LineLeader and Kidsoft have successfully built an integration for mutual customers. Kidsoft is a leading 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 (this status may be labelled differently in your database) the data collected will be sent from LineLeader Enrol to Kidsoft. Up to this point mutual customers have had to manually input the information gathered in LineLeader Enrol to Kidsoft upon enrolment, this integration will reduce manual effort and potential clerical errors.
Exporting the Lead/Child in LineLeader Enrol into Kidsoft
LineLeader Status/Import to Kidsoft
**Please Note: The guardian must have an email address in LineLeader for the record to import into Kidsoft.
· Once the status in LineLeader is updated to 'registered' or 'offered' (6th status) the record will then be updated and added to Kidsoft's Enrol as ‘Waitlisted’. (These records are updated every 2 mins)
**The 6th Status in LineLeader can vary for each service.
The integration will automatically send the lead & child data to Kidsoft (Enrol)
Once the export is successful, then you will see this in the History Tab in the lead record. For example, “Kidsoft Child Exported”
Viewing the Lead in Kidsoft (
Once the export is successful, in your Kidsoft you will have a Notification appear.
Acknowledge this waitlist record and before offering a place follow these steps:
• Click into the waitlist record
• Select the care type
• Select the room
• Select booking start and end date
• Select the days and save
When the record is imported from LineLeader to Kidsoft, the waitlist comment will display the following information:
Expected Start Date: the system will pre-fill the booking start date based on the 'Expected Start Date.’
Days Offered: the system will pre-select the booking days according to the AM/PM session options ticked in the LineLeader waitlist entry.
For OSHC services:
If AM is ticked in LineLeader, the system will select Before School Care (BSC).
If PM is ticked, the system will select After School Care (ASC).
If both AM/PM is ticked, the system will select both Before School Care (BSC) and select After School Care (ASC).
**If the ‘Expected Start Date’ or the ‘Days’ are filled out on the LineLeader record, they will not populate on the waitlist record in Kidsoft.
Next, you are ready to offer the guardian a place, select ‘Offer Place’ in Kidsoft
You will now see the waitlist record move to Offered. Guardian will receive an email with enrolment link to login/create account and accept the offer.
Once the guardian accepts the offer and completes the enrolment form the record in Kidsoft will move to Form Submitted. Once the record is moved to Form Submitted you can now import the record into Kidsoft.
*If the parent/service rejects the offer in iEnrol the lead/child in LineLeader Enrol will be moved to Lost Opportunity Status
Now that the record has been imported into Kidsoft, the lead record in LineLeader Enrol will update from Registered to Enrolled automatically. (these statuses may be labelled differently in your database).
If the child ceases care or their booking is ended in Kidsoft, the child status in LineLeader Enrol will be updated to Withdrawn.
As it is a 2-way integration if details about the child/lead are updated in Kidsoft this will automatically sync back into LineLeader Enrol. For Example: A change in name, address, phone number or email address etc.
Settings:
· We recommend reviewing all enrolment settings, especially the ‘offered’ expiry setting, as it determines how long the guardian has to complete the form before it expires.
Service>Configuration>settings>Enrolment
Templates:
· You may also like to review the email templates that are automatically sent to the guardian when they are offered a place, completed the enrolment form and once the service imports the record in Kidsoft. This is not necessary but always good to look at what is sent to the guardian.
- Service>SP Features>Templates
- Select Email
- The templates that are used are:
Offered place email: When a user ‘Offers a place’ to a child, the guardian receives this automatic system email.
Enrolment Finalised Email: when a guardian completes the enrolment form and finalises it in the iParentPortal, they will receive this automatic email. Attached to the email will be their enrolment form and iDebitPro Terms and Conditions (if the service is using iDebitPro)
Enrolment Confirmation email: the guardian receives this automatic system email once the service imports the record into Kidsoft.
To offer a guardian a place, you will need to click on the offered record to select the care type/room/days (if not already populated from the LineLeader/Kidsoft import
· Once the above step has been completed, you can then click 'Offer Place' to the guardian.
Guardians accepting the Enrolment Offer:
· Once the guardian has been 'offered' a place, the guardian must click on the 'link' in the email they receive for each child to accept the enrolment place and complete the enrolment form. (Even for siblings)
· If the guardian is an existing Parent Portal user, they will click ‘Login here’
· If the Guardian ‘Declines’ the enrolment offer, they will be ‘archived’ in Enrol and marked as ‘Lost Opportunity’ in LineLeader.
· If a Guardian ‘Declines’ the offer but chooses to remain on the waitlist, they will revert back to waitlisted and the status will remain the same in LineLeader.
**Please Note: if Guardian 1 (Enrolment holder) is updated due to an incorrect Guardian listed, this will need to be updated in LineLeader to avoid the status automatically updating to ‘Lost opportunity’.
If you have any further questions on the integration, please don't hesitate to contact the LineLeader Customer Support or Kidsoft Customer Support Teams by emailing support@lineleader.com or helpdesk@kidsoft.com.au