Queues are used to manage the enrollment process for an Organization's waitlist. Should an Organization need to batch enroll applications into another software like CareConnect or CareControl3, have multiple enrollment specialists, or share the waitlist with another organization, the CareWait queue was designed to support all users without worrying if another user may already be in contact with a family.

For information on Queue statuses, please see our article: CareWait - More On Queue Status – MCT Technology, Inc.

 

How to Create a Queue:

1. Go to the Queue module.

2. Click on an Application Queue or any of the Child Queues. If you are looking to enroll entire families, use the AP Family Queue. If you are looking to enroll individual children, you may use Child Queue and select the program or funding source the family qualifies for.

3. Click +Add New.

4. Fill in the Queue details:

   a. Name: The Queue Title

   b. Capacity: Used to determine how many applications/children the system will pull into the queue.

   c. Exclusive Checkbox: Used when you do not want applications/children in this queue to be added to other queues.

   d. Queue Status: Identifies if a queue is Active or Completed. When creating a new Queue, choose Active status.

5. Make sure to click the green SAVE button on the bottom left.

 

Once you've created your queue, 2 additional tabs will appear, Query and Application/Child Enrollment.

The Query is used to define the search criteria for pulling applications/children into the queue.

Application/Child Enrollment is the main tool you will use to manage your enrollment list.

 

How to Pull a Queue:

1. Locate the Query Tab

2. Input the search criteria in the corresponding fields. These fields are configurable to meet the needs of your organization. Should you need to add or remove fields in your Query, please contact MCT Technology at support@mcttechnology.com for assistance.

3. Once your criteria are defined in your Query, return to the Application/Child Enrollment Tab.

4.Click "Pull". Applications that match your query will be pulled automatically by the system.

 

How to Access a Queue:

1. Go to the Queue module.

2. Choose a Child Queue or an Application Queue.

3. Click the name of the queue you wish to access.

 

How to Manage a Queue:

1. Go to the Queue module and choose the queue you wish to access.

2. Application Enrollment tab

   a. View applications by clicking the application ID hyperlink.

   b. Send a batch message via email or SMS.

   c. Batch change the Enrollment Status.

      Pending - Enrollment status is automatically set to Pending when brought into a queue.

      Processing - In the process of enrollment; this locks the application so parents cannot edit on FamilyPortal and sets the application to Update.

      Enrolled - Child/Family is enrolled and sets the application/child to Enrolled.

      Rejected - No response from family, parent doesn't want the opportunity, or the organization doesn't want this this child/family.

   d. Click the Enrollment ID hyperlink to add information about enrollment.

   e. Click the PULL button to add more to your queue.

   f. Once you have filled all your vacancies:

      i. Make sure all statuses are correct

      ii. The numbers next to the Queue Name will tell you how many applications are enrolled out of the capacity you have set.

      iii. Change the Queue Status to Completed by going back to the Queue tab.

 

How to Manually Push a Queue:

To push an application into a queue, head over to the Application module in the top navigation bar and access either the Application Smartlist (For application queues) or Child Smartlist (for Child queues).

Select the applications/children you would like to push manually to a queue by clicking the checkbox to the left of their Application or Child ID number.

Locate the Actions drop-down and select Add to Queue. Once the Add to Queue wizard appears, select the queue you would like to manually add the applications in: