Why Virtual Tours Still Matter: Making Your Childcare Center Accessible to Every Family

We all remember how the pandemic made virtual tours a necessity. While we’re fully back to in-person visits now, the skills we developed during that time still have a place. Virtual tours remain a fantastic option for families who can’t make it to your center in person — and continuing to offer them shows that your center is flexible, accommodating, and tech-savvy.

The Value of Offering Virtual Tours

It’s a bit like having dressing rooms in a clothing store: when people have the chance to try something on, they’re more likely to buy it. Similarly, when families can tour your center—whether in person or virtually—they’re more likely to enroll.

Offering a virtual tour doesn’t replace the value of an in-person visit, but it provides an accessible option for families who might be relocating, juggling tight schedules, or exploring centers from afar. When other centers say, “Sorry, we don’t offer that,” you stand out as the one that says, “We’ll make it work.”

What I Mean by a Virtual Tour

When I talk about virtual tours, I don’t mean sending a pre-recorded video — which, by the way, is a great resource you can still offer to families! What I mean is a live, interactive tour done virtually. Just like an in-person visit, but instead held over Zoom, Google Meet, or another video platform.

It’s a real-time experience where families can ask questions, you can respond on the spot, and you’re able to build a human connection that just isn’t possible with a recording. That personal interaction is what makes a virtual tour so powerful — even when it’s happening through a screen.

Practical Tips for a Smooth Virtual Tour

Here are some best practices that will help your tour feel just as warm and polished as the real thing:

• Use a mobile device. A tablet or smartphone lets you move easily throughout the building.

• Walk slowly and smoothly. Think of it like walking down the aisle at a wedding — it might feel slower than normal, but it’s much more comfortable for the viewer on the other end.

• Check your Wi-Fi. Do a practice run to identify any weak spots in your building where the signal may cut out.

• Check your background. Be aware of what’s behind you at all times. Avoid capturing sensitive areas, messy spots, or anything that could compromise the privacy of students, staff, or visiting parents.

• Loop in your staff. Let your teachers and team members know when you’re doing a virtual tour so they can greet the family with a friendly smile and wave. It’s a small touch that makes a big difference.

• Notify the classroom teacher. If you’re entering a specific classroom, give the teacher a heads-up so they feel prepared, not surprised.

Practice Makes Perfect

Before you conduct your first real virtual tour, do a practice run. Have a friend or colleague join the call from outside the building and walk them through the center like you would with a prospective family. Then ask:

• Was the camera movement smooth?

• Was the audio clear?

• Were there any distractions in the background?

• Did the tour feel welcoming and professional?

Getting real-time feedback will help you feel more confident and make your virtual tours even stronger.

A Note for IntelliKid Systems Users (and those considering it)

If you’re already using IntelliKid Systems, you have these tools at your fingertips. With our Zoom and Google Meet integrations, setting up a virtual tour is as simple as clicking a button. Here are some easy guides from our IKS Help Center for guidance on connecting Zoom or integrating your Google Calendar. And for those not yet using IntelliKid Systems, feel free to schedule a demo to explore how we can support your virtual tours, and so much more. IntelliKid offers a full suite of tools to streamline your enrollment process and help your center grow.

A Personal Note: Why I’m Passionate About Virtual Tours

I’ve worn many hats in the world of early childhood education, and one of my favorite things has always been giving tours to new families. I love showing off the space, sharing what makes the program special, and helping families feel confident in their decision.

When the world shifted and virtual tours became the norm, I didn’t have a perfect script or a polished method. I figured it out as I went, made mistakes, and learned from them. Now, I’m excited to share what I’ve learned with you — so you don’t have to start from scratch. With just a little preparation and practice, you can offer a virtual experience that’s warm, inviting, and just as effective as being there in person.

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