads Waitlist Pending Enrolment Items: [Adding comments individually via the Leads screen](#3-adding-comFew readers

• Lead CRM - Importing Leads

  Importing external Leads into the Xap programFew readers

• Customising The Enrolment Form

  Customising the Enrolment Form Within Xap you have the ability to customise the enrolment form to suit your individual needs. This includes the ability to add additional questions in varying formats and hide other questions where required. These questions will then be presented to the parents in the enrolment form as well as on staff view, mobile apps and across the whole system. This feature is only available under the scale and enterprise plans. For the rise plan, the enrolment forSome readers