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How to enrol and re-register members with kids.cloud: step-by-step guide


kids.cloud offers easy enrolment and re-registrations
How to do new enrolments


Hello! It's time to think about enrolments new members and re-registering current members for the new year. This process could be finalised in easy five steps:


  1. Create schedule

  2. Upload documents

  3. Manual inscription proposal

  4. Prepare a registration form

  5. Share registration link on social media


Before starting, it is necessary to add a new schedule to the existing groups (if the group continues to operate) or add a new group if it did not exist before.


Step 1: Create schedule


How to add a new schedule?


1. In the schedule section (group account), click on the plus sign (+).


How to add schedule
Screen kids.cloud

Add the group schedules for the following year, for example (01.09.2023 - 01.06.2024). for example, Monday from 17 to 18.

If you want parents to be able to choose a day, save each day separately.

How to add a time to shedule
Screenshot kids.cloud

The result will be the following:


The result of time shedules
Screen kids.cloud

Step 2: Upload documents


If no documents need to be added to the inscription, please proceed to the next step.

2.1. In the "Enrollment" section, select "Enrollment documents".


2.2. Attach the documents you want to use.


How to add a document to the inscription form
Screen kids.cloud


Once schedules and documents have been prepared and uploaded, you can move on to step 3.


Step 3 : Customized Registration Proposal


Let's say you want to offer a member the option to stay in the same group or switch to another group.


Open the child's account and choose the new or old group from the list.


Please do not modify the existing group membership, add a new one instead. This will preserve the history of payments and keep track on passed enrolments.

How to offer a child a new group
Screen kids.cloud "proposed enrolment"


Once you save this new registration, the system will ask you if you want to inform the parents by email.



Example how system is offering to send e-mail
Screen kids.cloud Parent notification


If you choose "Yes", parents will receive an email notification in the language of communication they have chosen.


example of parent's email
Screen e-mail kids.cloud


Step 4: Preparation of a public registration form


Make sure the groups you want to open registration for are created and schedules are up to date.

How to prepare the registration form?


Let's say you want to open registrations for the "Beginners" and "Advanced" groups for the period from 01.09.2023 to 31.05.2024.


Here's our form:


All details of the registration form
Screen kids.cloud enrolment form

Name -> Registration 2023-2024

Description:


Dear parents, We are thrilled to announce the opening of our Beginner, Intermediate, and Advanced groups for the 2023-2024 year! Our program is designed to offer a comprehensive and engaging learning experience for children of all levels.


2. Enrolment form online from:


Here, you need to define a period during which your registration form will be available. Let's take the days from 20/04/2023 until the end of next year, that is until 31/05/2024.


3. Publication status:


Published - the registration link will be active.

Unpublished - the registration link will be inactive.


4. Availability of form


Public - the registration link is available for both internal and external users, whether a child is a member of the club or not.

Parent portal - the registration will only be available for active members of your organization in the parent portal.

Public and parent portal - the registration link will be available for external visitors and in the parent portal.

5. Allows adding a new child via the parent portal

By choosing this option, a parent can register a new child via the parent portal.


6. Target groups

By choosing this option, only parents of selected groups can see and register their children. This feature can be particularly useful for a "Competition" level group where parents can register their children for specific events.


7. Groups (Registration for / Registration to)

Group registration period. These dates will be used for group registration.


Please select the groups open for registration.

8. Documents to be returned.

Select the documents you want parents to sign when registering their child with your organization.


9. Informational documents.

Select the documents you want to attach for information purposes (such as flyers, schedules, event descriptions, etc.).



Parents having kids.cloud parent portal
Parents with kids.cloud application


Both types of registrations, "Proposed Registration" and "Public Registration," published on the parent portal will be available/visible in the "Enrolments" section.


Example: Parent portal with the "Enrolments" section.


Example of the public inscription displayed in parent portal
Screens kids.cloud parent portal


Please advise parents to visit this section to take action.


Example: Public inscription published in parent portal.


Example of public inscription
Screen kids.cloud parent portal


Example: Proposed inscription published in the parent portal.



Example of the proposal inscription
Screen kids.cloud parent portal

To accept the proposal will only take a few seconds of parent's time. Similarly, for public inscription, there is no need to re-enter the child's name or another information. Parents only need to select the child and choose the appropriate group with a suitable schedule. That's it.


Step 5. Share your public registration link on social media.


Once your form is saved and ready, you can copy the registration link and share it on social media. The link can be found here: Registration -> Active registration forms.


How to copy a link of the public inscription
Screen kids.cloud

Before sharing it with parents, we recommend that you click on the link and test filling out the form. This will help you avoid errors and misunderstandings.


If you still have any questions, do not hesitate to contact us at support@kids.cloud.











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