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.

Stay organized and proactive with this daily best-practice guide for IntelliKid Systems users. Learn how to manage incoming leads, update profiles correctly, use filters and templates, and take timely action on follow-ups. Perfect for improving lead engagement, tour scheduling, and overall enrollment efficiency.

Discover how IntelliKid Systems empowers childcare centers to effortlessly manage leads, digitize paperwork, streamline staff hiring, and enhance every facet of their operations. Explore our cutting-edge solutions, including Call AI, IntelliForms, and EMS, designed to fuel scalable growth and operational excellence for both single-site and multi-site childcare centers.

This document provides a categorized list of forms that childcare centers can digitize using IntelliKid Systems' IntelliForms platform. It highlights how digital workflows can streamline administrative tasks across enrollment, health and safety, parent communication, and staff management to improve efficiency, accuracy, licensing compliance, organization, user experience, data accessibility, and operational consistency.

This document is a structured phone script designed for handling inquiry calls at a childcare center. It guides staff through greeting the caller, gathering essential information, personalizing the conversation, presenting program details, and securing a tour—all while promoting the center's offerings and feeding lead information into the IntelliKid Systems platform for automated follow-up.

How to Refresh and Streamline Your Registration & Forms with IntelliForms The back-to-school season is one of the busiest times for childcare centers. Between onboarding new families, transitioning classrooms, and preparing staff, your operations need to be tight, clear, and efficient. One of the most powerful ways to support this seasonal shift? Refreshing your registration and form processes. Let’s explore how your team can nail the transition using IntelliKid Systems’ powerful digital forms tool: IntelliForms . From Paperwork to Productivity: Reimagining Enrollment Think about your current registration process—are you still juggling clipboards, PDFs, or endless email threads? It’s time to ditch the paper trail and embrace automated, streamlined digital form flows with IntelliForms. IKS Tip: Ensure nothing falls through the cracks— download this PDF checklist  for a comprehensive list of ideas on how you can use IntelliForms across your center’s operations. Beyond Enrollment: IntelliForms for Every Phase of the School Year While IntelliForms shines during registration, it can do so much more. Consider these use cases to make your operations seamless year-round: Classroom Transition Forms  – Notify and onboard families when children move to a new age group or room. Parent Surveys  – Gather insights about family preferences, needs, or feedback Teacher Intake Sheets  – Help staff get to know their students before day one Meal Sign-Ups  – Streamline lunch choices, pizza day participation, or dietary needs Field Trip Permissions – Secure parent signatures and details—all in one place Stay license-ready : Program leaders can create simple inspection checklists in IntelliForms for teachers to complete and submit digitally, promoting accountability, readiness, and stress-free licensing visits. Streamline Recurring Parent Paperwork with IntelliForms Do you find yourself reminding parents for the same forms every 30 days or every 6 months? Save time and cut down on repetitive tasks by using IntelliForms to automate these requests. Simply create a reusable template for essential forms — like Emergency Contact Forms, Infant Schedules, or Care Plans with expiration dates — and send out updated packets with just a click. You can even set up a workflow for your infant families: once a child is enrolled in an infant classroom, schedule a recurring request prompting parents to complete updated forms every 30 days until the child transitions to the next age group. This keeps your records current, ensures compliance, and makes paperwork stress-free for both your staff and families — all while giving you precious time back in your day. Not Just for Directors — Empower Your Teachers Too! Create custom “get-to-know-you” forms to gather helpful details about each child, so everyone feels informed, connected, and ready for a smooth first day. Include information such as: Allergies or medical needs Social and emotional notes Favorite activities or comfort items Instead of having directors juggle these forms, you can assign teachers as the submission recipients! This puts the right information directly in their hands, where it matters most. Other helpful teacher form examples: Yearly Classroom Agreements and Codes of Conduct Supply lists and classroom-specific policies Field trip permissions and special event sign-ups Confirmation that parents have received and signed off on important procedures IntelliForms automatically ensures parents receive their own signed copies for their records, whether it’s for a specific classroom or your entire center’s policies. IntelliTip: Do you have quick forms that parents may need to complete on the spot — like giving consent for temporary medication, such as diaper cream or albuterol? Make it simple and convenient: place a QR code at your front desk that parents can scan instantly with their phones. This lets them fill out and submit these important forms in just a few clicks, saving time for your team and offering parents a seamless experience right when they need it most. A small, proactive touch like this can streamline daily operations and help maintain clear, up-to-date records — all while showing families you care about making their lives easier. IntelliForms in Action: Explore It Yourself! Want to see IntelliForms in action at your own pace? Use our self-guided   IntelliForms demo for a hands-on preview. It’s a great way to understand how form flows can work for your center!  Get Ready, Get Organized, Get Back to School Back-to-school doesn’t have to mean back to stress.  No more chasing incomplete forms! With IntelliForms, you can require must-have fields so parents never skip vital info! In addition, you can easily swap out pages or entire documents when things change from year to year. Streamline paperwork, impress families, and set your team up for a smooth, successful year. Looking for help updating your forms? Reach out to our team—we’re here to support you every step of the way.  Ready to get started with IntelliForms? Sign up for a live demo here .  Experience the benefits of IntelliKid Systems at your own pace. See for yourself—click below to start your self-guided demo .

Submitted by Kaia Gallop  For many childcare centers, summer often brings a decline in enrollment and a drop in revenue. But it doesn’t have to be that way. Many programs have learned how to stay full year-round. With intention, transparency, and confidence in the value of your program, summer can be just as strong as any other season. Charge Year-Round with Confidence Let’s start with the big one: tuition. One of the most effective ways centers maintain financial stability during the summer is by charging year-round, 52 weeks regardless of attendance. Yes, it can feel like a bold move, especially if your program hasn’t done it before. But it’s also a necessary one. The bills don’t stop in June. Your staff still need consistent paychecks. And if families expect their child to return in the fall, holding that spot should come with a financial commitment. Centers that have implemented this model often find that parents are more understanding than expected, especially when communication is clear and the program’s value is evident. In many cases, families pay summer tuition even if their child doesn’t attend, simply to keep their place. The key is having confidence in your program and being transparent with your families. Be Upfront with Families When it comes to tuition or policy changes, clear communication is essential. Parents are much more likely to respond positively when they understand the reasons behind a decision, especially when it supports the sustainability of your center. A brief, thoughtful message explaining how tuition supports teacher wages, classroom materials, and center operations helps families see the bigger picture. It’s not about itemizing expenses. It’s about reinforcing the value they receive and the community they’re helping to support. All policy updates should also be shared in writing. Every family needs to understand that tuition is due regardless of attendance. To make this easier, many centers use the IKS IntelliForms  and Campaigns features to reach their entire parent base efficiently. You can create a customized, branded email using the Campaign feature to explain the change, then attach an IntelliForms package that allows families to review and sign the updated policy electronically. This helps ensure clarity and also protects your business with documented agreements. Digital signatures are one of the most important tools when updating policies. With IntelliForms, families also receive a copy for their records, which supports transparency and reduces confusion. No paper packets or manual follow-up required. If you’re not ready to implement a full year-round tuition model just yet, consider starting small: Offer a slightly reduced summer rate for families who want to hold their spot while away. Many centers use their half-day rate as a placeholder fee. Use this summer to prepare families for changes coming next year. Start communicating now. Reinforce that holding a space at your center is a shared commitment. It supports your team, your operations, and the quality of care families rely on. With the right tools, communication doesn’t have to be complicated. It just needs to be consistent and scalable. Make Summer a Season Worth Staying For (and Joining) If families are going to pay for summer, the experience needs to feel worth it. And if your goal is to grow enrollment, summer is also the perfect time to highlight what makes your program special. This is a chance for your center’s personality to shine. Summer offers opportunities to engage your current families and draw in new ones by showcasing the joy, energy, and learning that happen every day. Consider offering: Guest visitors or enrichment providers Developmentally appropriate field trips, both on- and off-site Weekly themes or summer challenges Seasonal events like BBQs, water days, or parent socials And don’t just create an amazing summer—share it. Use the IKS Campaign feature  to send vibrant newsletters filled with photos, highlights, and classroom moments. Whether you send them weekly, monthly, or quarterly, these updates help current families stay engaged and show prospective families exactly what they’re missing. The drag-and-drop editor  makes it easy to build beautiful, on-brand messages. Parents love seeing their child featured in a recap, and potential families gain trust by getting a real look into your program. Summer is a prime opportunity to strengthen your community, expand your visibility, and help families—both new and existing—feel proud to be part of what you’re creating. Add Summer Revenue with Creative Extras Not every center will stay fully enrolled through the summer. That’s okay. There are still plenty of ways to generate additional revenue, serve your community, and make the most of your space and staff availability. Consider offering: Drop-in care or pop-up play days Birthday party packages or weekend family events Parents’ night out or evening enrichment programs Take-home curriculum kits for summer learning Parenting classes or child development workshops Renting center space on weekends, with proper licensing approval These offerings can help maintain financial stability while also increasing community visibility and attracting new families who may later become full-time enrollments. Tip:  Use IKS Landing Pages to help promote and track these extra services. Whether you're offering drop-in days, party rentals, or seasonal events, a branded landing page makes it easy to collect sign-ups, manage interest, and build your lead list. Click here to learn more about using landing pages for events and enrollments. Use Scarcity to Your Advantage Your program is valuable, and space is limited. Let families know when spots are filling quickly. This is especially important during summer tours and when discussing fall enrollment. Creating a sense of urgency helps families make confident decisions without feeling pressured. If a family chooses not to pay over the summer, be transparent about the possibility that their child’s space may not be available in the fall. Clear expectations support fairness and ensure long-term sustainability for your business. The Bottom Line Summer doesn’t have to be a slow season. With a strong program, clear communication, and the confidence to lead with intention, you can keep your classrooms full and your team supported throughout the year. Families value consistency and quality. When your program delivers both and communicates that value effectively, they won’t just stay for the summer—they’ll stay for the long haul. Experience the benefits of IntelliKid Systems at your own pace. See for yourself—click below to start your self-guided demo .

Summer doesn't have to mean losing touch with families. In this post, you'll discover 7 easy, low-cost ways to build trust, boost communication, and keep families connected to your child care program—even when school is out. Plus: free activity ideas, event suggestions, and a downloadable checklist! Why Summer Family Engagement Matters Did you know? Programs that maintain regular communication with families over the summer are 40% more likely  to see strong re-enrollment rates in the fall. Whether families stay enrolled year-round or take a seasonal break, summer is a golden opportunity to nurture parent relationships that boost trust and long-term loyalty. 1. Build Connection with Summer Activity Kits Create weekly or monthly take-home kits that blend fun with learning. These kits can be themed, seasonal, or tied to your curriculum. Ideas to include: A themed book + DIY craft Backyard scavenger hunt Family journal prompt “Science in the Kitchen” experiment Pro Tip: Add your center’s logo and a friendly note from the teacher—it adds a personal touch parents love. 2. Host Virtual Storytimes or Quick Parent Chats  Stay top of mind with simple online offerings: 10-minute Zoom storytimes Mini parent workshops (e.g. “Literacy at Home” or “Preschool Prep Tips”) Recorded video messages from teachers Key Takeaway:  Virtual connections keep families engaged—without adding to your team’s summer workload. 3. Create a “Summer Memory Wall”  Encourage families to share photos of their summer fun: picnics, trips, or crafts from home. Post them in: Your parent app A summer-themed bulletin board Social media (with permission) Why it works:  Shared moments help families feel like part of your community—even when they’re away. 4. Keep Parents in the Loop with Monthly Summer Newsletters  Use your newsletter to: Share upcoming events Highlight student/teacher spotlights Offer at-home learning tips Include a “Try This at Home” activity Want a quick win? Add a call-to-action, such as “Send us a photo of your child’s summer artwork.” 5. Invite Families to Casual Summer Events  Make in-person events simple and social: Popsicles in the Park: Just bring a cooler and some name tags! Outdoor Art Day: Let kids paint big with watercolors or chalk. Water Play Afternoon: Invite families to join in or watch. Pro Tip:  These events double as community-builders and touchpoints for retention. 6. Send Home Low-Cost, Hands-On Activities   Easy-to-assemble activities keep your program present in family routines: Nature walk checklist DIY sensory bin guide “Letter to My Future Self” worksheet Kindness Challenge calendar 7. Keep the Conversation Going—Even in the Off-Season  Send mid-summer check-ins via your parent communication platform: “We miss you!” notes Photos or videos from the classroom Gentle reminders about fall re-enrollment deadlines Remember:  Consistency builds connection. Even a brief message shows families they’re not forgotten. Strong Parent-Teacher Communication = Better Outcomes Boosts child confidence Supports routine consistency Strengthens trust Builds long-term loyalty By maintaining simple, intentional touchpoints with families, you’re not just improving summer engagement—you’re strengthening your program’s reputation and retention year-round. Experience the benefits of IntelliKid Systems at your own pace. See for yourself—click below to start your self-guided demo .

As a child care director or owner, one of your most important leadership roles is ensuring that your teachers stay current with their ongoing training requirements. Training not only keeps your center in compliance with licensing regulations—it also fuels professional growth, boosts staff confidence, and enhances the quality of care your team provides to children and families. But let’s be honest: without a structured, consistent system in place, it’s easy for training to fall through the cracks. This can lead to a last-minute scramble to complete hours, added stress for you and your team, and the very real risk of falling out of compliance. The good news? With a proactive plan, you can keep your staff on track, reduce anxiety, and turn training into a positive, professional development experience. Here’s how to do it. 1. Know Your Licensing Requirements Before you can create a solid training system, you need to be crystal clear on what your state requires. Each state has different regulations when it comes to ongoing training for child care staff—ranging from how many hours are needed annually to how documentation must be maintained. Your licensing representative may expect: That specific forms  be filled out exactly as instructed Digital records  stored in an approved online format Printed certificates  organized in a dedicated binder for review A signed logbook  with verification from staff and trainers If you’re unsure, reach out to your licensing agency directly or check your state’s official website. Stay updated—regulations can change, and keeping your records in the format they expect is key to passing inspections without issue. Setting aside time each month to review compliance updates is a smart move. 2. Provide Clear Expectations to Staff Teachers can only meet expectations if they know exactly what those expectations are. At the beginning of every training cycle (annually or upon hiring), clearly communicate: The number of training hours  required What topics and formats  are accepted (e.g., online, in-person, conferences) The deadline  for completion Where and how to submit proof  of completed training Think of this like onboarding for training—when your teachers have all the information upfront, they can plan accordingly. To reinforce these expectations: Post a training tracker  in a common area like the staff room Send monthly reminders  via email or messaging apps Add a training update  to every staff meeting agenda Transparency helps remove the guesswork and keeps everyone aligned from the start. 3. Implement a Tracking System That Works Trying to manage training hours for your entire team without a reliable system is a recipe for confusion and last-minute chaos. A strong tracking system ensures you're aware of each teacher’s progress, prevents oversights, and gives you a clear view of who’s on track and who needs extra support. The key is choosing a system that aligns with your team’s size, tech comfort level, and daily workflow. Here are some effective options: Inbox System: Set up a designated tray or inbox where teachers can drop off printed training certificates. This low-tech method is simple and effective, especially if your team isn’t using digital tools daily. Just make sure to check it regularly and file certificates appropriately. Physical Binder: Use a labeled binder with dividers for each staff member. This becomes your on-site training portfolio, making it easy to find records quickly—especially helpful if licensing prefers paper documentation. Shared Spreadsheet: Create a centralized Google Sheet or Excel file with columns for each teacher’s name, completed trainings, training type, date, and number of hours. This lets you quickly spot who’s on track and what still needs to be done. Bonus: it’s easy to sort and update! Child Care Management Software: Platforms like Procare, or Kangarootime often have training management features built in. These systems can log training hours, store certificates, and send reminders—saving you time and reducing manual tracking. Google Drive or Cloud Storage: Create a folder for each teacher where they can upload scanned certificates or completion emails. This digital option is great for remote teams or centers trying to go paperless. Make sure the folder structure is easy to navigate and that everyone knows how to upload correctly. No matter which system you choose, it’s critical that someone is consistently reviewing and updating records—usually the director, assistant director, or a designated admin. Schedule time  bi-weekly to review submissions, follow up with staff, and resolve any missing documentation. Also, encourage your teachers to communicate when they’ve submitted something—a quick message like, “I dropped my CPR certificate in the inbox,” or “Uploaded my workshop hours to my Drive folder,” ensures nothing gets missed and keeps everyone accountable. Having a structured, transparent, and reviewed tracking system turns ongoing training from a stressor into a smooth part of your center’s rhythm. 4. Track Expiration Dates for Certifications Some training isn’t just about clocking hours—it’s about staying certified. CPR, First Aid, and Food Handling certifications all come with expiration dates, and overlooking these can result in non-compliance, even if a teacher has completed all other training. Here’s how to stay ahead: Add certification expiration dates  to your training spreadsheet or management software Use your digital calendar to set reminders 60–90 days in advance Create a separate section in your records specifically for expirable credentials Did You Know? With IntelliKid Systems’ EMS (Employee Management System) product, you can easily set up automated workflows to alert your team or directors when important certifications—like First Aid/CPR, physicals, and more—are about to expire. Stay proactive and plan ahead with timely reminders so that you’re not scrambling to schedule last-minute CPR renewals right before a licensing visit. Book a demo now to discover how it can work for you! 5. Set Smaller, Manageable Goals Throughout the Year If you wait until the end of the year to complete all training, you’re inviting burnout—for both your staff and yourself. Instead, make training more digestible: Break annual requirements into quarterly or monthly goals Schedule monthly check-ins  to review who’s on track Host quarterly team training days  to knock out hours together Smaller goals feel more achievable and create a culture of consistency, not panic. 6. Make Training More Accessible and Appealing Let’s face it—no one wants to squeeze in training after a long day with toddlers. But if training is engaging, convenient, and easy to access, your team will be much more likely to stay on track. Ideas to boost participation: Offer on-demand online courses  staff can take from home or during planning time Host in-house training sessions  with local experts or certified trainers Try "Lunch-and-Learn" events  where teachers enjoy lunch while learning Share a curated list of free, approved training sources  to reduce cost barriers Allow staff to complete training during quiet times  or professional development days Does Your Program Embrace Learning Through Play?  Remember—your teachers want to have fun too! Consider providing your team with access to training websites, groups, or resources that allow them more freedom to choose topics that inspire them. When teachers engage in meaningful, self-directed learning, they come back more energized, motivated, and excited to bring that same joy into the classroom. Making professional development feel less like a chore and more like an opportunity makes a big difference. 7. Use Incentives to Motivate and Reward Progress A little encouragement can go a long way. While compliance is non-negotiable, rewarding teachers who go above and beyond can help create a culture where training is embraced rather than avoided. Try: Offering gift cards or small bonuses  for early completion Running a monthly raffle  for those who submit training certificates Giving shout-outs in newsletters or team meetings Posting a training leaderboard  in the staff room Recognition and small perks can create friendly competition and keep training top of mind. 8. Ensure Accountability with Fair but Firm Policies Encouragement and support are important—but so is accountability. When staff understand that training is a core responsibility of their role, they’re more likely to treat it seriously. Accountability strategies: Include training completion as a measurable goal in performance reviews Limit schedule flexibility or shift preferences  for those behind on hours For repeated non-compliance, have a clear disciplinary process, up to and including termination  if necessary Clear boundaries and consistent follow-through help set the tone that training isn’t optional—it’s essential. Final Thoughts Ongoing training is essential for maintaining a high-quality child care program. Without an organized system, it can quickly become overwhelming—but by setting clear expectations, tracking progress, and making training accessible, you’ll ensure compliance without unnecessary stress. When you build a culture of continuous learning supported by organization, communication, and consistency, everyone wins: your teachers grow, your center stays compliant, and children benefit from a better learning environment. Experience the benefits of IntelliKid Systems at your own pace. See for yourself—click below to start your self-guided demo .