A great first impression doesn't happen by accident. For most childcare centers, that impression starts the moment a family tries to learn more about your program or sign up for a tour. A clunky, outdated, or hard-to-find form can cost you enrollments before you ever get the chance to connect. In this webinar, we showcased IntelliKid Systems' brand-new Web Forms release and showed exactly how a well-built form can become one of your most powerful enrollment tools. Here's What We Covered: Understanding the four pillars of a high-performing web form.  Building beautiful, branded forms using the self-service drag-and-drop designer. Deploying your forms the right way and how to choose the best method for every situation.  And finally, tracking and converting with confidence so you always know where your leads are coming from and what's working. Final Thoughts Getting families through the door starts long before they ever visit your center. Every open house, summer camp campaign, or tour request is an opportunity, and your web forms are often the very first step in that journey. The new IKS Web Forms give you the tools to make that step seamless, professional, and trackable so no lead ever slips through the cracks. A huge thank you to everyone who joined us and brought such great energy and questions to the Q&A! Watch the full webinar replay here . Want to see how IntelliKid Systems can help you turn more interest into enrolled families? Jump into your self-guided demo today !

Every child care provider’s dream is to run a full, thriving, and sustainable school. One where classrooms are bustling, teachers feel supported, and families proudly recommend you to everyone they know. During the busy enrollment season, however, it is easy to focus solely on filling seats and lose sight of the systems that must be in place to make that enrollment sustainable.  You can enroll 20 new children, but if they all leave within six months, the impact is short-lived. True success comes from building a program that supports both enrollment and retention. And today, we are inviting you to hop aboard our spaceship and explore the planets that lead to long-term success. S.P.A.C.E. The Framework for Success At IKS Academy, we believe that every successful early childhood education program fits into one cohesive framework called S.P.A.C.E.: Staff Management, Physical Environment, Administration, Curriculum, and Enrollment. Each of these areas represents a planet on your journey. Miss one, and the system falls out of balance. When all five work together as a circle that cannot break, you create something powerful. A center where quality care and steady enrollment thrive. Why Enrollment Matters Sustainability begins with full classrooms. A full school provides stable and sustainable pay for your staff. It allows operations to run more smoothly and predictably. It gives leadership the freedom to focus on quality instead of survival. Most importantly, it creates a healthier school culture for everyone involved. Similarly, enrollment doesn’t just happen. It is built through intentional strategy, consistent systems, and a clear process that transforms interest into commitment.  You may not be able to control who drives by your building or clicks on an ad, but you can control what happens once a family reaches out. That is where the journey truly begins. The Circle That Cannot Break Quality child care programs are built on a complete and interconnected circle. S — Staff Management:   Ensures consistency, professionalism, and stability. When leaders invest in staff development, employees feel confident, supported, and empowered to do their best work. Hiring the right people and giving them opportunities to grow builds a strong, united team. Families feel that positive energy right away. P — Physical Environment:   Creates a warm and welcoming first impression. A clean space that looks, smells, and sounds pleasant helps families feel comfortable and builds immediate trust, setting the tone for quality care. A — Administration:   Provides structure and support behind the scenes. Strong systems keep the center organized and running smoothly, giving leaders and staff the confidence and clarity they need to stay focused on what matters most. C — Curriculum:   Designed with developmentally appropriate goals to give purpose and direction to learning. A consistent curriculum supports meaningful experiences for children and helps families feel confident in their child’s day. E — Enrollment:   The ultimate goal that sustains the business and allows every other element to thrive. Remove any one of these elements, and the circle breaks. Even the most beautiful new building will struggle to maintain enrollment if internal expectations, systems, and experiences are not in place.  Likewise, you can invest heavily in marketing, but without strong tours, well-trained staff, and a clear leadership philosophy, families will not choose your school for the long term. Journey From Lead to Lifelong Advocate 1. Capture the Lead It starts with that first phone call, email, or inquiry. This is the moment a family says, “Tell me more.” Whether they found you online or through word of mouth, you have one opportunity to make a strong first impression. 2. Convert the Interest Inquiries are handled promptly and professionally, families feel heard and informed about the program’s value, and the conversation confidently leads to scheduling a tour that builds excitement and trust . 3. Turn Tours into Enrollment A great tour is never random. It is thoughtful, intentional, and reflective of your mission to offer the highest quality early childhood education. Your staff should speak confidently about your philosophy, environment, training, and commitment rather than improvising in the moment. 4. Create Lifelong Families Your job does not end when a spot is filled. It evolves. When you support families and children through growth, transitions, and new siblings or cousins joining later, your school becomes the one they recommend. Word of mouth remains an incredibly powerful marketing tool, even in the digital age. Astronauts: It Is Your Mission Owners and directors are the astronauts leading this mission. You are not just managing a school; you are guiding an entire system with care and purpose. Your role is to make sure all five planets are visited, supported and aligned so everything can thrive. Ready for Lift Off Enrollment may be the destination, but the journey touches every part of your program. At IntelliKid Systems, we strive to provide you with the tools that help you build full schools, confident teams, and sustainable success. So join us on the journey and visit each planet. Strengthen the circle. And watch your child care center reach new heights!

At IKS Academy, we believe strong leadership is the foundation of every successful child care program, and it starts with leading yourself first. That’s why we were excited to welcome Sara Schreiner, CEO of ChildMYnder, for our recent webinar. With her signature boldness and honesty, Sara shared inspirational strategies to help child care directors, owners, and educators lead with greater clarity, purpose, and confidence. If you missed the session or want a quick recap, here are some of the key takeaways: The difference between fixing problems quickly and framing them for long-term clarity Why burnout comes from carrying too much, not just doing too much How calm leadership is something you practice, not something you provide Shifting your mindset from saving to steady by building systems that don’t live only in your head Creating teams and processes that succeed even when you’re not in the room Final Thoughts The next level of leadership isn’t about being more available. It’s about being steadier. When you stop being the solution and start building the system, everything changes. About Sara Schreiner As the CEO of ChildMYnder, Sara Schreiner is a seasoned child care program owner and leadership coach. She is known for blending raw honesty with strategic insight, helping early education professionals not just manage their teams but inspire them. Her mission is to support child care leaders in building thriving, empowered teams while staying focused on what matters most: the children. Watch the full webinar replay here . Want to see how IntelliKid Systems can help you convert more leads into enrolled families? Jump into your self-guided demo  today!

Enrollment rarely comes down to just “not enough leads.” More often, it’s also inconsistent follow-up, unclear handoffs, and bottlenecks that keep families from moving forward. In this interactive webinar, our IKS experts Kaia Gallop, Director of Client Strategy, and Karen Blatter, Director of Training and Enterprise Strategy, shared practical ways to start 2026 with a clear plan and a system that supports it. Here’s What We Covered: Using reporting to identify where leads stall and refine your process for better outcomes. Leveraging Call Ai to capture higher-quality information upfront, enabling more meaningful conversations and reducing back-and-forth delays. Utilizing custom data fields to better track and organize prospect information. Driving tour conversions through personalized follow-up, tailored email templates, strategic timing, and consistent team communication that builds trust. Implementing tasks and performance reporting to ensure consistent follow-up, improve visibility into team activity, and increase conversions. Streamlining paperwork with IntelliForms to save staff time, eliminate paper chasing, and enhance the experience for both families and leadership. Final Thoughts A stronger 2026 isn’t about doing more, it’s about measuring what matters, standardizing follow-up, and letting the systems carry the load. We extend a heartfelt thank you to Kaia and Karen for an incredible kickoff webinar, and to everyone who shared their goals and questions. Watch the full webinar replay here . Use the January–March Enrollment Worksheet  to guide your team in reflecting on last year’s wins and challenges, setting a clear enrollment goal, and identifying the top strategies to reach it. Want to see how IntelliKid Systems can help you convert more leads into enrolled families? Jump into your self-guided demo  today!

Use the worksheet to reflect on last year’s wins and challenges, set a focused enrollment goal, and identify the top strategies to achieve it. Align your team on lead response standards, assign clear ownership for each task, and document quarterly commitments, so nothing slips through the cracks and your plan turns into daily action!

The childcare industry has evolved significantly over the years, and parent expectations have evolved right along with it. Today’s modern parents, many of whom are Gen Z or younger millennials, have grown up in a digital-first world. They expect speed, convenience, transparency, and open communication from every service they interact with, including childcare centers. For centers still relying heavily on traditional processes, this shift can feel overwhelming. However, for those willing to adapt, it creates a powerful opportunity to stand out, build trust with families, and grow enrollment more efficiently than ever before. Convenience and Communication Matter More Than Ever Modern parents value open and consistent communication with their child’s school. They want quick answers, easy scheduling, digital forms, and updates that fit seamlessly into their busy lives. If a childcare center feels difficult to reach, slow to respond, or outdated, parents are far more likely to move on, often within minutes. These expectations do not stop once a child is enrolled. Ongoing communication, transparency, and accessibility strongly influence how parents perceive your center and whether they are willing to recommend it to others through reviews and referrals. The Challenge of Admin Availability While everyone understands the importance of prompt responses, it is not always realistic for administrative teams to be available at a moment’s notice. Staff are often balancing classroom support, tours, meetings, and daily operations. Even the most organized teams have limitations, which can lead to missed inquiries and delayed follow-ups. This is where digital solutions, like IntelliKid Systems, help childcare centers stay ahead without sacrificing the personal connections that make their programs special. Meeting Parents Where They Are with Automation Automated Texts and Emails With IntelliKid Systems, childcare centers can automate text messages and emails that are sent immediately after a parent submits an inquiry. This ensures families receive timely, relevant information right when they are actively searching for care. Self-Scheduling Tours To further improve convenience, parents can book their own tour times using a self-scheduling feature. Automated reminder texts and emails help reduce no-shows and create more opportunities to convert tours into enrollments. Instant Texts for First-Time Calls When a new lead calls your center for the first time, IntelliKid Systems can automatically send a follow-up text. This message can invite parents to share more details about their family or encourage them to schedule a tour right away. If texting is an option for your childcare center, it is important to promote it. Many parents do not realize they can text a business. Using reporting tools, you can track where leads come from, monitor how conversations progress, review call recordings, and identify missed calls at the end of each day. Assigning clear responsibility for follow-up ensures no inquiry slips through the cracks. Collecting and Building Up Reviews for Your Center Parent reviews are one of the most powerful ways to build credibility and attract new families. Reviews provide social proof, improve search rankings, and reassure prospective parents that your center is trusted and valued by its community. Parents need time to form a genuine opinion before leaving a meaningful review. The 90-day mark is ideal because, by that point: Their child has adjusted to the classroom environment They have seen your teaching team in action They have built relationships with your staff Using IntelliKid Systems workflows, you can automate a “Leave Us a Review” email that triggers after 90 days of enrollment. This ensures every family has an opportunity to share their experience without adding extra work for your team. Social Media and Your Digital Presence Your digital presence extends beyond emails and texts. Social media, online listings, and communication policies should all align with the image and reputation you want to project. Everything parents see, both online and offline, contributes to their overall trust in your center. A Modern Enrollment Strategy Recap To successfully attract and enroll today’s families, childcare centers should rethink their follow-up and communication strategies with these principles in mind: Speed and responsiveness Multi-channel, personalized follow-up Showcasing authenticity and center culture Using social proof and parent reviews Offering flexibility and convenience Sharing visual and short-form digital content Asking for small, easy commitments during follow-up The Future Is Digital and Personal Automating processes does not mean eliminating the personalized experiences that set your childcare center apart. Instead, it means adapting to the modern landscape while preserving meaningful connections. Automation tools like those offered by IntelliKid Systems help your center rise above the noise and clearly communicate why your program is the right fit for prospective families. With the right tools in place, you can modernize your lead management and communication processes to meet the expectations of today’s parents without compromising quality or care. Isn’t it time your approach reflected the way modern families live and communicate today?

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!