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Enrollment
Set up document types for enrollment
Summary Document types are the checklist items families upload during enrollment — immunization records, enrollment forms, photo releases, and so on. Set them up before you send enrollment packets or offers that include document steps. Before you start - You need admin access to Settings → Document Types. - Know which documents your licensing or enrollment policy requires. Steps 1. Open Settings. 2. Select Document Types in the sidebar. 3. Review existing types or select Add to create a new document type. 4. For each type, set: - Name families will see (e.g. "Immunization record") - Whether it is required for enrollment - Instructions families see when uploading 5. Optional: attach a default enrollment document (PDF or form) families download, complete, and re-upload. 6. Save each type. Repeat for every document your center collects. When you request documents from a child on the waitlist, Kiddo uses these types in Send enrollment forms and document request emails. What happens next - Families see upload tasks on Home and in email links. - Staff review uploads on the child's Documents tab in Waitlist. - Missing required documents block enrollment completion until uploaded or waived per your process. What your parents see: Upload enrollment documents Common questions Document Types vs enrollment documents in the same settings page? Document types define the checklist. Enrollment documents are optional file templates (blank forms) you attach to a type. Can requirements differ by location? Document types are center-wide; location-specific enrollment packets may use different workflows — confirm with your center's enrollment lead. When should I set this up? Before go-live or before your first offer that includes enrollment paperwork. See the go-live checklist. Related articles - In the app: Settings → Document Types - Configure enrollment fees and steps
Configure enrollment fees and steps
Summary Enrollment & Waitlist settings control how families apply, how you rank the waitlist, and what fees you charge before and during enrollment. Configure these before sharing your parent link. Before you start - You need admin access to Settings. - Connect Stripe if you charge waitlist or enrollment fees — Connect Stripe for waitlist fees and payouts. Key sections Open Settings → Enrollment & Waitlist: Schedules Add the schedule options families choose on the waitlist form (e.g. full-time, part-time, MWF). Inactive schedules stay hidden from new applications. Enrollment Priorities Define ranking rules and the questions parents answer on the form. Drag to reorder priority. See What is waitlist priority and how is it used?. Fee Management - Waitlist fee (non-refundable) — optional charge when families join the waitlist. - Enrollment fees — deposits or registration fees during enrollment (after an offer). Waitlist Welcome Message Customize the message parents see before Begin Application on your public form. What your parents see: How to join a center's waitlist — your welcome message and the steps on the public form. Auto-Archive Rules Automatically move over-age or inactive waitlist applications to Archive. See How to set up auto-archive rules for your waitlist. Export Waitlist Download waitlist data for reporting (does not replace import — see Import families from a spreadsheet). What happens next - Changes apply to new applications and form visits immediately unless noted otherwise. - Existing applications keep their submitted preferences until updated by staff or the family. Common questions Should I charge a waitlist fee? Optional. Many centers use a small non-refundable fee to confirm serious interest. Set to zero if your waitlist is free. Where do families pay enrollment fees? After an offer, families pay through Home or links in enrollment emails — same Stripe connection as waitlist fees. How do these settings relate to the go-live checklist? The in-app Setup checklist on Waitlist mirrors these same steps. See Go-live checklist. Related articles - In the app: Settings → Enrollment & Waitlist - Set up document types for enrollment - Share your parent waitlist link
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 archive a waitlist application - Configure enrollment fees and steps - Import families from a spreadsheet - What your parents see on Home: Understand your waitlist status