Case Study: Dancing Moose Montessori Schools

Kaia Gallop
Sep 4
3 min read

Updated: Sep 5

Transforming Enrollment Through Automation and Flexibility with IntelliKid Systems

Overview

Dancing Moose Montessori Schools, a family-founded program with three locations in Utah, is known for its whole-child approach and commitment to quality early childhood education. With a mission centered on nurturing confidence, critical thinking, and a lifelong love of learning, Dancing Moose serves families through innovative curriculum, welcoming facilities, and passionate educators.

In pursuit of operational excellence, the Dancing Moose team turned to IntelliKid Systems (IKS) to streamline their enrollment process. Led by a tight-knit leadership team and supported by data analyst Sarah and Assistant Directors across campuses, the school has made significant strides in automating manual tasks and building a more consistent, error-proof experience for families and staff.

Challenges Before IKS

Before implementing IKS, the enrollment workflow at Dancing Moose required duplicate effort and constant oversight. According to Sarah:

“We had to enter applications twice—once into our CRM and again into Procare. We also sent most emails manually and had to stay on top of everything ourselves.”

This manual process created room for error, increased the workload on Assistant Directors, and made it harder to maintain consistent communication and timely follow-up.

The IKS Impact

Seamless Procare Integration

One of the most valuable improvements has been the real-time connection between Procare and IKS. Updates made in Procare now trigger automated workflows in IKS, allowing the team to:

Keep communication with families timely and consistent
Reduce manual follow-up and data entry
Gain better visibility into where each lead stands in the pipeline

“That’s helped us keep communication consistent and made it much easier to track where families are in the process.”

Improved Staff Workflow

The automation built into IKS has had a tangible impact on staff workload. While formal metrics are still being tracked, the internal sentiment is clear: things are easier.

“The workload has lightened, and everything feels more streamlined.”

Assistant Directors have especially appreciated the system’s ability to reduce busywork, and confidence in the tool has grown steadily over time.

“There was a bit of hesitation early on… but once we got it running smoothly, the trust grew.”

Customization and Flexibility

One area where Dancing Moose has maximized IKS’s potential is in their use of custom statuses and workflows. By tailoring the system to match their internal operations, they’ve unlocked efficiencies unique to their program.

“We’ve made a lot of use of custom statuses and workflows—definitely more than I expected. I think that flexibility is something other programs might not realize they can take advantage of.”

This ability to customize has allowed their team to stay aligned with how they naturally operate, rather than adapting their process to the software.

The Director & Analyst Perspective

From Sarah’s point of view as the data analyst:

“It’s taken a lot of small tasks off my plate. Having workflows handle so much behind the scenes has been a big help.”

And from the Assistant Directors’ side:

“It’s just easier to manage everything.”

IKS has helped unify what was once a scattered process, bringing structure to every step of the family journey—from inquiry to enrollment.

Advice for Other Schools

To centers still considering IKS, Sarah’s advice is:

“If you use Procare and have a lot of moving parts in your enrollment process, this really helps tie it all together and cut down on errors.”

One-Sentence Summary

“IKS has turned what used to be a scattered, manual process into something smooth and manageable—for everyone on our team.”

About Dancing Moose Montessori

Founded by Dr. Joyce Sibbett and her family, Dancing Moose is a testament to educational passion, research-based practice, and family values. With a focus on academic strength, critical thinking, collaboration, and emotional growth, the program blends traditional Montessori principles with progressive techniques. The name “Dancing Moose” symbolizes seeing the world through a child’s eyes—joyful, curious, and full of wonder.

Learn more: https://mydancingmoose.com

Want to replicate the success of schools like Dancing Moose?

At IntelliKid Systems, we know no two childcare centers are alike. That’s why we’ve built the most flexible and configurable CRM in the industry, designed to adapt to your unique way of operating. With Advanced Onboarding, an IKS pro will be right by your side, helping you design flows, processes, and tools that match the way you and your brand care for children and families. Think of it as setting your team up for long-term success, with less stress and more time to focus on what matters most. Find out more here!