For Childcare centers, preschools, and early learning operators with one or several sites
Find waitlist families who have gone cold
The waitlist looks long, but many families found care elsewhere months ago. When a seat opens, the director calls down a list of families who no longer need it, and the seat sits empty while they do.
What it can cost you
Example: 2 weeks lost per opening x 10 openings a year x $300 weekly tuition = $6,000 a year.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Lists waitlist families with no contact in a long stretch.
- Flags families whose desired start date has already passed.
- Counts waitlist families by age group against expected openings.
- Checks families who paid a waitlist fee and have not been updated.
- Tracks how often offers are declined because the family enrolled elsewhere.
Where it reads from
- LineLeader
- Procare
- Brightwheel
- Kangarootime
- Famly
What happens when it fires
The director sends a short check-in to confirm interest. The system drafts it and updates the list from replies.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
The waitlist is checked for stale entries every month, and replies are logged within one business day. We agree on the metric before the Sprint starts and measure it over the first 20 business days after go-live. If we miss it, you get half your Sprint fee back. Dollar savings are tracked in your monthly saves log, reported rather than promised.
Questions
Will it remove families from the list?
No. It flags families to check in with. Your staff decides who comes off.
Can it see which age group has the longest wait?
Yes. It shows waitlist size against expected openings by age group and site.
Do I need new software for this?
No. The system reads from the tools you already use, with read-only access by default. A guardrail layer controls exactly which data the AI can see.
What does it cost?
A 3-week Sprint is $6,000 fixed and includes the morning brief plus one automation tied to an agreed metric. Ongoing support is $1,500 a month, or $500 a month to keep it running without new automations. If the agreed metric is missed over the first 20 business days after go-live, half the Sprint fee is refunded.
How is this different from a dashboard app or a free AI kit?
A dashboard app shows numbers when you go look. A free AI kit gives you the parts, and you do the setup, the upkeep, and the checking. Here the alarms are built for your kind of business, they watch outside data like market rates and rule changes alongside yours, and on Run or Keep-Running, the person who built them keeps them working and logs what they caught.
More alarms for childcare and preschool operators
Seven more things worth watching.
- Ratio coverage gapsCompare scheduled teachers to expected children by classroom and time of day, and flag rooms at risk of running over your required ratio.
- Open seats and age transitionsTrack open seats by classroom and age group, plus upcoming move-ups and withdrawals, and match each opening to families on your waitlist.
- Tour follow-up gapsFlag childcare inquiries with no reply, tours with no follow-up, and families who toured but never enrolled, by site and source.
- Tuition past dueFlag childcare tuition past due, failed autopay charges, and families falling behind, by site and age, so balances stay small and conversations stay kind.
- Third-party payments lateTrack when tuition paid by third parties, like subsidies or employer benefits, is expected versus received, so late payments do not squeeze cash.
- Staff certifications expiringTrack CPR, first aid, and required training expiration dates for every childcare staff member, by site, and get a list well before anything lapses.
- Families likely to withdrawFlag childcare families with dropping attendance, schedule cuts, or rising balances, so the director can check in before a withdrawal notice.
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