Every childcare center dreams of having a waitlist—it’s a sign of a strong reputation, high demand, and steady income. But here’s the truth: a waitlist doesn’t magically appear when you need one. It’s built with intention, systems, and the right strategy before your classrooms are full.
Whether you’re just starting out or already near capacity, now is the time to set yourself up with a thriving, organized waitlist that keeps families lined up and ready to enroll.
Let’s walk through exactly what you need to do now to build a waitlist that works for your childcare center.
1. Get Clear on Your Capacity + Future Openings
Before you start building a waitlist, you need to know how many spots you’re trying to fill—and when.
Start with:
- Your max licensed capacity by age group
- Upcoming transitions (kids aging up or leaving for Pre-K/Kinder)
- Any new programs or classrooms opening soon
This helps you communicate clearly with parents and avoid overpromising. Bonus: It gives families a real timeline, which builds trust.
2. Create an Easy Way to Join the Waitlist
If parents have to call or email to “get on the list,” you’re creating friction. Make it easy, fast, and digital.
What to do:
- Set up a simple waitlist form on your website (Google Forms, Procare, Brightwheel, etc.)
- Ask for key info: child’s name, date of birth, preferred start date, and contact details
- Make sure the form triggers an automated confirmation email so parents feel acknowledged
👉 Pro Tip: Mention your waitlist option in every tour, call, and on your social media. Some families will gladly wait if they love what they see.
3. Stay in Touch With Waitlisted Families
A name on a list isn’t worth much if the family forgets about you—or moves on to another center. The secret? Regular communication.
Try this system:
- Send a welcome email when they join the waitlist
- Email monthly updates with current availability or “inside the center” highlights
- Share tips, parenting resources, or sneak peeks at events or classrooms
This keeps your center top-of-mind and builds the relationship before enrollment even begins.
4. Use Social Proof to Show Demand
One way to build demand? Show that you’re in demand. Subtle mentions of your waitlist help families feel confident they’re choosing a trusted, popular center.
How to do it:
- Mention that spots are limited when posting on social
- Say things like:
- “We’re currently full in our toddler classroom, but you can join our waitlist here!”
- “We’re so grateful for the families on our waitlist—we’re opening a few new spots soon!”
This creates urgency without sounding salesy.
5. Keep It Organized
You don’t want to scramble through old emails or sticky notes when a spot opens. A disorganized waitlist leads to missed opportunities and frustrated families.
Create a tracking system that includes:
- Family name and contact info
- Child’s birth date and ideal start date
- Timestamp for when they joined
- Notes from tours or communication
- Follow-up status and dates
Use a spreadsheet, CRM, or childcare software to track everything in one place.
6. Create a “Ready to Enroll” Checklist
When a spot opens, you want the enrollment process to move quickly and smoothly.
Before you reach out:
- Have your enrollment packet or digital forms ready to send
- Include clear next steps, deadlines, and payment info
- Let them know how long they have to claim the spot before it goes to the next family on the list
This avoids delays and keeps your classrooms full without stress.
7. Start Before You’re Full
The best time to build your waitlist isn’t when you need one—it’s when you still have a few openings left. That way, you’re never scrambling to fill a last-minute spot, and families view your center as in high demand.
Even if you’re newer or just starting to grow, treat your last few spots as premium real estate. Families who don’t get one? Invite them to join the list with confidence.
When you build your waitlist with care and consistency, you’re not just preparing for future enrollments—you’re creating a sense of value, trust, and professionalism that attracts the right families to your center.
✨ Want help setting up your waitlist systems, emails, and marketing strategy? Grab our free Childcare Marketing and Growth Toolkit and get everything you need to grow your center with ease.