Once we’ve setup your ChildCareForms instance, here are a few steps for making ChildCareForms a time and money saving part of your center operations.
1. Add a link on Your Website
Add a link on your website so parents can just click their way to your ChildCareForms instance. The examples below demonstrate a couple ways of how it can be done. If you don't want your enrollment forms to be public facing, you can simply email this link to parents when they are ready to enroll at your center.
2. Update your process
Now that paper forms are in your past, it's time to adapt your internal processes. Discuss with your staff how you want to process the enrollments and who is to do what. When you have the flow defined, document the process in your operations manual. An important feature of ChildCareForms are the email notifications sent to administrators when a parent completes an enrollment. Be sure to let us know the names and emails for each of your administrators and we’ll get them setup for you. (Note, you can always set them up yourself, it’s pretty simple, but we think a call or email to us may be easier for you, so it’s all part of the service).
3. Notify parents
Be sure to let each prospective customer know that you use ChildCareForms to simplify the enrollment process, and direct them to your website saying, "just click the “Enrollment Link” and you can enter all the information we need to complete enrollment, all online…" or something like that...you get the idea. You've made an investment in technology that benefits your customers, let them know about it, and benefit from it. You might also offer a set of instructions to your parents on how to login and complete the enrollment for parents who aren't as comfortable with tech. If you'd like some suggested copy, click here to download.
4. Re-think your storage options
Switching to online enrollment packets may be a good time to switch how you store completed packets. You may have stacks of paper and file drawers full of enrollments, so now that they start off as electronic documents, perhaps this is a good time to store the files in the cloud like on Box or MS 365. In many cases, your licensing agency usually have a say in what you can do here. If you want some ideas in this area, just contact us. We're happy to discuss options we've seen work for others.
5. Connect with Your ChildCareForms Specialist
Stay in touch with us. Anytime you want to make changes to your ChildCareForms instance, just let us know. Your changes can be as small as a minor wording change in your Policy Handbook (which is now conveniently online as part of ChildCareForms) or more significant edits. Regardless, know that your ChildCareForms subscription includes ongoing support from our specialists. Our CCF Specialists are here to make sure you get the maximum benefit from online enrollment.