The operation
Two classrooms, sixty-some families, an owner-director who teaches until three. The school filled itself for years on word of mouth, with enrollment living in a phone, a binder, and the director's memory. No website. A Google listing with an old phone number and four photos.
Where it leaked
Booking a tour took phone tag: parents called during naptime, the director called back during pickup, and four in ten scheduled tours no-showed. Intake was a printed packet that came back half-filled, so shot records and emergency contacts got chased for weeks into the school year.
The waitlist was a page in the binder. When a spot opened, whoever the director reached first got it. Re-enrollment season meant three weeks of evenings.
What we implemented
It started with a free demo: a working version of their website, built from the school's name and a short call, that the director could look at before committing to anything.
- 01 A website on their domain
A website on their domain
Programs, photos, and one clear action: book a tour. It belongs to the school, on a domain they own.
- 02 Tour scheduling
Tour scheduling
Parents pick a slot that fits around the teaching day. Reminders go out the day before and the morning of. A no-show gets one automatic offer to rebook.
- 03 Digital intake
Digital intake
One form on the parent's phone feeds one roster. Anything missing, a signature, a shot record, an emergency contact, gets asked for automatically until the file is complete.
- 04 A waitlist that keeps its own order
A waitlist that keeps its own order
Position-stamped when a family joins. When a spot opens, the next family gets forty-eight hours of first refusal, then it rolls to the following one.
- 05 Parent reminders
Parent reminders
Closures, picture day, re-enrollment windows. Written once, sent on time, every time.
How it runs now
A family gave notice on a Monday. The next family on the waitlist got the offer that afternoon, accepted Wednesday, and had a complete intake file by Friday. The director learned all of it from the dashboard after class.
The numbers
8%
Tour no-shows, down from roughly 40 percent
Reminders the day before and the morning of.
9 hrs
Of the director's week, back
The admin she no longer does by hand.
100%
Intake files complete before a child's first day
Was weeks of chasing paper packets.
4 days
To run re-enrollment, down from three weeks
Opened on a Friday, done by Tuesday.
“Re-enrollment used to eat my March. This year I opened it on a Friday and it was done by Tuesday. I teach more and chase paper less.”
A representative engagement. Client identifying details are withheld.