This article provides a step-by-step guide to completing the full enrollment workflow in CareConnect, from the initial application through contract management and schedule creation.

1. From Application to Enrollment

• Once an application is accepted (by CCC manually or by a parent in the MyCareConnect portal), it appears in CareConnect with the status Contracting under Marketing > Enrollments.
• A Family Profile is automatically created, though no schedule is attached at this stage.
   

2. Exploring the Enrollment Record

Click on an Enrollment ID to open its details. You will see four sections:

• Basic Tab – Displays information imported from CareWait.
• Application Tab – Shows the original application data.
• Logs – Provides an audit trail of changes and updates for agency records.
• Contracts Tab – Contains contract linked to the enrollment.
   

3. Managing Contracts

To begin the contract process:

• Go to the Contracts Tab.
• Click the individual contract to open it.

• Within the contract, you’ll find three sub-tabs:

Contract Basic Tab

• Add or update details in the Contract Info and Billing Info sections.
• If a deposit will be charged, enter it here.
  • Once the contract is signed, the deposit invoice is automatically created.
• ⚠️ Important: Do not use the Action option in this tab unless the family submitted the contract outside CareConnect (e.g., in person or via email). This action is for manual status adjustments only.
  
   

Contract Tab

• Update parent information (e.g., Single Parent, Military).
• Review the contract for accuracy.
• ⚠️ Important: As above, do not use the Action option unless processing a contract submitted outside CareConnect.
• Click Save and Send to Parent.

At this point:

• The contract will appear in the parent’s MyCareConnect Account.
• Located in the Documents Tab.
   

Additional Notes

• Contracts can be voided and reissued if revisions are required.
• The Dashboard provides a site-level view of contracts by status: Waitlist, Contracting, Sent, Signed.
   

Once the parent signs:

• Contract status updates to Signed.
• A schedule is not yet created. Staff must manually change the status to Complete to generate the schedule.

4. Creating a Schedule

A schedule becomes active only when:

• The contract is signed, and
• Staff update the enrollment status to Complete.
  
   

5. Alternative Enrollment Process

Staff may also create enrollments directly in CareConnect:

• Navigate to Marketing > Enrollments > New Enrollment.
  • Note: This does not search for existing families and will always create a new one.
• In the Contract view, the Enroll button can create a schedule.
   

⚠️ Warning: If you click Enroll both in the contract and later after completion of contract, duplicate schedules will be created.

6. Annual Contract Renewal

For each new school year:

• Go to the Contracts Tab and select New Contract.
• Complete all contract information in both the Basic and Contract tabs.
  • Do not add a new deposit if one is already on file; otherwise, a duplicate invoice will be created.
• Click Save and Send.
• Once the parent signs and staff mark the status as Complete, a new schedule will be generated.
• CareConnect will display warnings if the new schedule overlaps with an existing one.
   

7. Tracking Deposits in the Family Ledger

Deposits are tracked manually in the Deposit Tab of the Family Ledger.

• Purpose: To record whether a deposit has been received.
• The deposit appears as Deposit Total under Account Balance but is not included in the total account balance calculation.
   

Staff responsibilities:

• Manually add the deposit once received.
• Update the record when the deposit is applied to the family’s final invoice.

By following the steps outlined above, staff can confidently manage the entire CareConnect process. Understanding each stage — from reviewing enrollment details and managing contracts to generating schedules, renewing annual agreements, and tracking deposits — ensures a smooth, accurate, and compliant workflow.