New Customer Onboarding Checklist for Daycares

Use a service like SkipCalls to handle inquiries for infant, toddler, or after-school spots while you are supervising kids or during nap time so you don't lose the lead to a competitor.

Daycare ratios are strict; you need to know immediately if the inquiry is for a 6-month-old versus a 3-year-old to check your license capacity.

Confirm if they need Full-time ($1,000-$2,500/mo) or Part-time ($500-$1,200/mo) to ensure their needs align with your available slots.

If full, offer to add them to the waitlist immediately; parents often call multiple centers and appreciate an instant confirmation of their spot on the list.

Set tours during low-activity times like 10:00 AM to ensure you can talk while children are engaged in structured play.

Outline your policies on late pickups, sick child exclusions, and holiday closures so there are no surprises later.

Identify any life-threatening allergies or special dietary needs before the child ever enters the classroom.

State laws require these to be on file before the child's first day of care.

Explain when nap time, circle time, and outdoor play occur so parents feel comfortable with the daily routine.

Ensure the family's discipline philosophy matches your center's approach to maintain a harmonious environment.

Secure the spot with a non-refundable deposit (typically $50-$150) to ensure the parent is committed.

Legally document exactly who is authorized to take the child from your facility.

Clearly state the monthly or weekly rate and the penalties for late payments.

Get parents logged into apps like Brightwheel or Procare for daily reports and photo sharing.

Determine if you have permission to use the child's image for your daycare's social media or website.

Send a text or quick update within the first two hours of their first day to ease parental anxiety.

Ensure extra clothes, diapers, and bottles are clearly marked with the child's name to prevent mix-ups.

Create a dedicated space for the child to help them feel a sense of belonging and routine.

Schedule a 5-minute chat at Friday pickup to discuss how the child is acclimating to the group.