This article is for services using Storypark Chapter 2.
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In this article learn about:
What are enrolments and enrolment statuses?
Add children to Storypark ahead of time, scheduling their start and end dates, expected attendance, and room. View the children at your service by their enrolment status.
You can set Start and End dates for a child, and use these to organise children into groups – those that are now attending (Current), those due to start (Scheduled), and those that have left or graduated (Finished).
Current: Children with current enrolments. If you have Current children who do not have an Active profile you'll see an alert in their profile and can activate their profile.
Scheduled: Scheduled children whose Start date is in the future. The default view is alphabetical but you can switch to view by preferred name or family name using the filter options.
Finished: Children whose enrolment end dates have passed. You'll see an alert if you have children whose end dates have passed but they still have an active profile and can make their profile inactive.
Enrolment status | Start date | End date |
Current | In the past | In the future, or blank |
Scheduled | Future date | In the future, or blank |
Finished | In the past | In the past |
Enrolment status is separate from whether a child has an Active or Inactive profile, but on a child's scheduled Start date their profile will automatically become Active. When a child reaches their End date, you can manually make them Inactive. See more on what this means below.
What are Active and Inactive profiles?
Active
Active children appear in any assigned rooms, can have documentation created for them, and guardians can be invited.
A child automatically becomes Active on their Start date (this is dependent upon having enough spaces available on your subscription).
Your billing is based on the number of Active child profiles.
Inactive
Inactive replaces what used to be called Archived.
Inactive children will not appear in any assigned rooms, cannot have documentation created for them, and guardians cannot be invited. Their enrolment details and some records can still be viewed and edited, and other records can be exported.
Children will be Inactive by default if they have a future scheduled Start date
Once a child is Active, they need to be made Inactive manually
Inactive child profiles do not use any child spaces on your plan/account.
How to see and manage which profiles are Active or Inactive
Every child will have a profile automatically made Active on their start date as long as there are enough available spaces on your subscription.
If you don't have enough available spaces on your subscription you'll see an alert and can make profiles inactive or manage the number of spaces via your Account page.
Some services may want to have a child's profile before their start date. You can make a child's profile Active ahead of their start date from the Manage children page, or from a child's profile.
On the Manage children page there is a toggle showing whether a child's profile is Active or Inactive.
The Current tab will highlight if there are currently enrolled children who do not have an Active profile so they can be easily identified and made Active.
The Finished tab will highlight if there are finished children no longer attending, but who still have Active profiles, so they can be easily identified and made Inactive. They won't be automatically made Inactive, to ensure you have time to finish any documentation for a child.
On a child's profile, their Settings tab will show whether they are Active or Inactive.
How to add or edit enrolment details
When adding a new child profile
When creating a new child's profile you'll be prompted to add enrolment details:
Start date: This is the date the child is expected to start and will automatically be set to the current day.
End date: This is the date the child is expected to finish at your service. This is optional and can be edited later. A child's profile is not automatically made Inactive on this date.
From an existing child's profile
From the Enrolment tab within a child's profile you can edit any of the enrolment details by tapping the pencil icon on the right-hand side of the information you want to edit including start and end dates, their regular days, and any rooms they are in.
Changes to their start and/or end dates will change their enrolment status badge.
Multiple enrolments
A child can have multiple enrolments on their profile. This may happen if the child leaves and returns at a later date.
To add another enrolment:
If a child’s enrolment has finished you can add a new enrolment by tapping the Add button to create a new enrolment.
The Add enrolment button is greyed out:
A child can only have one active enrolment at a time, and the enrolment dates cannot overlap. Before adding a new enrolment you’ll need to finish the existing one by adding an end date that is in the past.
Viewing multiple enrolment details:
If there are multiple enrolments for a child you can view them by tapping Show finished enrolments.
Withdrawn enrolments
If a child’s enrolment has been scheduled but they have been withdrawn from your service you can change their enrolment status to Withdrawn. This can happen at any time regardless of if the start date has passed.
From the Enrolment tab within a child's profile tap the pencil icon next to the enrolment you want to withdraw. Tap withdraw and confirm by tapping Withdraw.
Regular days
When creating a child's profile Admin educators can set their regular days of attendance. These can be set up when creating a child's profile, and/or edited later. Educators who are not admins can view this information but will not be able to make edits.
How to edit regular days
From the Enrolment tab within a child's profile tap the pencil icon next to Regular days and select/deselect the days.
Tip: Regular days determine the children that are prioritised when creating and viewing Routines for the day. From the Routines page, you can tap 'See regular days' to see the days currently set for each child, and tap their name to go straight to their enrolment details to edit these if needed.
Adding or removing a child from rooms
When creating a child's profile Admin educators can set the rooms they should be added to. These can be set up when creating a child's profile, and/or edited later. Educators who are not admins will be able to view these details, but will not be able to edit them.
How to edit rooms:
From the Enrolment tab within a child's profile tap the pencil icon next to Rooms and select/deselect to add/remove the child from the room.
