CareConnect’s marketing module streamlines the contract creation process, making it seamless and efficient. Once a parent accepts an offer, an enrollment request is automatically generated in CareConnect, and a draft contract is created instantly.

For more details on generating enrollments and offers, see Managing an Enrollment Smartlist.

Entering Required Information

Once the offer has been accepted by the parent or by the office user on the parent's behalf, a contract will be created in draft based on the information entered in the application. Click directly into the hyperlinked contract name to edit. 

Ensure the contract details align with the child’s enrollment information. Fill in any missing fields, such as classroom or program, to provide clarity for the parent. Certain fields are required and must be completed before saving the contract.

Additionally, assign a recipient to specify which parent will receive the contract. If no recipient is selected, it will be sent to both adults listed in the application.

 

Adding Billing Details for the Contract Deposit

The Billing Info section on the contract detail page serves two key purposes: generating an enrollment deposit invoice and displaying billing details for the parent’s review. 

Ensure all relevant information is included in this section, especially the deposit amount, deposit paid, and deposit owed, as these details will be reflected in the deposit invoice sent with the contract. Set an invoice due date to trigger reminders for the parent about their enrollment deposit payment. If needed, add additional fees before saving.

Note: Only fields marked with an asterisk (*) are required. If a field does not apply to this family, simply skip it and proceed.

 

View the Contract You Have Created and Edit Any Necessary Information

Click into the Contract tab to review the contract, which includes the details you added in the Basic tab, along with additional information pulled from the application. This is where you can check if the family has indicated they are a single-parent household or a military family.

Note: Military families will have an additional 13th clause in their contract.

Before sending, double-check that all information is correct. If the family is a single-parent household, there will be only one field for all parent signatures and initial fields. For two-parent households, both parents will have the ability to add their initials and signatures. 

 

 

Sending the Contract to the Parent

Once you have reviewed the information, it's time to send the contract to the parent! Simply click Save and Send at the top of your screen.

The system will prompt you to confirm if you’d like to generate an invoice for the enrollment deposit. If you're ready, click Yes, and the system will send both the contract and the invoice. If not, you can always manually send the invoice later.

 

 

Receiving and Finalizing the Contract from the Parent

Once the parent submits the contract with all required fields completed, it will move to the "Signed" status. If the parent's signature is valid and all necessary information is provided, complete the contract to confirm it has been reviewed and that the child is ready to complete enrollment.

 

Accessing Past Contracts

To view a contract for a specific child, go to the family profile and navigate to the Contracts tab. Here, you can generate a new contract or review existing contracts in various statuses. This provides a quick and convenient way to access child-specific contracts without searching through a list.