Enrolling in a daycare program

Basic daycare registration consists of searching for a daycare program, selecting session dates, confirming fees, and taking a payment.

1. To start a new enrollment, go to Front Desk > Daycare > Enroll/modify enrollment.

2. On the Daycare Search page, enter criteria that you want to use to search for a daycare program.

   • Enter all or part of the Program Name. Try typing just the first few characters of the name if you are unsure of the wording.

   • Enter the Catalog Number if you know it.

   Note: You can use wildcards (* or ?)  to search for any string of characters. For example:

   • '8*7' will return a list that includes '1817' and '87'.

   • '8?7' will return a list that includes '1817' and '8a7'.

   • Enter the Program Type, Daycare Category, Supervisor, and/or Site.

   • If you get too many search results, try entering information into additional search fields. This should narrow down your search.

   • If you get no results, try removing information that could possibly have been misspelled from your search criteria. Focus on search fields that use numbers or dropdown lists, like Catalog Number, Program Type, or Supervisor.

   • To see programs that match your search but that have been purposely excluded from daycare program searches, click Include Prevent Further Use?

3. Click Search.

4. Click the name of the Program that you want to enroll in.

5. On the Customer Search page, enter criteria that you want to use to search for a customer.

   • Enter one or more of the customer's names. Try typing just the first few characters of the name, or click Sounds Like if you are unsure of the spelling.

   • Enter the customer's Email Address or Phone number.

   • Enter the Customer ID, Family ID, or alternate key if you know it.

   • If you get too many search results, try entering information into additional search fields. This should narrow down your search.

   • If you get no results, try removing information that could possibly have been misspelled from your search. Focus on search fields that use numbers, like Phone number or Zip Code.

   • If you have tried multiple searches and still can't find the customer you are looking for, click Add New to create a new customer record. The system will alert you if it detects that you are entering a duplicate customer.

   • For Express Registrations (with a simplified registration process that does NOT require the customer to have account), enter the customer's First Name, Last Name and Email Address, and then click the Submit button. If matching existing customer accounts are found, then you can either:

   • Select an existing customer account by clicking the customer's name.

   • Continue to register the customer without an account by clicking the Continue as a drop-in customer button.

6. Click Search.

7. Click the Name of the customer that you want to sell the membership package to.

8. On the Daycare Enrollment page, specify sessions for the daycare program enrollment.  

   • Click the checkboxes in the calendar that correspond to the sessions and dates that you want to enroll the customer in.

   Notes:

   • To enroll in all session dates for a week, month, or day of the week (and if the programs reservation unit allows you to do so), click the green checkmark that corresponds to the week, month, or day of the week.

   • If the program allows enrollment by the hour, select the dates for a particular week then click the hourglass icon for that week to edit the number of hours to enroll.

   • To select all listed dates for a session, click Select All for that session.

   • To add the customer to a waiting list when a session date is full, click Add to Waiting List.

   • To add the customer to a session date that is already full, click Overenroll.

9. If Authorized Pickup is enabled, click Add existing customer or click Add new customer and enter the required fields to assign the authorized pickups.

10. Click Submit.

11. On the Daycare Enrollment Fees page, specify the charges and/or notes required for the enrollment.

    1. To apply a coupon to this enrollment, enter the coupon code and click Apply.

    2. Verify the charges listed in the Fees for Enrollment section and ensure that all charges you want to apply to this enrollment are checked in the Include? column.

    Note: If you can see an Override? checkbox then you can click it to enable its Include? checkbox.

    3. Verify the amounts in the Unit Fee column for each charge and modify them, if necessary.

    4. If the program has a membership prerequisite that is set for immediate sale, verify the membership package and fee listed in the Membership Fees section.

    5. If the program has a linked POS product, verify the product and amount listed in the POS Product Fees section.

    6. If an automatic payment plan is set by default for the program:

    1. Select a Payment Cycle for the enrollment.

    2. Enter the Number of Payments to Collect Now.

    Note: If value is 0, nothing will be charged on the receipt and the first payment will be charged on the next cycle.

    3. To automatically charge the customer's credit card when charges are due, click Automatically Charge Credit Card?

    4. Select the Payer for the automatic payments.

    5. Enter the Credit Card Number and Expiration for the automatic payments.

    6. To add an optional backup form of payment, click the underlined link beneath the A BACKUP FORM OF PAYMENT IS OPTIONAL FOR AUTOMATED BILLING description.

    7. To automatically re-enroll the customer into new daycare program sessions after the current session expires:

    1. Click Auto re-enroll? in the Auto Re-enroll Payment Info section.

    2. Select the Payer for the automatic re-enrollment.

    3. Enter the Credit Card Number and Expiration Date for the re-enrollment.

    8. To have a third-party-billing payer pay for all or part of this enrollment, select Apply third party billing? in the Third Party Billing section.

    9. Enter any staff or customer notes for this enrollment.

    10. Click any program Checklist Items that need to be completed prior to enrollment, if applicable.

    11. Click any overrides that need to be bypassed in order for the enrollment to continue, if applicable.

12. (Optional) If customers withdraw from a paid meeting date, you can enable the Apply Refund to Current Balance setting and ACTIVE Net will apply the paid amount to the subsequent daycare payment schedule if any. The Apply Refund to Current Balance check box is visible only when the Refund amount is greater than the newly increased charge and there is a balance due in the payment plan.

13. Click Enroll and Pay.

14. On the Receipt Payment page, select the customer who will pay for the enrollment.

    • If you see the customer who will pay for the transaction in the Potential Customers list:

    1. Select the customer who will pay.

    2. Click Select.

    • If an existing customer who is not in the Potential Customers list will pay for the transaction:

    1. Enter one or more criteria that you want to use to search for the customer.

    2. Click Search.

    • If the customer who will pay for the transaction does not yet exist in ACTIVE Net, click Add New Customer.

    • If the customer who will pay for the transaction is a family member who does not yet exist in ACTIVE Net:

    1. Select an existing customer who is in the family of the new customer from the Add Family Member / Friend (Based on Customer) list.

    2. Click Submit.

    • If you know the Customer ID, Membership Pass Number, or alternate key type of the customer who will pay for the transaction:

    1. Enter the information in the corresponding box.

    2. Click Submit.

    • If a company will pay for the transaction:

    1. Click the Find Company section.

    2. Search for an existing company or add a new company.

15. Select a payment in the Receipt Payment section.

    • To pay for the transaction using a single payment type, click the $ for the payment type that you want to use and enter any further payment details, if necessary.

    • To pay with cash and give back change, enter the amount of cash taken in the Cash box and click anywhere on the screen. The change due displays in the Change box.

    • To pay using more than one payment type, enter the amount that you want to pay for each payment type in its corresponding payment type box.

    • To pay for all or part of the balance using a payment plan:

    1. Enter the amount that you want to pay by payment plan in the Payment Plan box.

    2. Select when the payment plan billing will start from the Billing Starts list:

    • To start the billing on the First Payment date specified below, select Immediately.

    • To start the billing on the next period after the First Payment date specified below, select Next iteration.

    3. Select the Frequency of the payments in the payment plan.

    4. Enter the payment plan start date in the First Payment box.

    Note: If Billing Starts is set to Next iteration, then the first date that payment is due will be on the date of the period following the First Payment date.

    5. Enter the total Number of Payments in the payment plan.

    6. To modify the date or amount of an individual payment in the payment plan:

    • Select the payment that you want to modify in the Payment Schedule list.

    • Click the here link to the right.

    • Enter the new Date and/or Amount.

    • Click Modify Payment.

    7. Select whether or not to automatically charge the customer for each payment plan date:

    • To add each payment's amount to the customer's outstanding account balance (no credit cards or bank accounts will be charged), select No automatic charge?

    • To charge the customer's credit card for each payment amount on the dates specified in the payment schedule, select Automatically charge credit card?

    • To charge the customer's bank account for each payment amount on the dates specified in the payment schedule, select Automatically charge bank account?

    • To add an optional donation in addition to the amount due in the original transaction:

    1. Select the Campaign that you want to donate to in the Add a Donation section.

    2. Enter the Donation Amount.

16. Click Pay & Finish.

17. Either print the receipt or send it to the customer as an email.

Related topics

Enrolling in a daycare waitlist

Searching program availability

Changing a waiting list for a daycare program

Return to Daycare Programs