Why Using a CRM is Essential: Stop Leaving Money on the Table

What You’ll Learn: 

• Why a CRM matters for enrollment 

• 3 habits to clear tasks efficiently

• How missed follow-ups = money on the table 

• How to stay on top of follow-ups

Hi, I’m Kaia, Director of Client Strategy at IntelliKid Systems. Welcome to one of our very first video blogs!

Today we're diving into why using a CRM system is critical for your enrollment process. Every task assigned through IntelliKid Systems connects directly to your revenue. By staying on top of these tasks, and following a few simple strategies, you and your team can stay organized and avoid feeling overwhelmed each week. We’ll review some numbers and work through a few exercises, so have a pen, paper, and your tuition rates handy.

Child care is one of the few industries with limited income streams. For most centers, revenue comes primarily from recurring tuition and enrollment fees. That’s why every lead matters. Each inquiry is not just a number, it’s your first opportunity to show a family why your center is the right choice for their child. 

As a former enrollment specialist and child care director, I have to ask: when a parent reaches out, how are you ensuring you “seal the deal”? Are your follow-ups consistent? Are they automated, or handled manually? Are you creating a lasting impression with families beyond the first call or website inquiry, or are you simply waiting and hoping they reach back out? Without a clear nurturing process, that first conversation could easily become the last.

That’s where a CRM like IntelliKid Systems transforms your enrollment process. Our platform not only captures leads seamlessly but also automates tasks, what we call Actions-to-Take, to ensure no opportunity slips through the cracks. From sending follow-up emails after tours to responding to parent texts with program details, the system keeps communication consistent, timely, and effective.

As you evaluate your process, ask yourself:

• Is enrollment straightforward and organized?

• Am I reaching out to parents consistently?

• What impression am I leaving with prospective families?

The impression you create directly impacts enrollment, tuition, and revenue. A CRM system streamlines the entire journey, from first inquiry to the day a child enters your classroom, ensuring families feel confident choosing your center.

The Cost of Missed Follow-Ups: “Money on the Table”

Let’s talk about what missed follow-ups really cost your program. We call this the “Money on the Table” exercise.

Imagine your center is licensed for 100 children, but you only have 85 enrolled. That’s 15 open spots. If your average weekly tuition is $250, those empty seats represent:

• $3,750 lost each week

• Nearly $200,000 lost annually

That’s the financial impact of missed opportunities, revenue left sitting on the table simply because leads weren’t followed up with effectively.

The Lifetime Value of Every Family

Now let’s look at lifetime customer value, the revenue potential of how long a family typically stays in your care. On average, that’s about five years (from birth to age five). Using our earlier example of 15 open spots, those families represent close to $1 million in revenue over five years.

Lifetime Customer Value Formula

Tuition × Weeks × Years of Enrollment

That’s a powerful reminder: every missed follow-up could mean losing tens of thousands of dollars. The tasks on your Actions-to-Take page aren’t just busywork, they represent tuition payments, enrollments, and long-term revenue. Staying on top of them ensures your center fills seats, serves more families, and captures the full value of each opportunity.

So now that we understand tasks equal money, the question becomes: how do you stay on top of them?

From Sticky Notes to Smart Systems

Without a CRM, many centers rely on sticky notes, scattered spreadsheets, or memory alone, making it far too easy for families to slip through the cracks. With IntelliKid Systems, most tasks are automated and organized within the Actions-to-Take tab, keeping everything in one place.

3 Habits to Stay Ahead of Enrollment Tasks

1. Set aside time daily. Spend just 15 minutes reviewing tasks. Small check-ins prevent overwhelming backlogs.

2. Prioritize new leads. Give new inquiries your immediate attention. Families often compare multiple programs, so a prompt response ensures they get the right first impression before looking elsewhere.

3. Complete the action, don’t just check the box. Make sure texts are sent, emails go out, and calls are made. If your staff helps with enrollment, train them to clear tasks daily and hold each other accountable. Think of it like laundry, tackle a little every day and it stays manageable; let it pile up, and it quickly becomes overwhelming.

   
   

The Bottom Line

Using a CRM is no longer optional, it’s essential for streamlining enrollment, protecting profits, and creating strong first impressions that keep classrooms full.

If you haven’t explored the Task section or your Actions-to-Take page yet, start today. Clearing tasks consistently sets your team up for success. 

Remember:

Every Task Completed = Money Earned + Child Enrolled

For extra support, reach out to IntelliKid Systems through the Help Chat or by email, we’re here to help you succeed. 

Thank you for joining us for our very first video blog, and we can’t wait to see how you put these strategies into action!

Want to take a closer look at your team’s Actions to Take / Tasks? Don’t forget about the Pending Tasks Report in IKS.

This report provides a list of all active tasks with due dates in your selected range. It includes tasks with a status of Due or New, and you can even filter it by location.

Use it to:

• Show your staff what might be slipping through the cracks

• Review progress at the end of each month to see what’s ahead or behind in nurturing leads

• Export a location-specific version to tangibly show teams how they’re doing

It’s a simple but powerful way to keep a pulse on what’s outstanding, and make sure no family gets overlooked. Learn More

Experience the benefits of IntelliKid Systems at your own pace. See for yourself—click below to start your self-guided demo.