ON-DEMAND WEBINAR
Transitions in Discover
Video transcript
Candace: Kia ora koutou. Welcome to our Transitions webinar. My name is Candace. I’m the trainer here at Discover, and I’m excited to take you through the Transitions tab today. Just before we start, a heads up that there is a little Q&A box that you should see at the top of Teams there. If you have any questions, feel free to pop them in there as we go along, and I’ll jump in there at the end of the session and hopefully be able to answer any questions that you have.
I’ll start us off. Hopefully, you can see my screen there and we’re just going to run through getting everything set up and then how to use it day to day. We’re going to start off in our centre settings. So, I’m going to pop in here and we’re going to start in centre details here, so the first tab, and we’re just going to scroll down until we find our transition settings, just here. In order to get that menu item available on the side there, we’re just going to want to tick that checkbox here, “show transition fields on child” and “show transition on menu”.
And you’ve got a couple of options here as well for viewing your transition or your transition data. I’ve got this one ticked here, show image, show child image on transition. So, if the child has a profile photo, that will show up in the transition module. And you can also specify the period of time that you would like to see ahead when you’re going through the transition module. So, you’ll be able to view your occupancy for your rooms and your centre over a period of time. And this is where you can specify how far ahead you’d like to look. Just a note here on the eye icon, we don’t recommend anything more than 12 months. That’s it. I don’t think many people are going to be looking that far ahead. But also, it’s just a lot of data for the system to have to chew through. So generally, three to six months is recommended. I’m personally a six-month kind of person. But but yeah, you can specify that number here. So, make sure you’re ticking these preferences and as always come down to the bottom of the, uh, menu here and select save.
So that’s the 1st place that we want to look at to get our transition menu set up. The 2nd place that we want to look at is this transitions tab here. So, we’re still in our centre settings and it’s this transitions tab up the top here. When we look at the screen, we’ve got our levels here, we’ve got our definition and our colour coding. And essentially what this space does is you can set up the statuses of your children. So, where they are in their sort of transition period, cycle. So, these are the the basic get you started default kind of definitions and levels. So not ready, nearly ready, parent has accepted, starting visits, transition date booked, and trial period. So those are your standard ones across the board. You can of course customize them if you want to. Maybe you don’t do, um, starting visits and trial period might be the same thing for you. So, you can reuse colours or create new ones if you want to. So, in any of these, we can just click on the level there, and we can change our definition. And if you want a different colour scheme as well, you can of course also change the colour. So if you’re a pastel kind of person, or if you’re a neutral kind of person, I probably wouldn’t suggest neutrals actually, because as soon as you do that, you’re going to start getting a very nice colour palette, but it might be a bit more tricky to identify where they’re at In that in that transition period you’ll see what I mean when I jump into the transitions module. It’s quite clear the colour coding system with the children.
So you can go ahead, and you can change those if you would like, or if there’s some additional sort of transition statuses that you would like to add in, we can click here on create new and indicate a level. You might have nine and three quarters. Pop your definition in there. and then choose a colour for it. You could even do something, like if you for example, I said, your trial period and your starting visits are quite similar you could even do things in a similar sort of category, like if you had a lot of transition statuses, or if you have quite a nuanced system, you can go, all right starting visits and trial period are quite similar, so I might do those in blue tones and, you’re not ready and you’re nearly ready might be, yeah, your oranges and your, and your reds. You might even just want to simplify things and have a traffic light system so you’re not ready is your red, you’re nearly ready is your orange and then you’ve got your green as ready to go. It’s up to you. Have a play around with it and let’s It’s not set in stone either. So, if you decide that you want to change things up or maybe, change your colours, change your statuses, you can always come back in here and adjust them if you need to.
So that’s where we’re going to get everything set up. The next place I’m going to take you is, and this colour coding will start to make sense in a moment. I’m going to bring us now into children, and this is going to be where we set up those statuses for them. So, I’m going to use my test child here as an example and it’s going to be in this child tab. So, first tab that you land on in the account and then we’re just going to scroll down to transition state. This is where that level system comes in. So, any new ones that you create will show in here. And you can select the status. So maybe this child, they’re just new to the centre, they’re not even remotely close to moving. You’ve just gotten them in there, you can just set them as not ready. But as you’re as your children start to move up, grow out of their rooms, you’re looking at moving them you can start to adjust those statuses.
And so let’s say that we’ve got a child that is, starting visits. You can add a little note there as well if you want to. You can make any comments there and those will show in the transition module. And you can also set your transition date. Say that we’ve got a child who’s moving we want to move them around 1st of October, which is actually Tuesday. I’m going to move that to the 30th. There we go. These dates are going to show in the transition module, but they are not set in stone. No matter what you put here is your transition date. This is just an indication. Discover is not going to swoop in and actually change the enrolment or move the child into the specified room without it asking you first. That’s one of the beautiful things about the transition tool is it is a planning tool. It’s not just going to hijack your enrolments from you. So, it’s a good place to sketch out. So don’t be afraid of putting something in here. It’s not set in stone. It’s just an indication or a guide.
So I’m going to book my test child in for a transition. And I’m just going to put a little note in there so we can see where that shows up in the transition module. And as always, scroll down to select save. Okay, beautiful.
Now I’m going to take us into our transition menu item there. And this is the transition tab. And the first time we jump in here it’s a lot to look at. It’s like what’s going on here. There’s so much. I’m going to start us at the top. How this works is we have our little slider along the top here and it’s going to start us on the current date. And then, if you click and hold this slider here, you can drag the slider across the screen and it’s going to slide through the days that we are open. So, you can see I’m coming through. I’m on now on the 4th of October and you’ll see all these children and these rooms switching around a fair bit down here. And what that’s doing is each date that we move on to, it’s going to show us the children that have requested, so you’ll see children on the waitlist here. And whatever day we’re on, if you see a child drop off or drop away, it means that they have not requested that particular day. For example, Ben Smith here has requested Wednesday, Thursday. So, I wouldn’t expect to see him there on the Friday. See how I’ve just shifted to Friday the 13th? And if I shift back, he’s there. So, Wednesday, Thursday, not a Friday. And you’ll see that happen with your enrolled children as well. So whatever days that they are enroled in, they will show up as you slide through those days and disappear if they are not enrolled on those days.
And you’ll also notice my little capacity sliders going up and down here as well. Any day that you land on, so let’s just take Thursday the 19th as an example. Any day that you land on is going to show you the number of children that are booked in to each room on that day. They’ll be listed down the side here, and you can now see what I meant about those colours. So, you can see here, we’ve got the red and that was our “not ready”. They’re not going to be moved. They’re not going anywhere at the moment. And then my test child that we looked at a little bit earlier, Jessica, you can see here she’s got that green colour that’s saying, she’s ready for her transition. And we’ve got the little comment that I made there too. And you’ll also see anything that is yellow Grace, Charlie and Jessica, that means that there is a room selected and a transition date That has been saved in their profile. So, if I just, I’m going to open that up in a separate tab and you’ll see what I mean.
So whenever you see that yellow highlight for the children, that’s telling us we’ve got a room and a planned transition date. So that’s another way of kind of colour coding. The transition module makes it fairly clear where everyone is at within that kind of transition status system that you’ve got set up.
We’ll come back to the children on the waitlist in a moment. For now, I’m just going to show you how we might move children through these rooms. If you’ve got Grace here, who has a transition date booked, we now need to find room for Grace. As we slide through. Those days up the top. It’s nice to view it on a day-by-day basis. But if you’re looking for an ongoing spot in another room, you don’t want to be dragging through every single day. Let’s say that they’re looking for a Friday. You don’t want to go. All right. Up the top Friday the 11th. Yes, I’ve got space in the next room. And then I’m going to slide again to Friday the 18th. Yes, there’s still space there. I wouldn’t recommend doing it that way. What I would do instead, and this is super handy, you’ve got a couple of views here. Are these little icons here. So, when I click these, it’s going to give me three months ahead. So, I can see. All right, Fridays, I’m just going to hover underneath there, and I’ve got nine children booked into a 22-place room. And you can see if that goes up or down over time. So, you might be sliding through here, and you jump on, say, Friday the 18th and you go, “Oh, yep, I’ve got a spot here. It definitely exists.” Maybe, you’ve got 21 children booked. Yep, it definitely exists. Maybe it’s just there’s a child away. or there is, it’s just a one-off kind of situation. Using this, you can see whether that particular spot is going to be there over time. So, if it’s a real spot or if it’s just, a once off. You’ve also got the little graph next to it. Now just a note here that this is test data. So, it does look a little bit funny. I would expect your centres to look different. Mine just looks a little strange because it’s test data, but you can also hover over each of these points and see whether that spot remains consistent over time.
So if a child’s looking for a Friday and we’ve got the spot, what we can then do is drag and drop. So, I’m going to click on Grace’s name and I’m going to move her over into the room that she needs to be in on that Friday. And just a reminder here is that it’s, you’re not actually moving the enrolment. This isn’t real yet. This is just a plan, this is your planning state. And so, what you can do you can this will stay here. So, I’ve moved Grace over on the 18th. If I then want to plan a few other children, move them across Grace will stay there, unless you leave this in exit out of it.
Once you’ve got everything lined up, you’ve got all your children moved and you’re checking your graph here to make sure that you’re not over over the number of children that you’re supposed to have in each room. Once you’ve got your occupancy correct you can save those transitions. So, we’ve moved Grace over on the 18th, and I’m going to save that there. And it just gives you that little reminder there, saving your planned transition will not affect enrolments in any way, and you can still cancel them. But it’s just, it just means the next time you jump in here, you have accounted for those transitions. So, you can save it ongoing, and it’ll give you an accurate sort of representation of where your occupancy is at or at least where you would like it to be at over time.
Those are your enrolled children. If we move up to look at children on the wait list, it’s going to work a little bit differently. You don’t drag and drop them in. But as we can see when we’re moving across there, we’ll see the days that they would like to enrol. Similar situation. You just want to be looking at the capacity of those rooms. So, you move your enrolled children over or that, that needs, that absolutely have to move into the next room first. And then you look at, all right, these are my waitlisted children who would like extra days, or they’re brand new to the centre. Come through, have a look at your occupancy and whether you can fit them in.
Now you might have quite a few children on the waitlist and then it becomes a matter of, okay I’ve got, William and Jamie, who are two years old, ten months, two years, one month. And we would be looking at moving them into the Kiwi room. Now, if you’ve only got one place in the Kiwi room, which we have lots of places in our outpost centre here. But if you’ve only got one spot, you need to determine who was on the waitlist first. They both want this Thursday, the Thursdays become available. Who’s going to take priority?
So what I recommend is in another tab, just open up your report here. So, in one tab, I’ve got my transition module open. In the other tab, I’ve got my report. And I’m just going to look here at child waitlist. And you’ve got a few options for your report fields there. Click on “get report”. And you’ve got different you can sort them different ways as well if you need to. But I think the key thing that we’re looking at here is the applied date. If you’re giving preference for, who was on the waitlist first, this is going to tell us, all right I need to figure out who’s going to get this place first. Is it William or Jamie? They’re both the same age and looking for the same date. What I’m going to look at is, all right. William, he applied the 20th of March 2023. So, you can see we’ve got long waiting periods in our test centre here. And then I’m going to be looking for Jamie, 17th of March. So, Jamie gets the preference here, he’s been on the the waitlist longer. We’ll go, all right, Jamie, looking for a Thursday. We’ve got the room there now, and I’m going to click here on move to actual enrolment.
So when I click on that, it’s going to open up the enrolments tab for me. And you can see we’ve got the waitlisted status there. When I click on that. And we’ll give it a second to think about it. You can remove days, add days, but the key thing that you want to change here is accepted. And just make sure of course that your effective from date is correct as well. So that’s the turning point where the transition module becomes really move from planning into actual enrolment. So, you can see you’ve actually got to be quite deliberate about telling Discover, “Okay, yes, I do actually want this to be a real enrolment.”
Now, when it comes to our I’m just going to head back into our transition module here. When it comes to making our currently enrolled children, their transitions, when it comes to making those enrolments real, we’re just going to move over here into the Planned Transitions tab. So, you can see the transition that we set up for Jessica earlier and Grace. What you want to do is tick the little check icon here. And then we’re going to click on change enrolment. And we’re going to click on “yes”.
So we’re actually changing the enrolments now. That’s the turning point. So, you can see you actually you got to be quite deliberate. It’s not just going to when you’re using this tool, make it actually happen when you save those transitions. You’ve actually got to tell the system, yep, I want to change the enrolment. And this is also just a great screen this menu tab here to look over your planned transitions as well.
Next over we have our Weekly Transition tab. And this is, you don’t actually action anything in this particular tab. This is just an overview of a week. So, where your transition module is you’re scrolling through and looking at a day-to-day kind of basis, your weekly transition, you’re looking at a particular room. And I’m actually going to move the week here so we can see it properly. There we go. So, because Thursday today, it’s only showing me from Thursday onwards, but if, as you move through the weeks using those buttons there, you’ll see the entire week on the whole. We’re looking at our enrolled children and these are our capacities across each day of the week and where everyone is at.
And it just gives you a more it’s another view. It’s a weekly view. So, you’ve got options when it comes to the views for your transitions. You can see a kindergarten room is more full than the others.
We’ve also got our our other views up the top here, our graphs and such as well. I think the key takeaway for this particular tab is that it’s just for a weekly view, you’re not actually planning anything in here.
And then, of course, we’ve got the reports tab here as well, that you can, it’s just a quick way to access those waitlists and occupancy related reports just while you’re in this sort of transition module. So, any sort of handy associated reports will be there for you.
So that is the transition module in Discover. I really love this tool. I think it’s really handy. Big fan of it. It’s one of those things where you jump into it for the first time, you go, oh my goodness, what do I do with, what do I do? What do I do? So, what I recommend is jump in there, have a look, have a play around with it.
If you make a mistake or anything like that, don’t worry. Like I’ve shown you it’s actually, you’ve got to be quite intentional about making those enrolments real. Discover isn’t just going to, take a plan and run with it. This is all hypothetical until you say otherwise.
So have a play with it jump into your centre settings, set up your transition states the way that you would like them and then jump in here because this is a really powerful tool it can be very helpful. When you’re especially if you’re using the waitlist as well.
So jump in now and have a quick look at our Q&A box. If you’ve got any questions, pop them in there, please. Got a couple of minutes left. If there’s anything that anyone would like to go over. Nothing in there yet.
All right, guys. In that case, I’ll stick around for another couple of minutes if anyone wants to ask any questions. Otherwise, we do have another session booked in October if you would like to join that one as well, or if anyone that you know may have missed it there’ll be another one in October, and I will, of course, record this one and have it up for viewing shortly.
All right, we’ll leave it there then. Thanks, everybody. Enjoy the rest of your day.
Video Details
Transitions in Discover
Join Candace from our training team as she takes you through the Transition module in Discover.
In this webinar, Candace will cover:
- Setting up Transition preferences
- Using the feature for room changes
- Using the feature for waitlisted children
