Understanding Care Period Cutover

Each year, EnrolNow automatically performs a Care Period Cutover to ensure your data correctly reflects the new calendar year.

What is Care Period Cutover?

The care period cutover is an automated process that runs between 1 January and 4 January each year (unless your organisation’s Care Period settings define different dates in the Care Period module). Its purpose is to update records so that information relating to the year that has just finished is no longer shown as current, and new year data is brought forward for use.

Previous year data (e.g. children who attended in the year just finished) moves out of “current” views.
Upcoming year data becomes the new current year.
The following year’s data becomes upcoming.

Good to know: All historical information remains accessible. You can continue to view and report on children, programs, and allocations from any year using the appropriate filters and reports.

Why is this important?

The cutover ensures that dashboards, views, and reports always display the right year’s data without manual updates. To help the system run smoothly at scale, EnrolNow uses the labels “This Year” (sometimes abbreviated to TY) and “Next Year” (sometimes abbreviated to NY) to identify children and programs.

What you need to do after the cutover

Email templates: Use the “This Year” version (instead of “Next Year”) so the correct allocation details appear in your messages.
Quick Action Buttons: Use the “This Year” buttons after the change.
Reports & Analytics: Use the “This Year” report versions.

Tip for custom reports: If you created any reports using “Next Year” fields, duplicate them and update Columns, Groupings, and Filters to reference the This Year / Current fields.

Missing templates or reports?

In your first year on EnrolNow, some “This Year” templates or standard reports may need manual setup due to your organisation’s customisation. If anything appears to be missing, please contact EnrolNow Support and we will rectify this promptly. Future years will be smoother once your site has completed a full care period cycle.