How Vacancy.care is structured
Families (*customers)
Vacancy.care is structured around families.
Within Vacancy.care a family consists of -
- Parent (or parents) profile
- Child (or children) profile
- Opportunity - known as a lead
Within individual profiles, you can also store -
- Notes - save information such as enrolment details & new siblings
- History - Record activity like service tours, waitlist requests or offers of care.
A new family can be added directly from the dashboard using the + New Family shortcut in the top left, or go to the Families page.
Creating a family
Start by entering the details of the primary parent.
- Store an *email address, phone numbers, home address and a brief description to help identify the family when you access the record at a future date.
- You also have the option to add another parent.
(*essential information)
Next, add a child to the family.
- Store the child’s name and date of birth
- Mark whether the child has priority access
- Add notes to your newly created child to give your sales a personal touch and avoid losing information. For example, big brother due in April, or, Kayla attended a family daycare in Queensland but has not attended care since moving interstate last month
- Flag whether the child has a sibling which may be a future opportunity for your service
- Multiple children can be added to each family
Finally, add an opportunity - or a lead - to the child.
- *TIP - opportunities are always attached to individual children.
For example, an opportunity may be -
Jane Banks, a two-year-old girl, requires care on a Tuesday and Thursday. If Jane had a four-year-old brother Tommy, who requires care Tuesday, Wednesday and Thursday, there would be a separate opportunity connected to Tommy. - Opportunities may include information such as: intended start date; room or age group the child intends to enrol in; the days and/or number of days the family has requested; and whether the family is flexible regarding days.
- Assign a stage in the Sales Funnel to the opportunity to assist with tracking, eg/ enquiry, engaged, tour booked.
A combination of Stages, Tasks and built-in automation features will help organise your opportunities, so you're easily able to take a family through from initial enquiry to enrolment.
Get started -
Create family > add parent > add child > add opportunity > select a stage in the sales funnel.
Services
Vacancy.care allows the linking of multiple centres under one service. A dropdown field on the dashboard allows easy switching between services for those users with administrative access. The centre currently accessed will be highlighted along the top of the screen.
Selecting All Centres from the dropdown field allows a user with administrative access to see all tasks, tours and leads across all centres within the service.
*Note - only premium Vacancy.care subscriptions are able to link multiple centres.
Users
Within Vacancy.care there can be multiple users per service. The main user is known as the primary user.
There is only one primary user at each service, however, this user can also be assigned as a secondary user in a different centre. For example, if there is a service with five centres, there would be five primary users with unlimited users underneath them.
A primary user has administrative access and privileges, including -
- The primary user receives leads notifications via email - via VC leads service
- Each time an online form is completed - the primary user is notified by email.
- Each time a tour is booked online it's automatically assigned to the primary user and the primary user is notified by email
- When a tour or task is assigned to the primary user, they have the ability to re-assign it to a different user.
*Note - only premium Vacancy.care subscriptions offer multiple users. Free CRM offers access to one user only.