Last updated March 2026

Tiny Tunes Rego & Follow Up Process

Garden Suburb and City

Registration process

Prior to program

Print out attendance sheet (from Elvanto group for that term; include photo permissions)

Registration desk

Regular families to sign in via ticking box

New attendees to register via the form 

All to pay $5 per family for tap+pay machine

+/- name tags (based on preference of team leader)

After sign in, take photo of attendance sheet and email to admin

During

Team leader to take note of kids with photo permissions from sign in sheet

Designated photographer to take photos for promotional purposes and verbally confirm with parents (delete any photos with faces of kids with no photo noted). They need to wear photographer lanyard.

Follow up process

Admin:

Process new regos

  • Add in as “new” (unless more information is known that can place them in another people category)

  • Manually add in children from the form

    • Fill in “demographics” and “school grade” based on ages

      • Baby - stay with parents: 0-1yr

      • Baby - creche: 1-2yrs

      • Could start school in 3 years: 3 yr old

      • Could start school in 2 years: 4 yr old

      • Could start school in 1 years: 5 yr old

    • Link with parent (label as “child” and the parent as “primary”)

    • Add to Tiny Tunes group for that location and term

  • Add a note on all new profiles

  • Add into Connections flow “Pursue through Tiny Tunes” step
    Assign to Amelia Archer (City) or Emily Clarke (GS)

  • Send text message to new regos

    • When a rego form is approved, they will end up in the Elvanto group Tiny Tunes SMS First Contact GS or Tiny Tunes SMS First Contact City

    • Go to settings > Integrations > SMS Broadcast to update the number you are sending on behalf of

    • Send an SMS to the parents in that group using this script

      Hi %firstname%, thanks for joining us this week at Tiny Tunes - we loved having you! Just checking in to see how you found it and if there's anything we can help with. Just let me know! 


      GS: Send from Emily Clarke
      CIty: TBC

    • Remove those people from the group when the text has been sent

  • Input group attendance into Elvanto for that week


Weekly

  • Group attendance report in Elvanto from attendance sheet + add in new regos

  • Print next week’s attendance sheet

Advanced search: groups contains Tiny Tunes LOCATION TERM YEAR

  1. Display fields: Last name, first name, photo permission

  2. Sort by: Last name ascending

  3. Search

  4. Export as xls

  5. Format - add the date the sign in sheet is for and format to fit on one A3 piece of paper

  6. Print and leave in GS print room for collection

During each school holidays

  • Update Elvanto group linked to the form

    • Create a group for the next term e.g., Tiny Tunes City Term 4

    • Link new group to the Tiny Tunes rego form for that campus

  •  Send text message to all attendees from previous term
    Hi %firstname%, it’s been such a joy having you with us at Tiny Tunes this past term! We are taking a short break over the school holidays and we’ll be back up and running on the [date]. We’d love to see you back if you’re able to join us!

Connection AL

  • Decide best step and pursue new information

    • Leave in Pursue through Tiny Tunes step

    • Invite to Life

    • Invite to Sunday gathering

    • Invite to Life 1:1

    • Pass on to membership team (figure out this process with membership team)

  • Change people category where known


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