How To Create Daycare Waiting Lists (Free Templates) (2024)

Daycare waiting lists – they strike hesitation in parents and leave a sour taste for providers. Finding the right childcare is paramount, but long waitlists can wreak havoc on work schedules, finances, and a child’s ideal learning start.

The culprit? Often, it is clear communication and efficient waitlist management. Parents are left in the dark, unsure of their place in line, while providers need help to juggle enquiries and maintain a smooth operation.

This blog aims to bridge the gap between parents and preschool providers around daycare waitlisting – from crafting the perfect waitlist process to increasing admissions for preschool owners.

Define enrollment priority: Establish clear criteria for ranking applicants on the waitlist. This could include factors like:

• Date of application: Early applicants receive higher priority.
• Sibling enrollment: Having a sibling already enrolled can offer an advantage.
• Program participation: Families attending parent-child classes at your preschool might receive priority.
• Needs-based considerations: Prioritize families with specific needs (single parents, children with disabilities) within available capacity.

Set deadlines: Establish clear deadlines for applications and waitlist updates. This helps manage expectations and avoids confusion.

Bonus Tip: Clearly outline your enrollment priority criteria on your website, informational materials, and during tours.

• Regular updates: Send periodic updates to families on the waitlist (quarterly emails are a good starting point). These updates can include:
  – Average waitlist movement (number of openings in the past quarter).
  – Estimated timelines for enrollment (based on current trends).
  – Important program announcements or upcoming events.
• Offer multiple communication channels: Allow families to choose their preferred communication method (email, phone calls, online portal).
• Prompt responses: Respond promptly to inquiries from families on the waitlist. This demonstrates professionalism and fosters positive relationships.

• Waitlist fee: Consider a small, non-refundable fee to deter non-serious applicants and generate administrative support.
  – Justification: This fee can help offset costs associated with managing the system (software, staff time).
• Enrollment deposit: A refundable enrollment deposit secures a spot once offered.
  – Justification: This deposit discourages families from holding onto spots they might not ultimately utilize. Returned deposits demonstrate fairness and transparency.

• Seamless Application Process: Look for software that offers an easy-to-use online application form for parents.
• Multiple Communication Channels: Ensure the software integrates with email, text messages, or an online portal for updates to families.
• Waitlist Visibility (Optional): Some software allows families to see their estimated position on the waitlist. Consider the pros and cons of offering this level of transparency, as it can create anxiety for families lower on the list.
• Multilingual Support (if applicable): If your preschool caters to diverse families, consider software with multilingual capabilities.
• Security Features: Choose software with robust security measures to protect sensitive applicant information.
• Seamless data entry: Capturing all essential details from enquiries, including child’s information, parent/guardian contacts, and preferences (full-time, part-time, age group) is an important step most softwares doesn’t offer, but is extremely helpful to you.
• Automated updates: Pick software that updates contact information automatically to minimize errors and ensure you reach the right families.
• Labeling & segmentation: Make sure you can organize your waitlist with customizable labels (age, preferred start date) to prioritize enquiries and identify the best fit for openings.

Communication is key to fostering positive relationships with waitlisted families. Here are some strategies to keep in mind:

• Clear and consistent messaging: Use clear, concise language in all communication, whether emails, website updates, or social media posts. Be consistent with your messaging and branding across all platforms.
• Regular updates: Provide waitlisted families with regular updates on your program, enrollment timeline, and average childcare waitlist movement (quarterly updates are a good starting point).
• Multiple Communication Channels: Offer families a choice in how they receive updates (email, text messages, online portal).
• Personalize when possible: Include the parent’s name and child’s name in greetings and communications whenever possible. A personal touch goes a long way in building rapport.
• Positive and uplifting tone: Maintain a positive and welcoming tone in all communications. Express gratitude for their interest in your program and highlight the unique aspects of your preschool environment.
• Be responsive: Respond promptly to inquiries from waitlisted families. This demonstrates professionalism and values their interest in your program.

Don’t let waitlisted families feel like they’re in the dark. Here are some content ideas to keep them informed and engaged:

• Blog posts: Share valuable content related to early childhood development, parenting tips, and age-appropriate activities. Offer downloadable resources like printable activity calendars or e-books on toddler milestones.
• Social media: Utilize platforms like Facebook and Instagram to showcase your preschool environment, daily activities, and special events. Host live Q&A sessions or “Takeover Tuesdays” featuring teachers or current parents.
• Email newsletters: Send periodic (monthly or bi-monthly) newsletters highlighting upcoming events, program updates, and success stories from current students. Include heartwarming anecdotes or photos showcasing the joy of learning at your preschool.

Waitlist data is more than just a list of names. It’s a treasure trove of insights waiting to be discovered. Here’s how to analyze your data to identify key trends:

• Demographics: Analyze the ages, zip codes, and family structures of waitlisted families. This can help you identify underserved demographics in your community and tailor outreach efforts accordingly.
• Program Preferences: Do many waitlisted families express interest in specific programs (e.g., Spanish immersion, outdoor play)? This data can inform future program development or expansion of existing offerings.
• Sibling Enrollment: How many waitlisted families have siblings already enrolled? This can indicate a strong sense of community and satisfaction within your current family, potentially attracting more siblings in the future.

By analyzing trends and understanding waitlist movement, you can gain valuable insights to inform strategic decisions:

• Enrollment Projections: Project future enrollment based on historical data and current trends. This allows for proactive planning and ensures you have adequate staffing and resources to accommodate anticipated growth.
• Staffing Needs: Based on enrollment projections, determine if additional teachers or support staff will be needed to maintain your high-quality learning environment.
• Program Expansion: Childcare waitlist data can justify the need for expanding existing programs or even opening new classrooms to meet the community’s demand.

Here is a guide on enrollment management with lead management and online registration.