When creating Offer letters, all services must select an Expiry Date. Families will automatically receive an Offer Expiry email which ensures that families are formally notified when their offer letter is no longer valid and that the enrolment position is not confirmed. To understand why this is best practice, read below.
What happens when an Offer expires?
When an Offer Letter expires, the child's waitlist application is moved from an ‘Offered’ state back to a ‘Waitlisted’ state. This ensures that they still appear in your waitlisted searches and can still be presented with offers in the future.
What happens if I turn OFF my Offer Expiry emails?
The application will be stuck in the ‘Offer’ state indefinitely and services will need to manually re-waitlist applications. ‘Offered’ applications will not appear in your waitlist searches, unless you specifically search for applications which are in the’ Offered’ state. This means services will likely overlook this application when attempting to fill future vacancies, thereby reducing potential enrolments. Automated offer expiry emails help services maximise occupancy levels and lead conversion rates.
How do I turn ON/OFF my Offer Expiry emails?
Step 1: Click Settings in the Header menu
Step 2: Click Automation Settings on the left-hand sub menu
Step 3: Tick YES to automatically expire offer letters and send expiry emails. Tick NO to manually re-waitlist all offers that a family has rejected.
Note this checkbox applies if you do not use PayPal to collect enrolment fees and confirm offers.
What should I do to after I have sent an Offer letter and the family has accepted enrolment?
Offer letters generally detail the terms and conditions a family will need to comply with in order to secure enrolment with a service. These conditions may be in the form of a:
a) Bond payment
b) Enrolment fee
c) Written acknowledgement / response
d) Signed agreements and forms
When a family has complied with the terms and conditions of an offer letter, services will need to Confirm the enrolment. To learn how to confirm a place, see the article ‘How to Confirm an Offer’. Confirmations are formal correspondence which notify a family that a place has been secured and rearticulates the enrolments days and commencement dates that a family is agreeing to.
In some cases, services may like to bypass offers and confirm a position more immediately. This may be necessary if a family has accepted a position on-the-spot e.g. by paying a bond/fee or completing enrolment forms at the service.