Waitlist Management

Waitlist Management

Managing a "Futures Pipeline" of over 2,000 families who have applied to your school for the next 12 years can be overwhelming. How do you ensure this process runs smoothly?

Key Steps in the Enrolment Journey:

1. Scheduling Interviews: Typically, about two years before the start date.
2. Making Offers of Enrolment: Around 18 months before the start date.
3. Waitlisting: For families not receiving an offer, so you can contact high-priority families if spots open up.
4. Engaging Families: Keeping future-start families connected with the school to maintain their interest.

How EnrolHQ Supports You:

• Prioritisation with Weightings: Define custom priorities (e.g., children of Alumni, Siblings, Staff) and assign a weight score to each. This allows you to filter and sort your applicant lists based on these priorities, either in bulk or individually.
• Custom Student Categories with Weightings: Go beyond basic priorities by creating custom student categories, each with its own weighting score. For example, you might rank students by proximity to the school, community involvement, or academic performance (e.g., NAPLAN scores).
• Filters with Bookmarks: After assigning priorities and categories, use filters to create targeted applicant lists based on submission dates, desired entry levels, and academic years. This gives you powerful tools to move families through their enrolment journey.
• Customisable Enrolment Journey Stages: Recognizing that enrolment is often more complex than a linear process, EnrolHQ offers 24 pre-defined stages that can be renamed and reordered to match your school’s specific journey. This flexibility is especially useful for managing different application types, such as ELC and Scholarship Applications, or handling multiple waitlists.
• Alternate Level/Year of Entry: Simplify the process for parents who wish to apply for multiple entry points (e.g., Prep, Year 3, Year 5, and Year 7) without requiring duplicate applications. Each entry point can have its own campus, status, and cohort filters, providing a clear overview of potential students in each cohort.
• Roll-Up, Roll-Down, and Cohort Filters: Manage waitlists efficiently by rolling applicants up to the next entry year and level in bulk or rolling them down if needed. Cohort filters allow you to find applicants who applied for earlier levels/years but belong to the same cohort, giving you a comprehensive view of your pipeline.
• Document Collection at the Right Time: Use EnrolHQ to request documents like school reports, NAPLAN results, and professional learning support reports at the "Pre-Interview" stage, ensuring the school leadership team has the most up-to-date information.
• Custom Forms for Waitlist Management: Keep your waitlist up to date by sending "Stay on the Wait List" forms to parents, ensuring you know who is still interested and who isn’t.
• Email Marketing Tools: Leverage cohort filters, priorities, custom categories, and enrolment journey stages to target the right families with marketing emails. Invite them to enrolment information evenings, scholarship briefings, or school performances, and keep them engaged using EnrolHQ’s powerful communication tools.