How to report on ChildcareFORMS through ChildcareCRM
When using ChildcareCRM, ChildcareCRM+, or Legacy ChildcareCRM (screenshots from Legacy) and ChildcareFORMS, you can leverage your CRM system to handle reporting needs for ChildcareFORMS. While our system is designed with many flavors of customization to tailor to your business process, below are some best practices.
Quick recap, sending out ChildcareFORMS to families.
In your CRM system, setup the task “ChildcareFORMS Interview Due”. You can choose to do this by manually setting the task or having this automatically occur via a status change of the child.
This is controlled via business rules in your system. On the ChildcareFORMS Interview Due business rule, you would choose to have that trigger off the task or off the status change of the child.
Once the task is triggered, it will:
Add a task to the family record of “ChildcareFORMS Interview Due”
Add a ChildcareFORMS review task to the family record
Queue an email to be sent to the family with their custom ChildcareFORMS registration link
Once a parent completes their forms, they will automatically integrate back into ChildcareCRM, on the family record, and create an Event of “ChildcareFORMS Interview Completed”
If the "ChildcareFORMS interview Due" task is set by a status change of the child
There is a stop trigger on this business rule to automatically close it out when the Event of “ChildcareFORMS Interview Completed” occurs
If the "ChildcareFORMS interview Due: task is set manually by a user
There is a stop trigger on this business rule to automatically close out the review task, however, it won't close out the very first ChildcareFORMS Interview due task. You will need to close that out manually.
Reporting on ChildcareFORMS
How can I see which families I have sent forms to?
Go to Reports > Leads > Scheduled Tasks
Filter the task type for “ChildcareFORMS Interview Due”
Fill in the Task Created Date fields for the specific time range you wish to see when forms were sent out
Check to include pending, completed, and cancelled tasks (optional)
Run the report!
This report will give you a breakdown of all the “ChildcareFORMS Interview Due” tasks the system has generated, and for which leads, so you know exactly how many families you have sent out forms to.
How can I see families who I have sent forms to but haven’t completed them?
Go to Reports > Leads > Scheduled Tasks
Filter the task type for “ChildcareFORMS Interview Due”
Leave your date fields blank
Check to only include pending status
Run the report!
This will show you every “ChildcareFORMS Interview Due” task that is still open, indicating leads you’ve sent forms to, but they haven’t completed them yet. (Remember, if you are triggering the “ChildcareFORMS Interview Due” task manually, you need to make sure it’s being closed out manually by users. If triggered by a status change, it will automatically close out)
Question: What is the best way to see who has completed filling out forms?
Go to Reports > Leads > Completed Tasks/Events
Filter the task type for “ChildcareFORMS Interview Completed”
Filter your date fields for the time range you wish to see forms completed over
Run the report!
A parent told me they completed their forms, but I am not seeing them integrated into ChildcareCRM and their “ChildcareFORMS Interview Due” task is still pending, why is that?
This should not ever be the case, but it could indicate something occurred between the integration of ChildcareFORMS and ChildcareCRM. In these cases, we advise you log into your ChildcareFORMS admin URL and navigate to the “Completed Forms” tab to verify the parent did in fact complete the forms. If they did, and they did not integrate to ChildcareCRM, please reach out to our support team for assistance on why that occurred.