Settings: Offer Emails

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receive an Offer Expiry email, which ensures that families are formally notified when their offer letter is no longer valid and that the enrolment position is not confirmed.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.

To edit your offer email template, check this handy guide: Customising Email Templates

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 in the ‘Offer’ state indefinitely, and services will need to manually re-waitlist applications. ‘Offered’ applications will not appear in your waitlist searches by default unless you specifically search for applications that 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 to turn ON/OFF my Offer Expiry emails?

1. Navigate to and select the Settings tab from the header menu.

2. Select the service you wish to manage by selecting the Edit action button.

3. Click on Automation Settings in the left-hand menu

4. 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 only applies if you do not use Debit Success. When connected to Debit Success, the system will automatically expire and confirm offers regardless of the selected preference here.

What should I do 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) 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 that notify a family that a place has been secured and articulate the enrolment days and commencement dates that a family is agreeing to.

In some cases, services may like to bypass offers and confirm a position 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 location. To do this, click Confirm from the drop-down button instead of the Offer Place.