Scheduling Tips
Appointment Scheduling Tips for Daycares
Managing a daycare means you are constantly balancing state-mandated ratios with the need to fill open spots. This guide provides a roadmap for scheduling tours and enrollments without ever taking your eyes off the children in your care.
The Golden Window for Facility Tours
Scheduling a tour at 8:00 AM or 5:00 PM is a recipe for disaster. These are peak drop-off and pick-up times where parents are rushing and kids are often emotional. Instead, schedule your tours during the 'Golden Window'—usually between 9:30 AM and 11:00 AM. This is when the children are engaged in structured activities, the environment is calm, and you can actually speak to a prospective parent about a $1,500 monthly enrollment without being interrupted by a toddler's lunch needs. Another great option is the first 30 minutes of nap time when the room is quiet and focused.
Key takeaway: Only schedule tours during low-activity periods like mid-morning or early nap time to show your center at its best.
Eliminating Tour No-Shows
Parents are incredibly busy and often forget tour appointments made weeks in advance. A missed tour is a missed $2,500 recurring revenue opportunity. Implement a mandatory three-step confirmation: a text 24 hours before, an automated call 4 hours before, and a digital 'What to Expect' packet sent immediately upon booking. Since you can't be on the phone while supervising children, using a service like SkipCalls can handle these initial booking calls and send the confirmations for you, ensuring your calendar stays full of qualified families.
