Each year, the Department of Education asks kindergartens to complete Annual Confirmation in the Arrival system. EnrolNow can create the Multiple Child Upload file for you with the Arrival Export button in the Children module, which saves you entering each child by hand.
The steps depend on how your service records attendance. Pick the option that matches your service below.
Before you export: check your data
The file is only as accurate as the data in EnrolNow, so please check these first:
- Allocations: children need to be allocated to the correct program, with a status of enrolled (or care no longer required if they are not attending).
- First day at service: update this on each child's record. To save time, set the first day on the program record, then mass update all children with the Update first day at service function, as shown in this video. Children who start after the first day of a program automatically use their enrolment date.
- Child and parent/guardian details: see Multiple Child Upload File: which EnrolNow fields feed each column to check exactly which field feeds each column.
Generating your file
Select the option that matches how your service records attendance in Arrival.
▶ Services using EnrolNow SISO (or another third party attendance system)
- Go to the Children tab in EnrolNow and select Arrival Export from the list view. Any list of children can be showing when you do this.
- Select This Year (children enrolled this year) or Next Year (children already enrolled for next year).
- Select Email report.
- The report takes about 10 minutes and is emailed to the address you are logged in with.
- Delete the Group Name and Service Name columns at the end of the file (they are only there to help you filter), then upload the file to Arrival.
The report includes every child enrolled at your kindergarten (or at all kindergartens where your user profile is the owner), so you don't need to filter the Children list first.
▶ Services using the DE Arrival system for attendances (non SISO)
Because Arrival is recording your attendances, its file needs a few extra details that EnrolNow doesn't include in the export: parent/guardian phone numbers and Authorised Nominee details. You have two options:
- Option 1: export and upload the file as it is, then add the extra details in Arrival manually.
- Option 2: add the extra details to the file before you upload it (the steps below).
Either way, the extra details can be exported from EnrolNow to make updating easier. This help video shows how to generate a report with parent and Authorised Nominee details.
Steps to download the file:
- Go to the Children tab in EnrolNow and select Arrival Export from the list view. Any list of children can be showing when you do this.
- Select This Year (children enrolled this year) or Next Year (children already enrolled for next year).
- Select Email report.
- The report takes about 10 minutes and is emailed to the address you are logged in with.
- When the file arrives by email, download it and open it in Excel.
Adding extra details to the file (Option 2):
Please Note:
- You will need some Excel experience.
- EnrolNow does not have access to the Arrival system, so we can't check your upload for you.
- Phone numbers need to be 10 digits. If Excel drops the leading zero, update your Excel automatic data conversion settings first.
- Make the changes in the table below. Work through them in the order listed, as inserting columns moves the letters along. In summary, you will replace two columns and add extra columns for parent/guardian and Authorised Nominee details.
| Column | What to do |
|---|---|
| AF | Change the header to Parent/guardian 1's first name, then replace all data in the column with Parent/guardian 1's first name. |
| AG | Change the header to Parent/guardian 1's last name, then replace all data in the column with Parent/guardian 1's last name. |
| AH | Insert a new column immediately after AH. Add the header Parent/guardian 1's phone number and the phone number data (new column AI). |
| AQ | Insert a new column immediately after AQ. Add the header Parent/guardian 2's first name and the data (new column AR). |
| AR | Insert a new column immediately after AR. Add the header Parent/guardian 2's last name and the data (new column AS). |
| AT | Insert a new column immediately after AT. Add the header Parent/guardian 2's phone number and the data (new column AU). |
| BC | Insert 6 new columns immediately after BC, then add the headers and data below. |
| BD | Authorised Nominee 1's first name, plus data |
| BE | Authorised Nominee 1's last name, plus data |
| BF | Authorised Nominee 1's phone number, plus data |
| BG | Authorised Nominee 2's first name, plus data |
| BH | Authorised Nominee 2's last name, plus data |
| BI | Authorised Nominee 2's phone number, plus data |
- Delete the final two columns (Group Name and Service Name). They are only there to help you filter the report, so filter if you need to, then delete them before you upload.
- Save the file as a .csv (do not change the file type) and upload it to Arrival following the Department of Education's instructions.
What to expect in Arrival
- Before you upload, add your Service, Program and Educator details directly in Arrival. There is no upload option for these.
- The Arrival file does not include a Group / Program Name, so children need to be assigned to their group in Arrival after the upload.
- You may see validation errors for some children after uploading. You can fix these in Arrival. Arrival can time out, and changes made before a timeout may be lost, so it's worth saving as you go.
Need a hand? Email support@enrolnow.com.au and our Customer Support Team will help.
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