If you’re a childcare center owner or director, you already know: the enrollment process can either build confidence and excitement—or overwhelm and confusion. A smooth, thoughtful enrollment experience doesn’t just fill your classrooms—it builds long-term trust with families and sets the tone for your entire relationship.
Let’s break down how to create an enrollment process that feels professional, welcoming, and easy for busy parents to say “yes” to.
1. Make It Easy to Inquire and Get Info
First impressions matter. If your website or social media doesn’t make it crystal clear how to inquire or enroll, you’re likely losing families before you even talk to them.
Tips to improve this step:
- Have a clear “Start Here” or “Enroll Now” button on your website.
- Use an inquiry form that’s short, mobile-friendly, and automatically notifies your team.
- Include key info upfront: tuition range, hours, location, age groups served.
👉 Bonus tip: Add a simple lead magnet like a “Parent’s Guide to Choosing Childcare” to capture interest even if they’re not ready to enroll yet.
2. Respond Quickly and Personally
Speed matters—a parent reaching out is likely also reaching out to 3–5 other centers. A fast, friendly response gives you the edge.
Make this step amazing by:
- Following up within 24 hours (or faster!)
- Using a personalized email template that includes a warm intro, next steps, and a link to schedule a tour.
- Offering multiple ways to connect: phone, email, or text.
3. Make Touring Simple and Memorable
The tour is your time to shine. Parents are imagining their child in your space—your job is to help them feel welcomed, safe, and impressed.
To improve your tours:
- Make scheduling easy with a booking link or flexible time slots.
- Train your team to lead with warmth—not just policies.
- Share a printed or digital tour packet with your philosophy, rates, daily schedule, and next steps.
👉 Pro Tip: Have a little welcome sign with the child’s name for in-person tours—it’s a small touch that makes a big impact!
4. Streamline the Paperwork
Nothing kills excitement like clunky paperwork.
Fix it by:
- Using a digital enrollment platform like Procare, Brightwheel, or even a simple PDF with e-signature.
- Sending everything in one clear email with a checklist so parents know exactly what to do.
- Offering help if needed—some families may need support with tech or clarification.
5. Follow Up Like a Pro
If they don’t enroll on the spot, don’t assume they’re not interested. Often, parents just need a little more time—or a reminder that you’re still available.
How to follow up effectively:
- Send a thank-you email after the tour.
- Follow up again in 2–3 days with a friendly check-in.
- Use email or text reminders if space is filling up or a deadline is approaching.
6. Create a Wow-Worthy Welcome
Once they’ve enrolled, make that first week feel special. It sets the tone for the entire experience.
You can:
- Send a welcome email with what to expect on Day 1.
- Have a first-day checklist to ease nerves.
- Celebrate the start with a photo op or welcome gift.
Creating an amazing enrollment process doesn’t have to be complicated—it just takes intention. When your process is clear, warm, and organized, families feel confident choosing your center.
✨ Want tools to help you build a better enrollment system? Grab our free Childcare Marketing and Growth Toolkit for templates, tips, and resources to grow your center with ease.