FAQ's for Downstream services

Question: What is Downstream Sync?
Answer: Downstream Sync is an API integration that allows the automatic creation and updating of child records in your EnrolNow system after a family is allocated by Council. Child, parent, and programs are pushed from the Council’s EnrolNow system into yours, helping to streamline the enrolment process.

Question: What information will we receive from the Council?
Answer: You’ll receive key child and parent information selected by the Council—typically similar to what you would have previously received manually. This data is sent on the initial sync only. After that, only allocation-specific updates (such as program changes or cancellations) will be pushed to your system.

Question: Will the Downstream Sync override any information we collect from families?
Answer: No. After the initial sync, any additional details you collect from the family (such as enrolment form responses or updates to contact details) will not be overwritten by the Council. These changes also won’t be shared back with the Council.

Question: What status will appear for new enrolments created via the Downstream Sync?
Answer: Based on each Council’s CRES policy, a child’s record will be automatically created or updated in your EnrolNow system.

Typical statuses include

• Service Allocated: For CRES providers who provide early insight to Service Allocations (prior to acceptance from the family of an offer)
• Programs Preferenced: For some CRES providers who provide early insight to waitlists held
• Allocated: For CRES providers who provide early insight to Program Allocations (prior to acceptance from the family of an offer)
• Offer Accepted:  All CRES providers. This indicates the family has accepted the offer made by council

For more information about your council’s approach please refer here

Question: What happens if a child, parent or program already exists in our system?
Answer: If the record is already in your system, it will be updated with the latest details. No duplicate will be created.

Question: How quickly will a child appear in our system after accepting an offer?
Answer: The timing depends on the CRES policy of the Council. Some councils sync at the time of allocation, others upon offer acceptance, or on a defined future date.

Once the policy conditions are met, the child’s record (including parent and program data) will appear in your EnrolNow system within approximately 10 minutes.

Question: Where do I find newly created or updated record in the system?
Answer: You can find these children in the ‘Offer Accepted’ list views in the Children Module or on your Home Page. Be sure to refresh the dashboard to see the latest data.

Question: What if a child leaves our service? How does that get communicated?
Answer: A cancellation can be processed in either system - Upstream (Council) or Downstream (your service).

• If you update the child’s status to ‘Care No Longer Required’, this information will be synced back to the Council so they can manage the vacancy.
• If the Council processes the cancellation in their system, your EnrolNow record will be updated to reflect the same status.

Question: Will the Council see updates we make in our system?
Answer: No—any updates you make to a child’s record, such as contact details or enrolment form responses, are not shared back with the Council.
The only exception is when you update a child’s status to ‘Care No Longer Required’. This cancellation is sent back to the Council via the Sync so they are aware of the vacancy.

Question: Will program information be updated via the Downstream Sync

Answer: Yes, where the CRES provider allocates children to Programs, these will also be included in the Downstream sync. Programs created or edited in the EnrolNow system of the CRES will be updated automatically in your system. Should you wish to make changes to your programs please contact your CRES provider to do so. The CRES provider will manage changes on their registration form and any impacts to preferences or allocations already held. 

Please note, the following LGAs are currently supported with downstream sync of programs: 

• Bass Coast
• Bayside (starting 1 Jan 2026)
• Boroondara
• Kingston
• Knox
• Maribyrnong
• Mildura
• Mitchell Shire
• Moonee Valley
• Mornington (starting 1 Jan 2026)
• Wyndham

Question: Will we be notified when a child is added or removed?
Answer: Yes. You’ll receive automated email notifications when:

• A child is added or updated to Offer Accepted (for current year enrolments only), and
• A child’s status is updated to Care No Longer Required (for either current or upcoming care periods).

If you’d like to adjust these notifications, please contact our support team at support@enrolnow.com.au