When you are ready to offer a place to a parent, find their waitlist application and click on the action button ‘View’ and then click the drop-down option ‘Offer Place’. You may do this in two ways. See screenshots below.
- Waitlist Application – Grid View
- Waitlist Summary Page – Individual Application View
Next, enter the details of the offer including the bond / advance fee amount (if required), the start date, offer expiry date and the days that are being offered and confirm the name and birth date of the child.
Finally, review the email that is about to be sent, making any changes required and then click on the send button.
Note, if you have attachments in your offer email template, they are not viewable in this preview but they will be sent to the parent. This assumes that you have already set up your standard offer email template and added any relevant attachments.
You will be returned to the waitlist summary page where a copy of the email is viewable in the interaction history. You are now ready for the next step, see How to Confirm an Offer.
What is the difference between an Offer Letter and a Confirmation Letter?
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, see How to Confirm an Offer. Confirmations are formal correspondence which notifies 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 straightaway.