When an administrator first signs into the MyWaitlist system or a provider signs in after onboarding a new service to their group, there will be a set of tasks populated on the dashboard. Selecting Start on any of the tasks will navigate users to the affiliated area in the MyWaitlist system and allow for information and changes to be affixed.
1. Profile Details
This feature will ensure that the service information is up to date. This will be included in automated emails sent to families.
To check these details and/or make any changes:
Select Profile Details 'Start' on the menu item through the dashboard.
This can also be accessed via Settings > Manage > Edit (Centre Name) > Centre Profile
Complete the following fields and click 'apply' to save changes.
- Centre Name
- Email - Note that the centre email does not mean this is your user's login email address. If you need to change your login email, please contact support@mywaitlist.com.au
- Phone
- Centre Manager First Name and Last Name
- Website
- Timezone -Tour bookings and appointment scheduling rely on this being correct
- Address
- Map location - use the search bar above Google Maps to locate your service and to pin your service location on Google Maps. If you use the Tour Scheduling feature, your clients will receive directions to your centre based on this location.
- Signature - Input your signature and use the placeholder icon to add your logo. See here for steps on how to add your logo.
Note: If you wish to change your centre name, please contact support@mywaitlist.com.au to verify the business name change.
2. Manage Rooms
During onboarding, the team will set up rooms based on the service's specific operational needs. To add, edit or delete a room:
Select Manage Rooms 'Start' on the dashboard.
This can also be accessed via Settings > Manage > Edit (Centre Name) > Manage Rooms
To add a room, select the green 'Add' at the top left of the screen. Input the room information. Press 'Create' to apply in the system.
Please note: MyWaitlist provides you with default rooms that you may edit.
To delete a room, select the trash can icon to the right of the room information.
Please note: Administrators will be asked to confirm the action before proceeding
To edit a room, click on the pencil icon. This will enable edits on room names, age ranges and, room capacity. To fix any updates to the rooms, select 'Update'.
Please note: Administrators will also see an audit log attached to each room outlining any updates or changes.
3. Waitlist Form
To set up a Waitlist Form, follow the steps outlined below.
Select Waitlist Form 'Start' on the dashboard
This can also be accessed via Settings > Watilist Forms
Select 'New Waitlist Form'
Enter all the relevant information for the Waitlist Form
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Title – title of the Waitlist Form
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Centres – drop-down menu will appear to select the service(s) within the account
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Landing Page URL – a page where users will be directed to after a successful enquiry submission e.g. “Thank you for your enquiry” page created by your website developer
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URL for Custom CSS - Style the Waitlist Form with your design, layout and colours. Consult your website developer for your custom CSS code. For more information, visit our support guide on Hosting your Custom CSS file for Forms
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Allow Parents to Book Tour – Redirect enquiries to your Tour Booking Form if a family's care preferences meet a specific set of criteria. You can discern families based on their care age or care date.
- Allowing Families to Book A Tour after Submission - Configuration
In the example below, if a family makes an enquiry and fits the age range between 0-24 months AND needs care within three months, they would be redirected to your Tour Calendar before being redirected to your landing page.
Once completed, select 'Save Settings' to create/update the waitlist form.
Please note: Once the waitlist form is created, a unique HTML code will be generated at the top of the screen. Provide the unique HTML code to your website developer to embed into the service's website.
Waitlist Form Example
Special Note: By default, all waitlist form registrations will be converted into the system as ‘Waitlisted’ status. If you would like to turn this feature off and treat these enquiries as ‘Pending’, see Automation Settings in the Settings Menu.
Update Do you wish to automatically waitlist all enquiries from the Waitlist Form? to No - I would like them to start in a pending state until I approve them.
4. Email Templates
Email templates are pre-formatted to ensure that you can quickly and efficiently respond to family enquiries.
To customise your email templates, administrators will navigate as follows:
Select Email Templates 'Start' on the dashboard
This can also be accessed via Settings > Manage > Edit (Centre Name) > Email Templates
Select the email template you would like to edit by clicking on the pencil icon of the selected template
- Add attachments using the upload button below the text editor.
- Use the placeholder button to add personalised text such as "Child First Name". Placeholders will pull information from the child's profile.
- Add other email addresses which you would like to receive copies of the email as a carbon copy (CC) - see CC field above the text editor
Please Note:
If you copy and paste an Email Template from a different file (such as a Word or Google document), you will need to replace the placeholders as they will 'break' in the process and the required information will not generate.
5. Tour Slots/Settings
This allows families to book tours at time slots when the services are available. Services can create more than one tour calendar. Setting multiple calendars would help if the service has multiple designated persons to conduct tours. For example, the Centre Manager, Assistant Centre Manager, and Administrator might all have their own calendar.
Select Tour Slots/Settings 'Start' on the dashboard
This can also be accessed via Tours
Calendar Setup enables services to create a tour calendar in the system. Select 'Add Calendar' to create a new tour calendar.
Input the relevant details and select 'Save' to create the calendar.
Please note: If you assign an administrator to this calendar and populate their email and mobile phone, they will receive tour notifications via email and SMS. Notifications include confirmations, reschedules and cancellations of tours. Only the family will receive a tour ‘Thank you’ email with a Feedback Survey. If you do not wish to use our SMS feature, Go to Settings > Manage > Edit (Centre Name) > SMS Settings
Setting up Time Slots within a Calendar:
Select Calendar Setup, (if you have multiple tour calendars, you can toggle between calendars as shown below)
- New Tour Times: Enables services to create tour slots within a set of parameters. This allows the service to set their availability based on days of the week, start and end times, and until what date these slots will go on.
- Block Out Calendar: Enables services to block specific dates and times of their tour calendar to disable families from booking during those block outs.
- Clear Tour Slot: Enables service to remove recurring time slots.
When clearing recurring tour slots, clear them per time slot. In the sample below, if the 10:00 AM - 11:00 AM schedules need to be cleared, clear them per slot. Clear the 10:00 AM - 10:30 AM first and then clear the 10:30 AM to 11:00 AM slot next. Instead of selecting 10:00 AM - 11:00 AM.
To delete a specific time slot, click on the trash can icon located next to the slot.
A prompt will appear to confirm this action. Click 'Delete'.
After creating the tour slot, the calendar will show your configured time slots. The image below shows an example of configured time slots.
Calendar Settings Configures the booking rules that will run coincide with the new tour time. Once completed, select 'Save' to update the settings.
6. Campaign Settings
S
elect Campaign Settings 'Start' on the dashboard
Click the Create Campaign button to create a new campaign. A drop-down menu will appear. Then click 'Automated Campaign'.
Define the distribution list:
a. Select the centre(s) you wish to receive this campaign
b. Select the child's status - Waitlisted, Inactive, Offered etc.
c. Apply any other filters to create a targeted list.
d. Click Preview - this shows the distribution list that meets the filtered criteria.
e. Click Next to proceed to the next page.
Complete the Campaign Message screen;
a. Fill in the fields such as Title (for your reference) of the campaign and Subject (email subject)
b. Choose which template to use (for instructions to upload a template, click here).
d. Choose your from and reply email
e. Test your email template by using the 'Test' button.
f. Click Next to proceed
Define your Campaign Schedule - choose your event trigger and when you would like the campaign to run.
a. Select Campaign Send Date
b. If the Campaign Send Date is not in the list, choose Custom Days and enter the desired number of days.
c. Choose Before or After the trigger date to send campaigns, if you have chosen a set number of days.
d. Select the Trigger Event e.g. Waitlist Inactive Date, Offered Date etc.
e. Click Save.
5. The created automated campaign will appear in the Campaigns List
6. Click the drop-down arrow to Delete, De-Activate and Edit a campaign. The user who created the campaign will only be the person that will have access to make changes on the campaign.
As the campaign continues to run in the background, the snapshot will continue to update the reports.
For more questions and enquiries, please email us at support@mywaitlist.zendesk.com
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