This one-page guide from IntelliKid Systems provides actionable tips for crafting effective, compliant, and engaging marketing emails. It covers key areas such as compliance requirements (unsubscribe links and sender transparency), design best practices (layout, responsiveness, and image-to-text balance), and subject line optimization. The guide also includes recommendations for technical setup, list hygiene, and engagement timing, along with a quick “Do’s and Don’ts” checklist to help avoid spam classification and improve communication with leads.

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

This document is a one-page guide that helps childcare centers use IntelliKids.ai Call AI to capture accurate lead information, automate data entry, and streamline inquiry management. It outlines staff training tips, usage instructions, and feedback methods to ensure consistent, high-quality interactions with prospective families.

Timely Responses Matter In Childcare When families reach out, they want reassurance that someone is there to listen. A quick reply, or even an automatic acknowledgment, goes a long way in building trust. If you can’t answer right away, letting families know you’ve received their message and will get back to them shows reliability and care. With IntelliKid Systems, you can ensure every call or message feels valued, even when your team is busy. Never Miss a Detail  Every center receives its own unique enrollment number that automatically captures and records phone conversations. Calls are routed through your enrollment number straight to your center’s phone: no extra hardware needed and no interruptions for the caller! This means you can stay fully present in the moment, knowing the system has your back. Later, you can simply review the recording and fill in the details at your convenience, making it perfect for busy childcare centers!  You Only Have One Chance at a First Impression!  Greet prospective families with a personalized welcome message before they reach your center’s staff. This is an easy way t o create a warm, welcoming caller experience while showcasing your center’s unique tone. Whether you use the built-in voice or upload a friendly branded recording, customized messages help families feel connected from the very first ring. The same personalization can be applied to busy messages and voicemail. See step-by-step instructions here . Now that I’m all set up, what more can I do?  Make Your Own Rules  Status-Based Customization. With IntelliKid Systems, every family has a status (eg. new inquiry, scheduled tour, enrolled, withdrawn, and so on). You can decide exactly where calls go based on that status in the decision-making process. For instance, send new inquiries straight to an enrollment specialist while routing enrolled families directly to the school. Redirect Fallback. If a call isn’t answered within your set time, you can create a fallback option. Add a friendly message to let families know they’re being redirected, then seamlessly transfer the call to another number (even your cellphone!) so no one feels left waiting. Working Hours vs. After Hours . Ensure families feel acknowledged day or night: route calls to your chosen line during working hours, and after hours redirect them to another number or a voicemail greeting such as, “ We’re closed right now, but please leave a message and we’ll get back to you soon. ” Know Who’s Calling  You can customize both the intro message  (what callers hear) and the whisper message  (what staff hear before picking up) based on the caller’s status in the decision-making process. New Inquiry? Use a whisper that cues staff to bring their very best. Enrolled Family? Greet them with a warm intro and a whisper reminder so staff know it’s a current parent. Scheduled Tour? Add a whisper message to let staff know it could be someone running late or needing directions. Make SMS Auto-Responses Work for You Since your IntelliKid Systems number is also used for texting, you can build custom auto-responses that fit every scenario. For example,  Enrolled Families – “Thanks for your message! We’ll respond as soon as possible. For urgent updates about your child, please call the school.” After Hours – “We’ve received your message and will get back to you in the morning.” Holiday Closures – Update your auto-response to let families know when you’ll return. Block What You Don’t Want With our recently released Blocklists feature, you are able to take control of who can contact your center. Easily block unwanted emails, calls, or texts, and even add notes for future reference: all from one simple page. Check out our Help Center article for step-by-step instructions and everything you need to know about this feature! Get Call Ai – Your New Sidekick Call Ai is the first feature in our IntelliKids.Ai suite and is built to revolutionize how child care centers handle inbound calls. With Call Ai, your phone calls are automatically: Captured and transcribed Summarized with key details for easy review Used to complete parent profiles automatically Filtered—irrelevant calls like telemarketers or vendors are flagged and removed Excited to learn more? Find out all about it here !  Experience the benefits of IntelliKid Systems at your own pace. See for yourself—click below to start your self-guided demo .

With a new school year underway, finding and retaining qualified educators is more important than ever as administrators balance schedules, ratios, and the well-being of their teams. In this post, we’re revisiting an IKS Academy webinar featuring Vernon H. Mason, Jr., M.Ed., a best-selling author, speaker, and early childhood leader. Whether you’re facing staffing shortages now or planning for the future, Vernon’s advice offers fresh, practical ideas to help you build and sustain a strong team. Recruitment Don’t lose great talent to hesitation. Top candidates won’t wait, they’re likely meeting with your competitors too. Be ready to hire on the spot with pay approvals in hand to show confidence, respect their time, and secure the talent before someone else does. Overhire.  If you need to fill one or two positions, you may need to interact with up to twelve candidates, because not everyone shows up or calls back. Play it safe: overhire or stay stuck in crisis mode. Target your recruitment. Every center has its own “avatar” of a great employee. Look at where your best people came from (referrals, job boards, community colleges) and what traits make them thrive. Then double down on those channels to attract more of the right fit. Get creative.   Think beyond job boards and make hiring a community-driven experience. Host lively job fairs (yes, even with a food truck), build lasting partnerships with local colleges, and turn parents into recruiters by offering enrollment incentives. The more you connect, the more great candidates will find their way to you. Create pathways for advancement. Many candidates are drawn to growth opportunities, not just entry-level roles. Highlight transition positions, such as curriculum specialists, mentors, or assistant directors. These roles spark interest, bring in ambitious talent, and keep your team engaged for the long term. Focus job ads on the employee experience.  Great job ads don’t just list duties, they highlight what candidates will gain. Showcase perks like discounted childcare, paid training, or flexible schedules, and keep the message short, fun, and engaging. Take inspiration from postings that catch your own attention!  Onboarding and Training Build the foundation for success. High turnover is a reality in this industry, but it doesn’t have to derail quality. A strong onboarding and training system ensures new hires get up to speed quickly, so your center maintains excellence no matter how often the roster changes. Create a WOW first impression. The first days shape the entire employee experience. Welcome new hires warmly, build real connections, and create a sense of belonging. True engagement starts the moment they walk through the door!  Empower your trainers and mentors. Great onboarding requires people who are prepared and motivated to guide new hires. Make sure you have dedicated team members ready to train, and give them the recognition or incentives they deserve.  Share the “Why”. When employees understand how their work supports the bigger mission, motivation soars. Even small tasks, such as keeping the lobby clean, can boost first impressions, drive enrollments, and fund rewards like raises or staff perks. A clear “why” makes everyday work meaningful and keeps teams engaged. Building a Workplace People Want to Stay In Offer benefits to part-time staff. Provide vacation time based on their average hours worked, and consider extras like paid holidays or supplemental health, dental, and vision coverage (if allowed). When part-time staff feel valued with perks usually reserved for full-time roles, they’re far less likely to leave.  Embrace flexibility.  Younger employees crave flexibility, and offering part-time roles or floating schedules can set your center apart. It doesn’t have to be an all-or-nothing change, you can start small by testing 4-day or 3-day workweeks in a few classrooms. Even small shifts can make a big difference in attracting and keeping top talent.  Pay competitively. To attract and keep the best staff, you need to pay at the top of the market. Secret shop competitors to stay informed, and adjust tuition regularly. You can’t offer top pay if your rates don’t keep up!  Participatory management.  Involve staff, especially younger employees, in shaping schedules, policies, and ideas. Giving them a voice builds loyalty and ownership and provides leadership with unique ideas and points of view.  Prevent burnout.  Protect work-life balance and support mental health. A rested team is a stronger, longer-lasting team. Treat staff fairly, not equally. Tailor support to individual needs to show you value people as individuals. Want to watch the entire webinar? Click here . Revolutionize Your Hiring with IntelliKid Systems! Our Employee Management System (EMS) makes recruitment effortless, helping you attract, engage, and hire top talent faster than ever.   Book Your Demo Today!   Spotlight on Our Expert Guest Vernon H. Mason, Jr. M. Ed. Author, Keynote Speaker and Workshop Extraordinaire. With over 30 years of experience in the early childhood field, Vernon’s seen it all. Affectionately called the “trifecta of childcare”, Vernon’s journey spans growing up in an in-home program, founding and scaling multiple centers, and serving as Senior Vice President of Growth and Development at The Nest Schools.   After nearly three decades, including 10 years as a multi-site owner, he sold his schools in 2019. He has a Master’s in Early Childhood Education, has authored several acclaimed books, and has become one of the industry’s most sought-after speakers. Now, as a national speaker and trainer, Vernon helps early childhood leaders navigate crisis, chaos, and constant change with humor, heart, and hands-on strategies. Learn more at DirectorsLeadershipSolutions.com Experience the benefits of IntelliKid Systems at your own pace. See for yourself—click below to start your self-guided demo .

Fall is one of the most crucial enrollment seasons for early childhood centers. Families are back from summer vacations, routines are re-establishing, and decisions about preschool and childcare are top of mind. But having full tour calendars doesn't automatically mean full classrooms. The secret? It’s not only what you do before or during the tour, a lot of it is what you do after  the tour. In this post, we’ll explore the essential steps to take before, during, and after a tour to ensure your fall tour traffic translates into long-term enrollment success. Before the Tour: Set the Stage for Connection 1. You only have one chance at a first impression Ensure your greeting area is clean, organized, and welcoming. This sets the tone for the entire visit and is the first impression families have when they walk through your doors. But don’t stop there: do a full walk-through before each tour. Step outside to check your entrance, peek at the playground, and make sure every classroom is clean, sparkling, and ready to shine. Families notice everything, and every space is part of the story you’re telling. 2. Make It Personal Take time to review the child’s name, age, and any information shared in prior conversations. Mentioning the child by name, referencing their interests, or having age-appropriate materials ready demonstrates care and attention to detail. Example: “We set up a sensory bin today because we heard Emma loves exploring with her hands!” This simple gesture shows that your center is not only professional but also deeply relational, a quality parents are looking for. IntelliTip: Before the tour, check the Comments tab in the lead’s IKS profile/timeline. This is the perfect place to store and review personal details, such as the child’s interests, or anything shared in past conversations, so you can show up prepared and create a meaningful connection with the family. 3. Coordinate Internally First impressions are shaped just as much by people as by the physical environment. Let teachers and front desk staff know in advance, prepare the space to be clean and inviting, not chaotic, and share key details about the visiting family, so that greetings feel warm and personal. A calm, confident atmosphere goes a long way in building trust. Even small things, like a casual chat in the hallway or a personal call at the front desk, can send the wrong signal. Set clear expectations for staff behavior in shared spaces to ensure every interaction reflects the professionalism and care your center stands for. During the Tour: Tell Your Story With Purpose Once the family arrives, it’s time to turn your center from a building into a story, and a solution. 1. Lead With Your Mission Start by sharing your school’s mission statement or core values. It helps ground the conversation and communicates why you do what you do. This isn't just a tour: it's an invitation to join a community. Example: “Our mission is to nurture every child’s unique growth through purposeful play and compassionate care. That shows up in every room you’re about to see.”  Don’t just recite your center’s mission, though, be sure to bring it to life. Share what it truly means to you and how it shapes your daily work. Use real examples that highlight how your team, families, and children embody those values in action. Whether it’s a story about a staff member going the extra mile or a parent partnership that made a difference, these moments create a lasting impression and show families that your mission isn’t just words, it’s a lived experience. 2. Use a Tour Checklist   Use this sample tour checklist to guide staff, create consistency and elevate your center’s first impression. Whether multiple team members are conducting tours or just one, using a standardized checklist ensures every family gets a complete and cohesive experience. But don’t stop there. Transform your internal checklist into a comparison-friendly tool  for prospective families. By adapting the format to include multiple columns across the top, you empower visitors to compare your center side-by-side with others they tour. This proactive step positions your school as organized, transparent, and confident in the quality of your offering. To truly stand out, make sure your checklist highlights the unique features that define your program, such as low teacher turnover, robust enrichment programs, strong family engagement, or accreditation status. These distinctions help your school shine not just during the tour, but long after families leave your building. And don’t forget branding. Adding your logo reinforces your center’s identity and keeps your school top of mind as families reflect on their options. Include talking points like: Health and safety procedures Curriculum overview Teacher qualifications and ratios Sample daily schedules Enrichment opportunities Family communication tools Enrollment process and tuition structure Having a checklist on hand helps keep the tour focused and ensures no key detail is missed, while still allowing room for personalization and conversation. 3. Engage Emotionally Throughout the tour, highlight real-life stories, such as children making milestones, teachers going above and beyond, or family testimonials. Show, not just tell, how your center nurtures, supports, and celebrates each child. And when you enter the classroom, let the teacher take the lead. Introduce the teacher and step back, to supervise the children, allowing them to speak directly to the parents. A quick, genuine hello, a few words about the class schedule, or a snapshot of the curriculum gives families a feel for the classroom culture and the teacher’s personality. This not only builds trust but also shows parents that your teachers are the experts in the room (and that you, as a director, trust them). AFTER THE TOUR  1. Follow-Up is Your Superpower After every tour, the clock starts ticking. Families are comparing multiple centers, and whoever makes them feel the most valued, informed, and remembered wins. Action:  Don’t wait more than 24 hours to follow up. Send a personalized email that recaps the visit, highlights the child’s interactions, and thanks the family for their time. Even better, include a photo of something meaningful from the tour (if permission was given), like the child exploring the art area. IntelliTip:  Directing prospective parents to your Google or Facebook reviews gives them a chance to hear real experiences from your current families. Peer validation goes a long way in building trust and confidence. Just make sure the reviews you're highlighting are recent and reflect the experience you want new families to have. If you’re using IntelliKid Systems, you can even automate review outreach as part of your post-enrollment flow to keep your testimonials fresh and relevant! 2. Use Storytelling to Spark Emotion Parents make decisions with their hearts first. The more vividly they can picture their child thriving at your center, the more likely they are to enroll. Action:  In follow-up communications, share a story, maybe about a child who started out shy and blossomed with your teachers' support, or a favorite classroom tradition. Show what it feels  like to be part of your school community. IntelliTip:   Use IntelliKid Systems to set automated follow-up reminders and schedule touchpoints for every family. Don’t let the conversation end with the tour: input any comments and observations into their lead profile to personalize your follow-up. Mentioning something they cared about, like outdoor play or classroom routines, shows you were listening and helps build trust. Thoughtful follow-up that reflects their interests keeps the connection strong and shows families that their needs truly matter to you. Make storytelling part of your tour script, too. Narrate what a typical “first week” looks like, or share what families say about your warm transitions and loving staff. 3. Create a Sense of Urgency A little urgency, when done right, can motivate fence-sitters without feeling pushy. Action:  Use phrases like “We’re down to just 2 openings in our toddler classroom” or “Fall rosters will close by August 15th.” Highlight what the family might miss  by waiting too long: community events, classroom friendships, and early learning milestones. Or offer an incentive that expires in 24 hours or 48 hours from the tour time. No one wants to miss out on a deal! IntelliTip:  Build custom email campaigns  in IntelliKid Systems to deliver timely nudges like “Still Thinking About Us?” or “Don’t Miss Your Child’s First Fall Festival!” Convert With Confidence Great tours get families in the door, but thoughtful follow-up, compelling storytelling, and clear urgency turn curiosity into commitment. Let IntelliKid Systems help you seal the deal with tools that track every interaction and deliver just-in-time messaging. Your classrooms deserve to be full, and we’re here to make sure they are. Experience the benefits of IntelliKid Systems at your own pace. See for yourself—click below to start your self-guided demo .

This document is a sample tour checklist designed for childcare centers to ensure consistent, high-quality tour experiences for every visiting family. It guides staff through key talking points and can also be adapted into a family-facing comparison tool, empowering prospective families to evaluate centers side-by-side. This proactive approach supports staff in delivering impactful tours and helps keep your center top of mind during a family’s decision-making process.

This guide equips childcare professionals to confidently handle parent objections by maintaining a warm, empathetic tone and addressing concerns with care—creating a supportive environment that encourages families to visit the center.

A customizable, fillable guide designed to help childcare professionals personalize and structure inquiry calls. It prompts users to gather essential information, highlight their center’s unique strengths, secure tours, and update the prospective family’s status in IntelliKid Systems—all while fostering a professional and engaging experience.

A step-by-step phone script crafted to help childcare professionals handle enrollment inquiries with confidence. It guides users on how to answer calls, build rapport, gather key information, promote the program, schedule tours, and leverage IntelliKid Systems for seamless follow-up and automation.

A quick overview of the IntelliKid Systems platform—designed specifically for childcare centers to turn prospective families into enrolled ones. Our full suite of enrollment tools features lead capture, tour scheduling, multi-channel messaging, automation, digital forms, campaign tools, and robust reporting, all aimed at growing your center.

This fun, comic-style guide from IntelliKid Systems welcomes early childhood professionals into the IKS universe—using vibrant illustrations and real-life scenarios to highlight how the Lead Management System, IntelliForms, and Employee Management System streamline enrollment, automate follow-ups, simplify hiring and paperwork, and more.