F
Freshwater OSHC
Feature enhancements to support the annual re-enrolment process used by Outside School Hours Care (OSHC) and other early childhood services.
Most services, including ours, require families to re-enrol each calendar year to ensure all information remains current, compliant, and accurate for safety and regulatory reasons.
Currently, the process involves extensive manual handling that could be streamlined significantly with several system improvements.
Current Challenges-
Annual End-Dating of Enrolments
Each year, we purposefully end date every child’s enrolment (set to our last operational day) to ensure re-enrolment occurs.
Once families complete new forms, each child’s enrolment end date must be manually updated... over 350 individual records in our case.
This is extremely time-consuming and prone to error.
Manual Booking Recreation
After enrolments are reactivated, we must recreate all recurring bookings for the new year manually (again for all 350+ children).
Lack of Filtering or Automation Tools
There is no filter or tag to identify which children have completed their new enrolment paperwork.
To manage communication, I must manually move children into makeshift classes:
“NEFC – New Enrolment Form Completed”/“NO FORM – Outstanding Enrolment Form”
This workaround makes family correspondence vague and generic, as we can’t send targeted communication easily, as there is no comm filter for classes, only rooms.
Also it baffles me that you can only send comms "has booking" today and not by specific date. Cue service wide email for a select few unless manual lists are made, and LBH, ain't nobody got time for that- I need to get stuff done yesterday!
No Re-Enrolment Booking Management Tools
We currently use Google Forms to track families’ booking requests, priorities, and session patterns as Xplor fails us in this feature.
We then manually assess re-enrolments by:
Timestamp (submission order)>Continuity of care (existing patterns maintained first)>Change requests/new patterns (assessed next)>New enrolments (assessed last)
Every step is manual and heavily administrative.
Feature Enhancement Requests- Bulk or Automated Enrolment Reactivation
Once a family completes the new enrolment form, allow the system to:
  1. Automatically update the child’s enrolment end date to a service-selected future date, or Enable bulk updates via a filter (e.g. “enrolment form completed date” or “enrolment status”).
This would drastically reduce manual editing.
  1. Re-Enrolment Booking Replication
Allow reoccurring bookings to be replicated from the current government enrolment and applied to the next calendar year.
When parents confirm re-enrolment generate their current Government Enrolment Session Data... If they agree to the same pattern, the system should prompt for auto-approval and reoccurring booking creation pattern for the service to assess, accept, partially accept, waitlist or partially waitlist, amend or reject.
  1. Re-Enrolment Dashboard and Demand Snapshot
Provide a summary view showing how many children have requested each session (BSC/ASC, weekly/fortnightly).
This would allow services to:
  1. Compare demand vs license capacity at a glance.
  2. Identify auto-approvable sessions and high-demand sessions needing manual priority assessment.
Compliance and ACCS Visibility
Build on existing government enrolment data to automatically flag ACCS children for compliance and priority placement consideration.
Benefits of These Features
*Massive reduction in administrative workload (hundreds of hours saved annually).
*Improved data accuracy and compliance with minimal manual handling.
*Better, more personalised family communication (targeted correspondence based on enrolment progress).
*Enhanced transparency of demand and capacity for services and families.
*Consistency across calendar years, reducing disruption to children’s care continuity.
Thank you for considering these enhancements.
Our service (with 350+ active children) would greatly benefit from these improvements, and I believe they would streamline operations for many other OSHC and ECEC providers using your platform.