How To Configure The Wait List Module

The Storypark Manage wait list module provides an all-in-one sales and marketing solution for early learning services. Our comprehensive offering helps you to turn website visitors into leads and leads into enrolments. The software is simple to use and automates many manual tasks allowing services to focus on delivering outstanding quality care and education.

Our wait-list and enrolment form settings can be configured either at the organisation, provider or centre level. These settings include general settings, EOI/enrolment form settings and notifications settings.

Now let's set up your Storypark Manage account for our intuitive wait-list module and configure how to accept wait-list requests online.

Step 1: Click on settings from the left-hand menu bar.

Step 2: Click on the wait list configuration icon.

Step 3: Click the edit option at the top to select the level at which you would like to configure the wait-list, i.e., organisational, provider or centre level.
Users with an organisational admin role in an organisation can configure wait-list & enrolment form settings at either organisational, provider or centre level.

Manage wait-list and enrolment form configuration at the organisation level: Choose this option if you would like to configure the settings at an organisational level. Doing this will carry the same settings for all your centres.

Manage wait-list and enrolment form configuration at the provider level: Choose this option if you would like to configure the settings at the provider level. Doing this will allow you to configure the settings at the provider level and it will carry the same settings for all your centres under the configured provider.

Manage wait-list and enrolment form configuration at the centre level: Choose this option if you would like to configure the settings at a centre level. Doing this will allow you to configure the settings individually for each centre.


Then click the save button to begin configuration.

Step 4: Click the edit button next to general settings.

A panel will open on the right-hand side of the page.

Step 5: The first important decision you will have to make is how you would like to set up the wait-list module. Our wait-list module is quite flexible allowing you to configure it the way you would like to operate it, and will cover most requirements your business will have.

Manage wait-list at organisation level:

Usually, this option is used by councils to run their application centrally and allow families to select their preferences. After the application closes, the centralised wait-list module will allow you to offer the places in bulk.

With enterprise access you can manage the wait-list centrally. This means families will create one wait-list application and will have the ability to choose preferences for the multiple services. Let's say that you have ten services under your organisation and you have enabled this preference for your organisation, families will make the application and provide their preference number against their choice of services. For example, service 4 as preference 1, service 6 as preference 2 and service 2 as preference 3 and it will all be in one application. When you would like to offer the places, you can offer places for service 4 first if the place is available or else offer the place for service 6 as the preferred option 2.

Manage wait-list at centre level:

When the wait-list is managed at the centre level it means that you will be able to manage the wait-list application at both the enterprise or centre access level. Families can still apply for the multiple services but multiple applications would be created.


Step 6: Select the centres available for applications.

From enterprise access, services can select which services are available to guardians to complete a waiting list application. Any service which is not to be selected will be hidden from the guardian’s view. Organisations can also restrict the number of services families can apply for as well as the number of services families can choose as their preference if the application is managed at the organisation level (council centralised enrolment application).


Step 7: Select whether you would like to accept expressions of interest or directly accept enrolment applications.
If both EOI and enrolment forms are selected, guardians only need to submit the EOI form to be included in the waiting list. Once the offer has been accepted, guardians can complete the enrolment form at a later stage.

If only enrolment form has been configured, parents will need to submit a complete waiting list application before a place can be accepted.


Step 8: Configure the booking options.
Permanent bookings:

Permanent bookings are for children who will use the service on specific days each week on a routine basis. Permanent bookings ensure a child always has a place on the days that you specify. To configure permanent booking settings, tick the boxes most suited to your organisation or service's needs.

Please select the programs that you would like families to be able to select for their applications.

You can also select when the offer will expire. If the box is ticked, enter the number of days you would like the offer to expire after the original application has been made.

Casual bookings:

Casual bookings are used when a child would like to attend a session which is outside their usual routine schedule.
Tick any boxes that are applicable for your service.


Step 9: Configure the wait-list application fee and bond if your organisation charges families a fee to make an application or need to pay a bond before the enrolment application is accepted.

Wait-list registration fee:

This section will allow you to enter a waiting list registration fee which families will be charged when submitting the EOI or wait-list application. Families will be prompted to enter in credit or debit details before being able to submit the form.

Bond fee:

In this section, you can enable a bond fee which families will be automatically charged when the wait-list application has been approved.
You can choose whether you would like the bond to be charged with the first invoice, or when the application has been accepted.


Step 10: Get the links for EOI form or enrolment form to integrate onto your website or to share with families in an email.

URL: This is the URL specific to your organisation or services in the EOI form. You can use this link to see how the form will look from a guardian point of view. Alternatively, you can use the URL to send to families when needed.

iframe: The iframe is used to embed the URL link/EOI form onto the website of your service. Your website designer may ask for this link when creating or editing the website for your service.



Step 11: Configure if the families can submit a wait-list application. If not enabled, the application cannot be submitted through an EOI or enrolment form.


Step 12: Configure the description.
Description on EOI/enrolment form: Enter in the description you would like to be displayed at the top of the EOI form or enrolment form.

Success message when EOI/enrolment form is submitted: This message will be displayed when the EOI has been submitted successfully. You may want to customise this message to inform guardians of the next steps needed to complete the enrolment form.

Success message when enrolment is submitted: This message will be displayed when the enrolment has been submitted successfully. You may want to customise this message to inform guardians about the next steps regarding the wait-list process.



Step 13: Configure your marketing settings.
How did you hear about us?:

If enabled, this section will be visible in the EOI/enrolment form. Guardians can choose from the available options.
Social media links:

If enabled, social media options below will be displayed on the EOI form.

Once you have entered in the relevant information, select save.

For more information, please browse through our support documents or alternatively contact our support team.
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