Purpose and scope
Manage new enrollment inquiries for Early Steps Learning Center from initial inquiry through waitlist, admission paperwork, approval, and enrollment in Brightwheel. The process emphasizes timely response, accurate records, and follow-up within 24 hours.
Daily morning task
Step 1: Check the approved lead source for new form submissions or enrollment inquiries for Early Steps.
Step 2: Record each new lead in the approved tracking workflow and confirm that the inquiry contains enough information to begin processing. Sign in to systems through the organization’s approved password manager; never record credentials.
Procedure
Step 1: Initial inquiry. When a parent submits the enrollment form, confirm the notification and send the approved acknowledgment through the designated channel. Use the current approved template rather than copying outdated contact details. Explain that Brightwheel setup and enrollment forms are completed in a web browser when that remains the current requirement.
Step 2: Add the parent and child. In Brightwheel, open Admissions → Add New Student → Waitlist. Enter the child’s first and last name, date of birth, program/class, and the parent’s preferred phone number.
Step 3: Assign the class. Use the current center roster and age-placement rules. The source mapping lists Happy Hands (6 weeks–1 year), Monkeys (1–2 years), Squirrels (1–2 years), Chameleons (3 years and potty trained), and Frogs (3.5–4 years). Confirm the current roster before assigning.
Step 4: Add the child to the waitlist. Open Dashboard → Waitlist, select the correct class/program, choose Add Student, search for the child, and save.
Step 5: Send the admission packet. Open Admissions → Early Steps Learning Center Enrollment, choose Actions → Send to Parent, select the child, and send the packet.
Step 6: Send the welcome message. Use Brightwheels General message option and the approved welcome template. Keep the message accurate and current; do not include credentials or unnecessary personal information.
Step 7: Manage required forms. Use Actions to send all required forms. At minimum, monitor health and allergy forms when applicable, along with the current center requirements.
Step 8: Review completed forms. Monitor approved notifications and verify required records, such as immunization/shot records, birth certificate, and attendance schedule, according to the center’s policy. Request corrections for missing or inconsistent information.
Step 9: Finalize enrollment. After required fees are paid and forms are approved, mark the child Enrolled in Brightwheel and remove the child from the waitlist. Confirm that the enrollment list and parent notification are correct.
Step 10: Follow up within 24 hours. Call or message the parent using the approved contact method to confirm receipt of the forms and Brightwheel message and to encourage timely completion. Record the attempt and outcome in the approved task or CRM record.
Step 11: Track updates. Keep the lead record, Brightwheel status, task notes, and parent communications synchronized. Escalate missing information, delayed responses, or uncertain placement to the designated center lead.
Quality checklist
Checklist item: New inquiry captured in the approved tracking workflow.
Checklist item: Parent and child data entered accurately.
Checklist item: Current class-placement rules confirmed.
Checklist item: Waitlist and admission packet completed.
Checklist item: Approved welcome message sent.
Checklist item: Required forms and supporting records reviewed.
Checklist item: Fee and approval requirements confirmed before enrollment.
Checklist item: Child marked enrolled and removed from waitlist.
Checklist item: 24-hour follow-up documented.
Checklist item: No credentials recorded.