For Childcare centers, preschools, and early learning operators with one or several sites
Find inquiries and tours nobody followed up on
Parents usually tour more than one center. When an inquiry waits a day for a reply, or a tour family never hears back, they enroll somewhere else, and the center never knew they were close.
What it can cost you
Example: 6 tour families a month lost to no follow-up x 30% who would have enrolled x $14,000 yearly tuition = $25,200 a year.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Lists new inquiries with no reply after a set time.
- Lists completed tours with no follow-up logged.
- Shows inquiry to tour to enrollment conversion by site.
- Flags tours booked but not attended.
- Shows conversion by lead source, like website, referral, or listing sites.
Where it reads from
- LineLeader
- Procare
- Brightwheel
- Kangarootime
What happens when it fires
The director sends a personal note or calls. The system drafts the notes and tracks who replied.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every inquiry without a reply is in the next morning brief. 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
We track tours on paper. Can it still help?
It works best when tours are logged in your CRM or center software. It can also flag when tours stop being logged.
Will it send messages to parents on its own?
No. Messages to families stay personal. It drafts, and your director sends.
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.
- Stale waitlistFlag childcare waitlist families with no contact in months, start dates already passed, and fees paid with no update, so your list stays real.
- 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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