ChildcareCRM and QikKids (QK) have successfully built an integration for mutual customers. QK is a management system in Australia that handles the post-enrolment administration work for childcare centres. A mutual customer will now be able to integrate the two systems so that when a child is successfully worked from New Lead to Registered, the data collected will be sent from CRM to QK. Up to this point mutual customers have had to manually input the information gathered in CRM to QK upon enrolment, this integration will reduce manual effort and potential clerical errors. There also is an option to have data from QK to CRM send back and forth, please email support@chidlcarecrm.com if you'd like this enabled.
Exporting the Lead/Child in CRM into QikKids
When a child status is changed to “Registered” in CRM. (this status may be labelled differently in your database).
Then an option will appear asking if you would like to export this child to QikKids.
Required Fields Mandatory for Export:
• Child First Name
• Child Last Name
• Child DOB
• Schedule Information ( day/s child is attending)
• Expected Class (The Classes in CRM will be mapped to your Rolls in QK so this determine which roll the Booking Pattern will be assigned to)
• Expected Start Date
IMPORTANT: If any of the above required fields are not provided the export process will fail and may be delayed as a result.
Once the export is successful, then you will see this in the Event Description under the Activities Tab. For Example, “Child name Exported to QikKids”.
*You are also able to check the audit tab.
Viewing the Lead in QikKids
If you have the 2 way integration enabled and the child ceases care or their booking pattern is ended in QK, the child status in CRM will be updated to Withdrawn.
With the 2-way integration, if details about the child/lead are updated in QK this will automatically sync back into ChildcareCRM. For Example: A change in name, address, phone number or email address etc.
Once exported, in the QK Accounts Screen, the lead (account) will be in the Waitlist Tab.
If exported in the “Registered” status, the booking pattern status will be “Wait list Top Priority” in QK.
*If the 2-way integration is enabled for your database, once the Begins date of the child’s booking in QK becomes active, the child status will change to Enrolled in CRM (this status may be labelled differently in your database).
Export Tab (OPTIONAL)
The Export tab in the Home Screen serves as a function to help you keep track of the leads/children you have been exporting. The export tab works independently of the export process, meaning, the data you choose to export from CRM to QK such a lead, child and booking information will still process and send to QikKids, regardless if you follow the steps within the Export tab.
However if you would like to keep track of who you have been exporting, and would like to subsequently clear the log of exports, you can do this.
Once the export process has been initiated by the user as mentioned above (by a status change). In the Export tab you will see details of the lead/child with a status of "Processed". If there is a delay you may also notice the status as "Pending" which means the export is yet to be completed.
To begin the process of clearing this data from the Export tab, first you will need to click on the green icon under the Action column "Finish Export"
You will then get a pop up asking you to provide:
Enrolled Reason
Actual Start Date
Enrolled Comment (Optional)
Once the above mentioned details have been provided, the status in the Export tab will change to "Waiting". In the Waiting status, the details will not clear from the Export tab until after the Actual Start Date. For example if today is 25/1 and the Actual Start Date is 30/1. The data in the Export tab will not clear until the 30/1 as the system is waiting on the Actual Start Date to pass. While in the Waiting status, you can click the green icon under the Action column to modify any of the data, if need be.
If you have any further questions regarding the CRM-QK Integration process please reach out to ChildcareCRM Support by emailing support@childcarecrm.com or you can reach out to QikKids Support by emailing support@qktech.com.au