Getting Started

Get started... in three Simple Steps.   Get started using Vacancy.care by entering the details of your last enquiry. 1   Add a Family Families are made up of parents, children & opportunities.  Add a new family directly from the dashboard. Use the...

Vacancy.care's customer user guide With multiple ways of accessing many of the Vacancy.care features, we’ve put together an overview of the key features, plus simple guidance and a brief overview. Let's get you started! Dashboard   The  dashboard ...

How Vacancy.care is  structured    Families (*customers)    Vacancy.care  is structured around families.  Within Vacancy.care a f amily consists of - Parent (or parents)  profile    Child (or children)  profile    Opportunity - known as a lead W...

Sales Funnel Dashboard >  Sales Funnel The sales funnel provides a visual representation of each opportunity - or lead. It's  where you see the progression of leads. There are different stages, which allow the effective tracking of individual lea...

Waitlist Dashboard > Waitlist Accessed via the horizontal menu on the Vacancy.care dashboard, select  Waitlist to add a family, or to gain access to an at-a-glance view of all opportunities ( leads ) sitting on your waitlist.   Relevant informa...

Advanced Filters Leads > Waitlist Advanced filters allow you to easily identify the best opportunities. Use filters to identify your leads, including waitlisted families that best suit your service, and action them. Save time and ensure you spend ...

Forms Web forms > Embedding the Waitlist and Enquiry form Embed the link to your waitlist or enquiry form into your website. If you don’t have an IT specialist, we can assist you. Get online enquiries and feed your waitlist directly from your own ...

Reports Sales pipeline report The Vacancy.care sales pipeline report allows a comparison of your sales for the current month versus the previous month. Provides an overview of: Which days are requested by families. The quantity of days requested b...

Adding, or creating, a family profile in Vacancy.care Dashboard > + New Family Families are the lynchpin of Occupancy CRM . Made up of parents, children and opportunities, e verything revolves around family profiles. Store everything in one conv...

How to create a task Dashboard >  Tasks - Need to schedule a follow-up call with a family?  - E mail a family about an account issue? - Follow-up on an expired offer of care? Assigning tasks keeps a busy service effortlessly organised.  From the d...

Book a service tour Dashboard >  + Tour When a family wishes to book a tour of your service, it can be done in multiple ways. The simplest of which is  directly from the dashboard using the + Tour shortcut in the top left corner of Vacancy.care....

Dashboard The first thing you see when you log into Vacancy.care, the dashboard is where you gain access to key features . Main Menu Accessed via the horizontal lines in the top left corner of the dashboard. The full menu includes all features t...

Smart Wizard Dashboard > Waitlist > Smart Wizard The Smart Wizard guides you through select questions, with the aim being to match the best available opportunities with the vacancy on offer.  Accessed within the Waitlist   page, Smart Wizard is lo...

Emailing and tracking through Vacancy.care Dashboard > Families  Emailing via Vacancy.care is simple and there's an added advantage.... every message you send is securely stored within a family's profile. Accessible whenever you need to refer to p...

Utilising SMS through Vacancy.care Dashboard > Families  Contact families by SMS via Vacancy.care.  Every message sent is stored within a family's profile - available historically at any time. Accessed from the dashboard, select Families from the ...

Automation features Automated features are b uilt-in to Vacancy.care to help you work more efficiently and lessen your workload. Features including - Offers   Offers of care can be generated and sent from within Vacancy.care .  - Once an initial...

Service Settings (*service settings menu) Dashboard > Main Menu > Service Settings Accessed via the horizontal lines in the top left corner of the dashboard, select Service Settings . When you initially sign-up to Vacancy.care, your welcome email...

Adding a child in Vacancy.care Dashboard > Families If a family is already saved in Vacancy.care and you wish to add a child. Start at the families page. If the family does not yet exist in Vacancy.care see  Add a family in Vacancy.care . 1. From ...

Adding a new lead (or opportunity) in Vacancy.care Dashboard > Families Leads - or opportunities - are assigned to individual children. They move through the sales funnel - ideally to become enrolments. If a parent and child is already saved in Va...

Account set-up (*account menu) Dashboard > Horizontal Menu > Account     When you initially sign-up to Vacancy.care, your welcome email will include a link that guides you through the process of setting up your account. If you need to add or chang...

Importing a current waitlist Got a current waitlist you'd like to import?   We can help!   We can import your waitlist for you, to give you a head start using Vacancy.care.    Please email your list through to support@vacancy.care for us to assi...

Importing current families and leads So you've got enrolled families.  You have a list of leads. You really want to get stuck in using Vacancy.care ... but just have no time to load everything in? We can help!   We can import everything for you! Y...

Shortcuts and tips within Vacancy.care Want to save a bit of time? Get things done a little quicker. Read on! Add a family!    There's a quick link to add new family  into Vacancy.care directly from the dashboard. Look for the white buttons at the...

Best practices > setting up the contact form Want to get the most out of Vacancy.care? More benefits with less work...? Follow these best practice guidelines.   Set-up your contact form with all the applicable details of your service and embed it...

HELP! Chat with us!   Struggling? We're here to help!   We  don't want you to struggle. We have an extensive knowledge base - covering many Vacancy.care features and topics - which you can access 24/7 if you'd like to learn how to use a new featur...

Vacancy.care automation flows Automation design and templates Vacancy.care  has a number of automation processes going on in the background based on our suggested best practices for converting childcare enquiries into enrolments. These in-built pr...

Send a tour invite Dashboard >  Families When a family wishes to book a tour of your service, the simplest way is  directly from the dashboard using the  + Tour  shortcut in the top-left corner of Vacancy.care . This is perfect when you've alread...

Streamlining the offer-and-acceptance process Once a family is ready to proceed with care...   The entire offer and acceptance process can be conducted via Vacancy.care. Effortlessly. No paperwork required.  Once you’ve decided on the right family...

Vacancy.care offers flow The entire offer and acceptance process can be automated via Vacancy.care . There is an in-built flow that guides you through the entire process, effortlessly. No paperwork required. To understand the process, see Streaml...

Families page Dashboard > Families An overview of all families stored within Vacancy.care . Families can be stored and accessed here, irrelevant of whether they have an enrolled child in the service or not. Icons used throughout Vacancy.care ...

The Leads page Dashboard > Leads With multiple columns, the Leads - or opportunities - page contains at-a-glance details on each family stored in Vacancy.care. From the date they were added, contact details, whether the family has siblings, etc. S...

The tasks and tours page Dashboard > Tasks The Vacancy.care tasks and tours page provides a complete list of all tasks and service tours, filtered into categories -  Future - Overdue - Completed - All.  Add a new task via the Create Task or Tour ...

My tasks calendar Dashboard > Tasks funnel > My tasks calendar (*note, the tasks funnel is accessible by toggling between it and the sales funnel) The  My Tasks Calendar  is concerned with internal tasks and meetings. Specific to an individual use...

The appointments calendar  Main menu > appointments calendar > a ppointments calendar   The  Appointments Calendar  is concerned with external appointments, therefore providing an overview of all booked service tours, orientation appointments and ...

The enrolled page Dashboard > Enrolled With multiple columns, the Vacancy.care enrolled page contains relevant, at-a-glance details on each family - and individual child - enrolled in your service. Confirm start dates, the child's exact age (years...

Custom email templates Main menu > Campaigns > Email templates  A selection of basic - editable - templates have been pre-loaded into Vacancy.care covering a variety of subjects. Each template can be individually adjusted prior to sending. Some t...

Vacancy.care f eatures comparison  Features offered within Vacancy.care -  free model versus premium  models. Vacancy.care offers both a free and premium model of our occupancy and sales solution. The same great system, with extra features availab...

Vacancy.care - new features and updates Released updates and improvements, plus new features added to Vacancy.care. Update - 17 Sept, 2020  Tasks   No show option added to tasks status A no show option has been added as a task status for tours, ...

Room ratio maximiser  Main menu > Vacancy > Room ratio maximiser   The room ratio maximiser coordinates vacancies in an early childhood service, allowing those vacancies to be offered to enrolled children in other rooms at the service, while still...

Website plug-ins Vacancy.care offers a selection of plug-ins - or features - that can easily be added to your service website. Designed to enrich the Vacancy.care  experience and make the task of finding care simpler for families visiting your web...

Childcare calculator  Main menu > Website features > Childcare calculator   The Vacancy.care childcare calculator cleverly calculates both the childcare fees you pay (weekly, quarterly and annually) for your child, or multiple siblings, as well as...

Booking an orientation Dashboard >  + Tour When a family wishes to book a service orientation for their child, the simplest way is directly  from the dashboard using the + Tour shortcut in the top left corner of Vacancy.care. Alternatively, serv...

The tasks funnel Dashboard >  Tasks funnel Tasks keep a busy service effortlessly organised and the tasks funnel breaks each task into categories so you can clearly see what needs to be actioned - whether that be phone calls, emails or booked tour...

Email templates within Vacancy.care Dashboard > Families  To assist with the quick  composition of emails, a selection of basic - editable - templates have been pre-loaded into Vacancy.care covering a variety of subjects. Each template can be in...

You can target parent leads from specific suburbs close to your centre.  To pick and choose the suburbs where you want your parent leads to come from, follow these steps: 1. Click on the horizontal bar menu at the top left corner. 2. Select Servic...

Do you want to access your Vacancy.care CRM account but have forgotten your password? Here are the steps to reset your password.  From Vacancy.care CRM  login page 1. Click on Forgot Password link. 2. Enter your email address into the User Name an...