Running a preschool means wearing many hats, and when growth takes center stage it’s easy to lose sight of the financial fundamentals that truly drive success. With the right systems, data, and financial clarity in place, childcare leaders can confidently build centers that are both mission-driven and financially strong. In the following IKS Academy webinar, Back to Basics: How to Make More Money and Pay Less Tax , we learned from Michael A. Blanco, CPA, preschool owner, and CEO of Radius Childcare Solutions.   Drawing on his rare combination of hands-on childcare ownership and deep tax and accounting expertise, Michael shared what it truly takes to run a financially healthy early education business. His insights helped demystify the numbers behind childcare and showed how profitability directly supports better classrooms, stronger teams, and long-term stability. Throughout the session, Michael reinforced an important message: it’s okay to make a profit. When owners understand their numbers, optimize enrollment systems, and execute consistent billing and operational processes, they create centers where children, families, and staff can all thrive. Here’s What We Covered: Why financial visibility starts with knowing a few key numbers How to stabilize enrollment using measurable lead funnels and forecasting The importance of consistent billing execution to improve cash flow How operational systems and automation reduce waste and labor strain Essential tax strategies every childcare owner should understand Final Thoughts Profitability in early learning is not about cutting corners, it is about building systems that support sustainability. When owners measure what matters, use data to guide enrollment decisions, and run disciplined billing and financial processes, they gain clarity, confidence, and control. A financially healthy center is better equipped to pay staff fairly, maintain safe facilities, invest in quality programming, and plan for growth or succession. With the right tools and guidance, childcare leaders can move beyond survival mode and build centers designed to last. A sincere thank-you to Michael for his insights and to everyone who joined us and contributed to such a meaningful discussion! We’re excited to continue supporting our community with conversations that strengthen the future of childcare. Watch the full webinar replay here . Want to see how easy lead management can be with IntelliKid Systems? Jump into your self-guided demo today!

Q: How does Call Ai integrate with our current enrollment system or CRM? A:  If you’re using IntelliKid Systems (IKS) with our Call Ai add-on, everything works together seamlessly. Call Ai ensures that call activity, insights, and lead information flows directly into your business. Importantly, Call Ai doesn’t just support new leads, it engages with anyone  who calls your IKS number. That includes prospective families, returning callers, and even currently enrolled families. This ensures that every call is captured, analyzed, and routed appropriately, helping your team stay informed and responsive without any additional effort. Q:   What should we track to measure the ROI of Call Ai? A: By automating the removal of non-leads, a task that normally consumes valuable time, this feature delivers a clearer picture of your true conversion rate and helps your team respond more quickly to new inquiries. Q: Are there any privacy or compliance considerations when using Ai to capture and store call data? A:  IntelliKid Systems securely stores all call transcripts within your own protected database. IntelliKid Systems is proudly SOC 2® Type II certified , one of the highest standards for data security, placing us among the few childcare software providers to earn this rigorous, independently verified designation. This certification proves we follow strict practices to safeguard sensitive information, giving centers and families complete confidence in how their data is handled. IntelliKid Systems maintains full control of all data at all times, protected under our privacy policies and all applicable laws. Q: How often should staff review Ai-transcribed calls for accuracy? A:  Continue reviewing calls as you normally would with far less manual data entry. Be sure to periodically check the Deleted Leads section for any calls removed by Ai, which will be clearly marked with an Ai icon. You can also provide immediate feedback on each transcript using the thumbs-up or thumbs-down option. Q: What’s the best way to train new staff on using Call Ai effectively? A: Review our   Call Ai Best Practices Guide . The most important thing is to make sure you ask the caller all of the key questions you need to collect, such as the child’s name, date of birth, and the parent’s email address. If the spelling of a name or email isn’t immediately clear, be sure to confirm it so that Ai can maintain accuracy. Q: Will this actually answer every call that comes through, ensuring we do not miss any calls? A: Call Ai doesn’t answer calls for you. Instead, it ensures all leads are captured in your database and helps extract key information that would otherwise need to be entered manually by your staff. This will provide the data that was used to create or update the lead’s profile and child information. Call Ai currently identifies and records the following fields: Caller:  First Name, Last Name, Email, Relationship Child:  First Name, Last Name, Date of Birth, Gender Q: How can we ensure Ai-entered data is accurate and complete? A:  The Ai will extract all available core lead data fields from each call. To ensure the highest level of accuracy, it’s important to ask clear and targeted questions so the Ai can capture the necessary information. For additional guidance, you may refer to our Call Ai Best Practices Guide . Q: What happens if Ai incorrectly filters a legitimate inquiry as spam? Once you’ve confirmed that a lead was deleted in error, you can quickly get things back on track. Simply recreate the lead using the steps outlined in our Help Center article here , then report the issue using the Feedback option within the Call AI feature. Your feedback helps us continually improve accuracy and enhance your experience. Q: How do we retrieve and review deleted leads marked by Ai? A:  Leads can be found in the Deleted Leads section, and any removed by Ai will be clearly marked with a “Deleted by Ai” icon. Q: What’s the process for submitting feedback on Ai-generated content? A:  Call Ai includes the ability to provide feedback on any call or transcript directly within the system, helping to train the Ai and continuously improve its performance. Learn how to share detailed Call Ai feedback in our Help Center here !  Q: Is there a way to track improvements or changes made based on our feedback? A: Call Ai includes built-in tools to provide feedback on any call or transcript directly within the system, helping to train the Ai and continuously improve its accuracy and performance.  Q: What are some examples of how other centers have saved time or improved enrollment using Call Ai? A:  Clients using this feature have found that even the most diligent staff can miss small pieces of information. Call Ai not only saves time, but also helps ensure that all necessary details are accurately captured in your system.  Don’t just take our word for it! See how childcare organizations like yours are using Call Ai to save time, support staff, and drive real results in two featured case studies below: Ivy Kids Early Learning Center: How Call Ai Transformed the Enrollment Process From the Inside Out 10% Higher Tour Conversions in Weeks: O2B Early Education’s Call Ai Success Story Still have questions? Send them our way here! We’re happy to help and tell you more! Helpful Resources:  See Call Ai in Action Want a hands-on feel for what Call Ai can really do? Check out this interactive product walkthrough. Explore the Best Practices Call Ai Overview How Call Ai works behind the scenes and how to set it up for success Read the "Best Practices for Using Call Ai" Help Center Article

Michelle M. González, Vice President of Marketing for O2B Early Education   Overview O2B Early Education is a leading early childhood organization dedicated to whole-child development through a child-directed, play-based curriculum enriched with music, sports, and science. With accredited programs and proprietary learning systems designed to support kindergarten readiness, O2B serves families across a growing network of schools. As enrollment demand increased, teams faced rising call volume and follow-up responsibilities while continuing to support children and families on-site. With the support of Michelle M. González, Vice President of Marketing, O2B adopted IntelliKid Systems’ Call Ai solution to ensure every family inquiry was captured and addressed. The result was a transformative shift that delivered stronger enrollment outcomes, more efficient teams, clearer coaching insights for leaders, and a scalable approach to enrollment support across multiple schools. The Challenge Before Call Ai Before adopting Call Ai, the organization faced mounting pressure from high call volumes. Front desk and administrative teams were stretched thin, juggling in-person families, phones, voicemails, and manual note-taking throughout the day. In many cases, staff lacked the available time to fully utilize IKS during calls. This created a ripple effect: Inconsistent follow-ups Growing frustration among staff Lost enrollment opportunities The process was not broken due to a lack of effort. It was broken because it relied too heavily on overwhelmed team members trying to manage too many moving parts at once. Immediate Impact After Implementation Faster Follow-Up, Stronger Conversions The impact of Call Ai was almost immediate. Within weeks, the organization saw a 10%+ increase in tour conversion , followed by continued growth of 5–10% per location, per month . With clearer call summaries and more complete information captured automatically: Follow-ups happened faster Conversations were more informed Enrollment teams could prioritize high-intent families “While we’re currently in a softer enrollment phase industry-wide, Call Ai has allowed us to maximize every opportunity. We’re better able to summarize, prioritize, and service incoming leads, and our centralized Enrollment teams, who support multiple schools, can manage more volume while driving enrollment more effectively.” Cutting Through the Noise One of the most unexpected wins was Call Ai’s ability to reduce distractions.  “It has significantly reduced noise by filtering out spam calls, allowing teams to focus their time and energy on real, qualified family inquiries.”  Reducing the backlog of voicemails and unnecessary callbacks created a calmer, more focused work environment for front desk and enrollment staff. Reduced Stress, Higher Confidence The impact on staff satisfaction was immediate. With Call Ai capturing call details automatically, staff no longer felt pressured to write everything down during conversations. As a result: Stress levels dropped Confidence during calls increased Engagement with IKS improved “We also saw engagement with IKS increase, as teams began to view it as a valuable tool rather than a chore.” Visibility That Changed Leadership Decisions From a leadership perspective, Call Ai fundamentally changed how enrollment was managed. “Call Ai gave us real visibility into call quality and outcomes. We can now quickly identify trends, coaching opportunities, and high-performing behaviors across schools—something that simply wasn’t scalable before.” What was once reactive management became strategic leadership , supported by real-time data instead of assumptions. Staff Adoption and Culture Change “I expected some apprehension, but I was pleasantly surprised. The team was very open and welcoming from the start. Over time, they fully embraced it, especially from a training and development standpoint. We were able to identify opportunities and celebrate school-level wins almost immediately.” Advice for Other Centers When asked what she would say to another center considering Call Ai, the response was simple and confident: “Give me a call, I’m happy to walk you through our experience and even connect you directly with one of our Directors or Enrollment team members so you can hear it firsthand.” One-Sentence Summary “A total game changer.” The Bigger Picture Call Ai did more than improve call handling. It reduced cognitive load, restored staff confidence, and gave leadership the visibility needed to scale enrollment effectively. By removing friction from the very first family interaction, the organization built a stronger and more resilient enrollment foundation that supports staff, families, and long-term growth. About O2B Early Education  O2B Early Education is a leading provider of early childhood education and care, dedicated to preparing children academically, socially, and emotionally for lifelong success. Founded in 1998 and headquartered in Gainesville, Florida, the organization operates a growing network of schools across multiple states offering play-based preschool, afterschool, and enrichment programs for children from infancy through school age. With a philosophy grounded in enriching early experiences and trusted by families for over two decades, O2B Early Education focuses on creating nurturing environments where children can learn, grow, and thrive. Looking to transform how your team handles calls, follow-up, and enrollment? Call Ai was designed to help childcare organizations turn overwhelming call volume into a clear, consistent, and high-performing enrollment process, starting with the very first ring. Learn more about Call Ai here .

Navigating enrollment conversations can feel overwhelming when you're balancing systems, team responsibilities, and a constant flow of parent inquiries. Our recent IKS Academy webinar focused on providing a clearer path forward that strengthens relationships, reduces repetitive work, and builds confidence throughout every lead’s journey.  The webinar was led by Nikkie Handy, a seasoned Franchise Business Coach with more than 25 years of experience across nearly every role in Early Childhood Care and Education. Drawing on her expertise in child development, operations, data-driven decision-making, and customer experience, Nikkie offered a wide-lens perspective on what high-quality communication looks like inside the IntelliKid Systems platform.  She encouraged teams to zoom out, understand the true purpose behind their workflows, and elevate everyday interactions into meaningful, relationship-driven conversations. Bringing It All Together Winning enrollments is not about chasing numbers; it is about nurturing a community through every conversation.  Nikkie encouraged teams to reflect on two key questions:  Where is our team operating today? Where do we want to be?  When communication flows, connection grows, and teams that use IKS with intention and curiosity build relationships that extend far beyond a tour or enrollment decision.  We are grateful for the insight, clarity, and practical strategies Nikkie Handy shared in this session, and for the continued dedication of our IKS community as we grow together! Watch the full webinar replay here . Want to see how easy lead management can be with IntelliKid Systems? Jump into your self-guided demo today!

Enrollment is the number one driver of revenue in every early childhood program, but many schools unknowingly lose hundreds of thousands of dollars each year simply by missing opportunities on the phone. In our recent IKS Academy webinar with Chelsea Reue, a Child Care Sales Specialist, licensed real estate agent, and host of The Business of Preschool Podcast , we explored how strengthening your phone practices can transform your school’s financial health, boost family trust, and help you serve more children with confidence. Known for blending financial expertise with compassionate guidance, Chelsea brought real-world strategies that make enrollment conversations both effective and natural. This session broke down the real impact of capturing opportunity, the psychology of today’s parent callers, and the practical systems that turn each inquiry into a warm, meaningful connection. Here’s What We Covered The true cost of missed enrollment opportunities  The critical role of the phone in shaping first impressions and standing out from the competition What today’s parents are really looking for during inquiry calls  How phone scripts create consistency and confidence while guiding teams toward successful enrollment conversations Final Thoughts Your phone practices have the power to transform your school both financially and culturally. When your team approaches every call with clarity, professionalism, and genuine care, enrollment grows, trust strengthens, and families feel confident choosing your program. Every call is an opportunity. With the right systems, language, and mindset, you can reclaim those opportunities and create lasting transformation for your school. A special thank-you to Chelsea Reue for empowering our IKS Academy community with such meaningful insights! Watch the full webinar replay here . Want to see how easy lead management can be with IntelliKid Systems? Jump into your self-guided demo today!

Employee turnover can often feel like an inevitable part of running a child care program, but it does not have to be. With the right systems in place, child care leaders can confidently attract, select, develop, and retain team members who strengthen their culture rather than drain it. In our recent IKS Academy webinar with Tameenah Adams, a Certified Human Resources Professional, John Maxwell Certified Coach, founder of ChildcareHR, and experienced child care entrepreneur with more than 25 years of expertise, we explored the full lifecycle of hiring and retention. Drawing on her deep background in HR, leadership development, and building successful child care teams, Tameenah guided us through how a strong and intentional selection process can dramatically reduce turnover. The session delivered practical, actionable steps leaders can implement right away to create a more stable, engaged, and accountable team. Here’s What We Covered How to build a full-system approach to reduce turnover. How to strengthen the selection and interview process. How to identify the right candidates and avoid red flags. How to set clear expectations and reduce turnover costs. Final Thoughts Reducing turnover is not about luck; it is about systems. When leaders build strong, intentional processes across recruiting, selection, onboarding, retention, and off-boarding, they create workplaces where staff feel valued, supported, and equipped to succeed. By hiring for character, communicating openly, and building relationships from the very first interaction, leaders can dramatically increase stability and create a school culture where both children and staff flourish. We are grateful for the incredible engagement and insights shared during this session with our IKS Academy community! Watch the full webinar replay here . Want to see how easy lead management can be with IntelliKid Systems? Jump into your self-guided demo today!

Running digital ads can feel overwhelming: balancing budgets, targeting, creatives, and lead follow-up. At our recent “Are You Ready for Google Ads?”  webinar, we welcomed Gwendolyn Guarino , a career digital ads marketer at Rose Marketing Solutions . With over 15 years of experience in the Google Ads and Facebook Ads platforms, Gwen shared some valuable insights to help child care providers succeed with digital advertising. Here’s what we covered: Why Ads Fail Many child care centers run ads but struggle to see real results. Gwen walked us through the most common pitfalls: Weak landing pages – Sending traffic to a homepage instead of a purpose-built page confuses parents and lowers ad quality. Slow follow-up  – Leads are lost if calls and forms aren’t answered quickly. Wrong audience targeting  – Ads must be precise to reach the right parents. Poor creatives – Low-quality photos and videos don’t stop the scroll. Short-term thinking – Ads are a long-term game, not a quick fix. The Five Pillars of Readiness To avoid wasted ad spend and set campaigns up for success, Gwen introduced the five pillars every center should have in place before running ads: 1. Websites & Landing Pages ·   Mobile-friendly and fast-loading (80%+ of traffic is mobile). ·   Clear CTAs above the fold like “Schedule a Tour.” ·   Highlight your unique selling points (USPs). ·   Use plain program names (infant, preschool) and list starting tuition rates for qualified leads. 2. Lead Response System ·   Consider using a reliable, consistent CRM system to track every lead. ·   Respond to lead forms within two hours. ·   Answer phone calls before the third ring. 3. Enrollment Goals ·   Know your lead sources: Google = high intent but low volume; Meta = lower intent but higher volume. ·   Target specific age groups and parent personas. ·   Avoid broad “advertise to everyone” campaigns. 4. Creative Assets ·   Real, authentic photos and videos. ·   High-quality visuals that compete with other content in parents’ feeds. 5. Budget & Timeline ·   Google Ads: $1,000–$1,200/month, with at least a 90-day test period. ·   Facebook/Meta Ads: $500+/month, tailored to targeted promos. ·   Benchmark cost per lead (CPL): $70–$90. Final Thoughts Digital ads are not a “set it and forget it” solution. They require preparation, strategy, and patience. But with the five pillars in place, your school will be positioned to not just run ads, but to win with them. We truly appreciate the time and wisdom Gwendolyn Guarino shared with our IKS Academy attendees! Want to dive deeper? Watch the full webinar replay here . Want to see how easy lead management can be with IntelliKid Systems? Jump into your self-guided demo today!

Discover What’s New. Use What Works. Running a child care center means juggling people, processes, and priorities, often all before lunchtime. Staying ahead with the right tools isn’t just helpful…it’s essential. At our recent IKS Feature Fest 2025, we welcomed Kaia Gallop and Karen Blatter for a dynamic walkthrough of the year’s most impactful innovations. Drawing from their deep experience in product development, customer support, and real-world school operations, Kaia and Karen highlighted the tools that are truly making a difference for centers across the country. Their energy and practical guidance made this a standout session for any childcare professional ready to work smarter, not harder. Here’s What We Covered Call AI  automatically captures call summaries and profile details so staff can stay focused on families instead of manual work.  Custom Reporting  gives centers full flexibility to track only the metrics that matter without unnecessary clutter. IntelliForms Upgrades  streamline paperwork with one-off package sending, required public fields, automated workflows, and fewer administrative bottlenecks. Roles & Permissions Enhancements  make it easier to control what staff can view, send, and edit, creating more clarity and reducing cleanup. Final Thoughts Efficiency isn’t about doing more; it’s about doing what works. With the right systems in place, childcare professionals can shift their focus from constant task management to confident, purposeful leadership. If you’re ready to streamline your workflows and amplify your impact, these tools are designed to help you get there with clarity and ease. We’re thankful to Kaia and Karen for offering such meaningful, actionable insights to our IKS Academy attendees! Watch the full webinar replay here . Want to see how easy lead management can be with IntelliKid Systems? Jump into your self-guided demo today!

First impressions shape everything, especially in childcare, where families walk in with a picture already in mind of what they expect. During our recent webinar, we explored how to transform those expectations into powerful “WOW” moments that leave families feeling seen, valued, and excited to join your community. We were joined by Kate Woodward Young and Carrie Casey, nationally recognized early childhood trainers, keynote speakers, and business strategists with more than 32 years of experience each in childcare leadership, training, and business development. As Master Trainers registered in multiple states and co-hosts of the internationally ranked Childcare Conversations  podcast, Kate and Carrie brought deep real-world expertise and infectious energy to our session. Together, we unpacked how intentional design, genuine connection, and consistent communication can turn everyday interactions into magical moments and equip leaders with practical tools they can implement immediately. Here’s What We Covered Creating a WOW first impression for families visiting your program. Understanding the power of personalized communication in building trust and connection. Exploring why consistency is essential in childcare environments. Implementing strategies for building loyalty and creating lifelong fans of your program. Final Thoughts Every family who enters your program is a guest, and your opportunity to create a WOW moment begins the moment they walk through the door. By designing intentional first impressions, personalizing every touchpoint, and staying consistent in your care and communication, you lay the foundation for loyal families who feel connected and appreciated. We appreciate the valuable perspectives and enthusiasm shared today and look forward to watching you create meaningful moments for your families!  Watch the full webinar replay here . Want to see how easy lead management can be with IntelliKid Systems? Jump into your self-guided demo today!

Motivating today’s workforce remains one of the most significant challenges school leaders face. This core issue took center stage during our 50th IntelliKid Systems Academy webinar, where nationally recognized early childhood leader Vernon Mason Jr., M.Ed., presented “I Just Want Them to Do Their Job: Accountability Without Frustration.”  Vernon explored how true accountability can shift from feeling like harassment to becoming a catalyst for growth, motivation, and stronger relationships across your team. With more than 30 years in the field, 10 years as a multi-site owner, and a reputation for humor, heart, and hands-on strategies, Vernon returned to our virtual stage to help leaders rethink how they inspire, engage, and support their teams. His message was clear: Accountability should never resemble harassment. When approached the right way, it builds pride, fosters growth, and strengthens school culture. The webinar highlighted the power of teacher buy-in, emphasizing that people support what they help create and that early input builds ownership across sites and teams. Vernon encouraged leaders to replace “How do I make them do their job?” with questions that inspire, motivate, and equip today’s workforce, who respond to purpose rather than command-and-control.  Vernon Mason delivered wisdom, warmth, and strategies that school leaders can implement immediately to reduce frustration and elevate performance. We are grateful for the expertise, humor, and heart he shared with our IntelliKid Systems Academy community! Watch the full webinar replay here . Want to see how easy lead management can be with IntelliKid Systems? Jump into your self-guided demo today!

Playful leadership can feel elusive as you balance expectations, team culture, systems, and the daily fires that come with running a school. At our recent Playful Leadership  webinar, we welcomed Rachel Supalla, M.Ed., a renowned Early Childhood Business Expert, consultant, trainer, author, and multi-site child care owner with more than 25 years of experience. Rachel launched Discovery KidZone in 2009 and has since expanded it into 10 successful locations across Montana and Utah, earning numerous awards including Innovative Business of the Year and Best Daycare and Preschool in Helena.  Known for her brain-based creative teaching, playful leadership development, and her signature Practically Perfect Performance™ course, Rachel brought her deep expertise to our session with inspiring energy. Drawing from her journey as an educator, entrepreneur, and the driving force behind Vision Tree Leadership, she shared powerful insights to help child care leaders rediscover their purpose, empower their teams, and lead with clarity and joy. Here’s what we covered: What playful leadership means and why reconnecting with your “why” matters How purpose and values guide your team and protect your culture Celebrating team strengths and using them to set aligned goals Turning mistakes into learning moments with a “fail forward” mindset Empowering your team so you can scale without burning out Final Thoughts Playful leadership is about being grounded, intentional, and willing to lead with both structure and joy. When leaders honor their purpose, celebrate strengths, and build systems that support their teams, they create schools where children and staff flourish. We are grateful for the energy, wisdom, and inspiration Rachel Supalla shared with our IKS Academy community! Watch the full webinar replay here . Want to see how easy lead management can be with IntelliKid Systems? Jump into your self-guided demo today!