👀 Is Your Childcare Centre Making These Costly Mistakes?

Imagine this – a parent sees your online ad or drives past your vibrant centre signage. Their interest is piqued, and they start to picture their child enjoying the engaging activities you offer. They reach out, make contact, and from that very moment, an impression about your centre starts to form in their minds.

That impression isn’t just based on your facilities or the warmth of your team during the tour. It’s everything – from the first Ad they saw, the way you responded to their enquiries, the ease of booking a tour, and the feeling they got when they stepped through your doors. Each touchpoint is an opportunity to shape their perception, and it starts far sooner than you think.

However, behind these interactions lie unseen costs, both financial and otherwise, that most centres are not fully aware of. Do you truly know how much it costs to get a parent to step through your door?

In this newsletter, we’re taking a deep dive into the journey parents undertake from initial interest to enrolment. We’ll uncover the hidden costs involved, the common pitfalls, and the best practices for enhancing every interaction.

We will also introduce you to the AirChild platform, a game-changer in managing this parent journey, making it more seamless, consistent, and valuable for both your centre and the families you serve.

So, are you ready to revolutionise the way you perceive the childcare centre journey? Let’s unravel the true cost and immense value of first impressions.

The Price Tag on First Impressions: A Breakdown

Building a positive first impression carries a tangible cost. Each step that takes a parent from merely seeing your ad to becoming a qualified family comes with a price tag.

Breakdown of Costs: The Journey from Ad to Enrolment

Here’s a quick run-through of what those expenses might look like:

Childcare marketing cost per tour

Given this breakdown, you might be spending around $450 just to get a family through the door. It’s a significant investment, to say the least. However, it’s important to note that these costs can vary widely from centre to centre, depending on the specifics of your marketing strategy and staff involvement.

But don’t worry – understanding these costs is the first step to improving effici/ency and creating a more sustainable model.

Building a successful childcare centre is a journey, and a well-managed tour booking process is the roadmap. It’s the first real interaction parents have with your centre, making it a golden opportunity to exceed expectations and make a lasting impression.

Childcare tour booking system using AI

Now, we’re going to look at how to make every dollar count by ensuring you provide a consistent, high-quality experience throughout the parent journey.

Your Families Journey: A Deeper Look at the search-to-Enrolment Process

By now, we’ve established that first impressions start way before a family sets foot into your centre. It begins the moment they see your ad or spot your building while driving by. From there, a series of interactions help form their opinion of your brand, quality, and consistency of care.

To really understand this process, we need to look closely at the typical stages a family goes through when choosing a childcare centre. The table below depicts these stages, along with the key considerations at each point. But more than that, it shows how we, at AirChild, assist at each step to create a smoother, more efficient process for both your team and the families you serve.

Childcare enrolment process for families

Each of these stages is critical in converting a parent’s initial interest into an enrolment. They provide numerous opportunities to showcase your centre’s dedication to quality childcare, ease of interaction and professionalism. Understanding this journey can help you better anticipate and meet parents’ needs, ultimately driving higher enrolment rates.

Childcare tour feedback and CRM segmentation

This is only a general baseline, and we strongly suggest you tailor this journey to fit the unique experience your centre offers. If you have additional steps or stages that you think we’ve missed, do let us know and we’d be more than happy to add them.

Being consistent right from the outset across all channels will not only keep you on brand but improve your conversion rate – that is how many families will be enticed to book a tour and enrol.

📌 The Right Way and the Wrong Way to Handle Tour Bookings

The tour is often the first physical interaction a family has with your childcare centre. It is their opportunity to get a feel for the environment, meet the staff, and picture their child thriving in your care. Therefore, it’s absolutely pivotal that this experience is managed with the utmost professionalism and attentiveness.

However, not all tours are created equal. There are practices that can make or break the experience, and it’s important to know what works and what doesn’t. We’ve laid out some do’s and don’ts when it comes to handling tour bookings effectively. Let’s have a look:

Do’s and don’t for managing a centre tour

As you can see, the right way to handle tour bookings is all about prioritising the parent’s experience. From the moment they consider booking a tour, right through to their decision to enrol or not, every step matters.

Childcare CRM Family nurture experience – Airchild.ai

🚀 Leverage the Power of AirChild: Tour Booking Reinvented

1. 24/7 Availability with Luna AI: With Luna, AirChild’s intelligent assistant, parents can book a tour at their convenience, any time, any day. Luna can answer any questions parents might have about the tour booking process, providing immediate assistance and making the process seamless.

2. SMS Integration: AirChild streamlines the process of scheduling a tour through SMS conversations with Luna, ensuring parents can book their tours in a way that suits them best.

3. Notification and Reminder System: Automated notifications and reminders are sent leading up to the tour, reducing the chance of no-shows and keeping parents engaged. This proactive approach ensures both the centre staff and parents are on the same page.

4. Streamlined Parent Experience: Luna gathers crucial information during the booking process, allowing for a more personalized and well-prepared tour experience. This ensures that the tour guide is well-informed about the parents’ needs and expectations, enhancing the overall experience.

5. Unified Omni-Channel Inbox: With AirChild, all communication, whether it’s an SMS, email, or phone call, is unified in one inbox. This allows all staff to be updated about each parent’s interactions, so parents never have to repeat themselves and have a more personalised experience.

6. Tour Booking Pipeline: Once the tour is booked, parents are automatically categorised into different stages in the pipeline, allowing for targeted follow-ups and interactions. This feature ensures that all parents receive the appropriate response and follow-up, no matter their readiness to enrol.

7. Integrated Booking Calendar: AirChild integrates with both Gmail and Outlook calendars to synchronise availability for tours. This makes managing tour schedules easy and efficient for the centre staff and ensures parents see real-time availability when booking.

8. Data-Driven Insights: AirChild helps you understand the success of your tours by collecting and analysing parent feedback and enrollment rates. These insights are invaluable in improving the tour experience and optimising the enrolment process.

💫 Final Thoughts and Next Steps

By this point, you should have a deep understanding of the potential impact of first impressions on parents, the true cost of securing tours, and the power of a streamlined booking system. It’s clear that the journey from a simple inquiry to enrolment involves various stages, each with its unique set of challenges. Yet, each challenge presents an opportunity for your centre to impress and engage families further.

With AirChild, you have an all-in-one solution that enhances each step of this journey, ensuring every interaction with parents is effective, efficient, and personalised. Whether it’s the ease of booking a tour via Luna, the AI-powered bot, or the peace of mind provided by the Omni-Channel Inbox, you’ll have the tools you need to deliver an exceptional experience.

Not only does this approach save your centre time and money, but it also allows you to make the most of each interaction with parents. It’s not just about securing more tours; it’s about building trust, delivering quality experiences, and turning interested parents into loyal families.

Personalised parent nurturing with AI

Now, it’s time to take action. Experience the benefits of AirChild for yourself and see how it can transform your tour booking process and the entire parent journey. And remember, every change you make to improve this process isn’t just an upgrade—it’s an investment in your centre’s future.

Download our free guide “Win More Families from Your Childcare Centre Tours” to learn more about how AirChild can help you improve your centre’s tour and enrolment processes. The guide includes email templates, checklists, and scripts to help you get started.

Visit https://www.airchild.ai/the-ultimate-centre-tour-guide-for-childcare-owners/ to download it today.

If you’d like to get on a call and discuss your centre’s requirements, you can book a time here.

Start making lasting first impressions, improving your tour bookings, and winning over more families. With AirChild, you’re just a step away from delivering the best childcare experience possible.


Best regards,


P.S. Remember, an efficient phone system is just a click away. Try one of the features – our automated phone-to-SMS feature demo now: Simply call our demo childcare centre, Voyagers Early Journey, on 0488 883 002 from your mobile. Experience how easy and seamless it is to communicate with the centre using AI and automation to get immediate answers 24/7.