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How to set up auto-archive rules for your waitlist
Summary Auto-Archive Rules keep your active waitlist manageable by moving applications to Archive when a child passes your age limit or a family has been inactive for too long. You choose the thresholds; Kiddo runs the rules daily and when you first turn a rule on. Before you start - You need admin access to Settings. - Review your classroom age bands (under Settings → Locations & Classrooms) if you plan to use the age rule — Kiddo can suggest a threshold from your oldest classroom. - Auto-archive rules only affect applications on the Wait List tab with On Wait List status. Offers, enrollment in progress, and enrolled children are not auto-archived. - This guide covers Auto-Archive Rules in settings. Incomplete applications can also be removed from the active list automatically after reminder emails — that is separate from these rules. Steps 1. Open Settings → Enrollment & Waitlist and scroll to Auto-Archive Rules. 2. Choose one or both rules: Age rule Turn on the first toggle and set When child turns [years] years [months] month(s). - Kiddo uses the child's date of birth. Applications without a birth date are skipped. - If your threshold is below Kiddo's recommended age (from your classroom upper age limits), you may see Update auto-archive age. You can Use recommended age, Keep existing age, or Turn on with current age. - Recommended age uses each classroom's upper age limit. If a classroom has no upper limit, Kiddo adds two years to its minimum age. Inactivity rule Turn on the second toggle and set If the parents' last activity was more than [number] [Month / Year] ago. - Last activity means the parent signed in or confirmed interest in Kiddo. If that date is missing, Kiddo uses the last time they confirmed their application. - Imported or staff-added applications that never signed in are only considered after the record has been on your waitlist for more than one year. 3. Changes save automatically. When you first enable a rule, Kiddo runs auto-archive once right away and shows how many applications moved to Archive (if any). 4. After that, rules run on a daily schedule (3 AM UTC). Matching applications move to Archive without further action from you. What happens next On your waitlist - Archived applications leave the Wait List tab and appear under Waitlist → Archive. - Auto-archived rows show Age rule — auto or Inactivity rule — auto so you can tell them apart from manual archives. - Waitlist position is preserved — if you Return to Waitlist, the original submission date still counts for ordering. - Use Return to Waitlist from a child's profile anytime a family comes back. For families Auto-archive is staff-facing cleanup. On Home today: - Families do not see a removed or archived label for auto-archive. - If auto-archive was the only status on the application, Home may fall back to On Waitlist — which can look like they are still actively waitlisted. - Kiddo does not send an automatic email when auto-archive runs. Reach out directly when families need a clear answer. Use Parent Withdraw when you archive manually and want them to see Withdrawn on Home. See How to archive a waitlist application. On Overview - Auto-Archived Children (Last 30 Days) on Overview shows how many applications were archived in the last 30 days, as a share of all archived applications at your center. Common questions Can I use only one rule? Yes. Age and inactivity rules work independently — enable either or both. Does auto-archive delete applications? No. Applications move to Archive. You can still view details, export data, and use Return to Waitlist to bring them back to the active list. What counts as parent activity for the inactivity rule? Signing in to Kiddo or confirming continued interest on an application. Staff edits alone do not reset the clock for a signed-in family. Will auto-archive affect applications with an open offer? No. Only applications with On Wait List status are eligible. Sent offers, accepted enrollment, and enrolled children stay where they are. What about imported waitlist rows? Families who never created a Kiddo account are not archived for inactivity until the record is at least one year old. Age rules still apply when the child's date of birth crosses your threshold. How is this different from manually archiving? Manual archive is a one-time staff action with a reason you choose. Auto-archive runs on your schedule using the rules above. Both land in Archive and behave the same on Home today. Related articles - In the app: Settings → Enrollment & Waitlist → Auto-Archive Rules - How to configure continued-interest checks for your waitlist - How to archive a waitlist application - Configure enrollment fees and steps - Import families from a spreadsheet - What your parents see on Home: Understand your waitlist status
Getting startedGo-live checklist — what to configure before sharing your link
Summary Use this checklist to finish the waitlist essentials before you share your parent link. It mirrors the in-app Setup checklist on Wait List. Before you start - You need admin or director access to your center in Kiddo. - Complete the Waitlist walkthrough first if you are new — the checklist unlocks after that tour. Checklist items Work through these in any order. Each row links to the same guided setup pages as the in-app checklist. Waitlist setup 1. Add schedules families can choose — Parent-facing schedule names for your waitlist form. In the app: open the checklist Set up action for schedules, or go to Settings → Enrollment & Waitlist → Schedules. 2. Set your ranking rules — Siblings first, return families, custom flags. In the app: checklist Set rules, or Settings → Enrollment & Waitlist → Enrollment Priorities. 3. Set your waitlist fee — Charge a fee when families join, or skip it for free. In the app: checklist Configure, or Settings → Enrollment & Waitlist (waitlist fee section). 4. Customize your public waitlist form — Review the welcome message parents see first. In the app: checklist Customize, or Settings → Enrollment & Waitlist → Waitlist Welcome Message. 5. Add your other locations — If you have multiple sites, let families choose one when they apply. In the app: checklist Add locations, or Settings → Locations & Classrooms. 6. Invite your team — Add admins, directors, and tour leaders. In the app: checklist Invite, or Settings → User Management. Before you share your link - Connect Stripe if you charge waitlist or enrollment fees and want payouts to your bank — families can pay before Stripe is fully connected. See Connect Stripe for waitlist fees and payouts. - Send a test application yourself (or with demo data) to confirm the form and emails look right. What happens next When these items are done, copy your parent waitlist link from Wait List, Settings, or global search and share it on your website, email, or social channels. Families can apply; you manage applications from Wait List. Common questions Do I have to finish every item? Share your link only when schedules, priorities, and your public form reflect how you want families to apply. Fees and team invites depend on your center's policies. Where is the checklist in the app? On Wait List, open the Setup checklist pill (or expand the checklist panel). Items appear as you explore each section of the app. Can I come back later? Yes. The checklist stays available until go-live essentials are complete. Related articles - In the app: Wait List → setup checklist - Share your parent waitlist link - Connect Stripe for waitlist fees and payouts
WaitlistShare your parent waitlist link
Summary Every center has a public waitlist link families use to apply online. Copy it from Wait List, Settings, or global search, then share it on your website, email signature, or social posts. Before you start - Finish go-live essentials (schedules, priorities, welcome message) — see the go-live checklist. - If you charge a waitlist fee, see Connect Stripe for waitlist fees and payouts for when payouts start. Steps 1. Sign in to Kiddo. 2. Copy your waitlist link from any of these places: - Wait List → Wait List tab (not Open Spots) → Copy waitlist link near the top - Settings → Center Profile → General Information → Waitlist Submission Link (click the field or copy icon) - Settings → Enrollment & Waitlist → Waitlist Welcome Message → copy icon next to the link - Global search (header search bar, or ⌘K / Ctrl+K) → Copy Waitlist Link 3. The button or icon shows Copied when the link is on your clipboard. 4. Paste the link wherever families should apply — your website, email campaigns, or printed materials. 5. Optional: open the link in a private browser window to preview what parents see before you share widely. The link goes to your center's public form (/waitlist-form/your-center-slug). Families sign in with email, then complete the application steps. What happens next - New applications appear on Wait List as families submit. - Families receive confirmation emails from your center (via Kiddo) when they apply. - You can reshare the same link anytime — it does not expire. What your parents see: How to join a center's waitlist — your welcome message, then Begin Application when they are ready. Common questions Can I change the link? The link is tied to your center's slug. Contact Kiddo support if you need a slug change — URLs should stay stable for families who saved an old link. Should I share the link before Stripe is connected? Yes. You can share your waitlist link before Stripe is fully connected. If you charge a waitlist fee, families can still complete payment at the end of the form — Kiddo collects the fee, and your center receives payouts only after Stripe Connect onboarding is complete. What do parents see when they open the link? Your welcome message, then Begin Application when they are ready — same as What your parents see above. Can families apply without the link? Staff can add children from Wait List, but most centers share the public link so families enter their own information. Related articles - In the app: Wait List → Copy waitlist link - In the app: Settings → Center Profile → Waitlist Submission Link - In the app: Settings → Enrollment & Waitlist → Waitlist Welcome Message - In the app: Global search → Copy Waitlist Link - Go-live checklist — what to configure before sharing your link - What is waitlist priority and how is it used? - Parent Help links you can share with families
WaitlistImport families from a spreadsheet
Summary Import an existing waitlist from a spreadsheet instead of entering families one by one. Kiddo validates rows, maps schedules and priorities, and creates applications your team can review. Before you start - You need admin access to Waitlist. - Configure Schedules and Enrollment Priorities first so import mapping matches your codes — Configure enrollment fees and steps. - Prepare a CSV using Kiddo's import template (download from the import flow). Steps 1. Open Waitlist. 2. On the Waitlist tab, open the Add Child split menu and choose Import Children. 3. Download the template if you have not already — use the center's schedule and priority codes from Settings. 4. Fill the spreadsheet with parent, child, and enrollment columns. One row per child application. 5. Upload the CSV in the import modal. 6. Review validation results — fix errors or map unknown values (schedules, priorities). 7. Confirm the import. Kiddo creates applications and may queue a handover upload for large files. Review imported rows on Waitlist like any other application. Send guardian invites if families still need Kiddo accounts. What happens next - Imported children appear on Waitlist with submitted dates you provided (or import time). - Families may receive invite or confirmation emails depending on your import options and comms settings. - Duplicate detection may flag rows that match existing families — merge duplicate child profiles or archive as needed. What your parents see: How to join a center's waitlist — imported families may receive invite or confirmation emails and complete payment on Home if a waitlist fee applies. Common questions Can parents complete payment after import? If you charge a waitlist fee, imported families may need to pay through Home or a follow-up request — payment is not always collected during CSV import. What if schedule codes do not match? The import wizard lets you map spreadsheet values to your center's schedules or skip invalid rows. Update Schedules in Settings if codes changed. Is import the same as Export Waitlist? Export downloads current data. Import adds new rows from a file — opposite direction. Related articles - In the app: Waitlist → Add Child → Import Children - Configure enrollment fees and steps
Spots and offersHow to send an offer for an open spot
Summary Send an enrollment offer when you have an open spot and want a matched family to respond within a set number of days. This guide is for center directors and staff. Before you start - You need staff access to the center's Waitlist. - An open spot should exist for the classroom, schedule, and start date you plan to offer. - The child should appear as a match on that open spot (or be eligible from the waitlist). Steps 1. In Kiddo, open Waitlist. 2. Go to the Open spots tab. 3. Open the open spot that fits the spot you want to fill. 4. Select one or more matched children, then choose Make Offer. (You can also start an offer for a single child from their row actions.) 5. In the Send Offer window, confirm each child's Classroom, Schedule, and Start date. 6. Set how long parents have to respond using Parents have [N] days to respond. 7. Optionally add a short custom message. 8. Select Send Offer. What happens next - Kiddo creates the offer and emails the family's guardians. - The match shows as a pending offer on the open spot until the family responds. - On Home, parents see an offer notification with Accept Offer and Reject Offer. - If the deadline passes without a response, the offer expires according to your center's settings. What your parents see: How to accept an enrollment offer Common questions Can I resend the offer email? Yes. From the child's waitlist profile or bulk actions, use Resend Offer Email when an offer was already sent. Do I need an open spot first? Offers are tied to spot details (classroom, schedule, start date). Creating or selecting an open spot keeps matches and offer status in sync. Can I send offers to multiple children at once? Yes. Select several matched children on an open spot and use Make Offer. Related articles - In the app: Waitlist → Open spots - How to accept an enrollment offer (families) - Parent Help links you can share with families
WaitlistWhat incomplete waitlist applications mean
Summary An incomplete waitlist application is one a parent started but has not submitted yet. The child may appear on Waitlist → Wait List with status Incomplete while Kiddo sends reminder emails. This is different from a submitted application that still needs a waitlist fee. Before you start - You need staff access to Waitlist. - Families apply through your public waitlist link — see Share your parent waitlist link. - Reminder timing and templates live under Communications → Wait List Communications — see How automated messages work. How incomplete applications happen Kiddo creates a waitlist application when a family finishes the Enrollment Information step and moves toward payment (not when they only fill in parent or child details earlier in the form). Until the family submits the application: - Kiddo has not recorded a submission yet (the application is not finalized). - The row can still appear on your active Wait List tab with status Incomplete. - Opening the child's profile shows an Application incomplete notice at the top of Center Information. On Home, families may see Incomplete on the center card until they return to your waitlist link and finish. What you see on the waitlist What you see What it means Status Incomplete Application started; parent has not submitted yet. Status On Wait List Application submitted and active on your waitlist. Application incomplete banner (child profile) Same as Incomplete — do not use Waitlist Submission Date to submit for them; that field only updates the date shown after an application is already submitted. Incomplete rows are not in your official waitlist order for offers the way submitted applications are. Treat them as leads to follow up, not as fully queued families. Reminder emails (default timing) Kiddo can send up to three automated emails reminding the family to finish. Default timing from when the application was created: Order Typical timing Email subject theme 1 2 days Reminder to finish application 2 4 days Reminder to complete your waitlist application 3 7 days Final reminder to complete your waitlist application Your center can change timing or turn workflows off under Communications → Wait List Communications. Emails come from your center's name via Kiddo. What happens after 7 days Two things work together: 1. Final reminder — The third email goes out around the 7-day mark (or whatever you configured for the final reminder). 2. Auto-archive — After all three reminders have been sent, Kiddo usually archives the application so it leaves Wait List and moves to Waitlist → Archive. Staff see the archive reason tied to incomplete-application reminders. Kiddo does not auto-archive incomplete applications that already have a paid, waived, or not required waitlist fee, or a 100% priority or promo discount that removes the fee. Families who return later may need to restart the application if the completion window has expired. Their place in line is based on when they successfully submit, not when they first started. Incomplete vs unpaid waitlist fee These are easy to confuse: Situation Status on waitlist What the family still needs Incomplete application Incomplete Finish and submit the form (parent, child, enrollment steps). Submitted, fee not paid On Wait List (payment Pending or Overdue ) Pay the waitlist fee (unless waived). The waitlist fee payment reminder workflow applies only after submit. It does not replace incomplete-application reminders. What you can do as staff 1. Open Waitlist → Wait List and look for status Incomplete. 2. Open the child's profile and read the Application incomplete notice. 3. Contact the family directly if reminders are not enough — resend your waitlist link. 4. If the record is stale and you do not expect them to finish, archive the application yourself instead of waiting for auto-archive. Do not expect changing Waitlist Submission Date on an incomplete application to submit it for the parent. Common questions Why is someone on my waitlist if they never paid? If status is Incomplete, they have not submitted yet — payment may not have been collected because the form was never finalized. If status is On Wait List with Pending payment, they submitted but still owe the waitlist fee. Do incomplete applications count for priority or offers? No. Waitlist priority and offers apply to submitted applications. Incomplete rows are visible for follow-up but are not fully in queue. Can I turn off the reminder emails? Yes — adjust or disable the incomplete-application workflows under Communications → Wait List Communications. Will the family get an email when we auto-archive? Not automatically from the archive step itself. They may have already received the three finish-your-application reminders. Reach out directly if you want to confirm they are still interested. What if they started but I do not see them on the waitlist? If they stopped before finishing enrollment preferences, Kiddo may not have created a waitlist application yet — there is nothing on Wait List to show. Only a partial signup exists until enrollment information is saved. Related articles - In the app: Waitlist → Wait List (status Incomplete) · Communications → Wait List Communications - Share your parent waitlist link - How automated messages work (and what families receive) - How to archive a waitlist application - What your parents see: Finish an incomplete waitlist application - Parent Help links you can share with families