Running a successful daycare means managing not just the children in your care, but also the families waiting to join. Here are 10 proven best practices for managing your childcare waitlist effectively.
1. Create a Clear Waitlist Policy
Document your waitlist policies and make them available to all families. Include information about:
- How positions are determined
- Priority categories (if any)
- Registration fees and refund policies
- How long families can remain on the list
2. Confirm Every Registration
Send an immediate confirmation when families join your waitlist. Include their position number, expected wait time (if possible), and next steps.
3. Separate Lists by Age Group
Maintain separate waitlists for each classroom or age group. A family might be #3 for toddlers but #15 for infants - tracking these separately prevents confusion.
4. Provide Self-Service Status Checks
Parents want to know their position without calling your office. Provide a way for them to check status online, reducing phone calls and emails.
5. Send Regular Updates
Don’t let families forget about you. Send quarterly updates even if nothing has changed. This keeps them engaged and reduces “are we still on the list?” calls.
6. Link Family Members Together
When a family has multiple children, link their records. This helps you identify priority families and plan for future enrollment of younger siblings.
7. Use Custom Statuses
Beyond just “waiting” and “enrolled,” use statuses like:
- Active (waiting for spot)
- Offered (spot offered, awaiting response)
- Enrolled (accepted and enrolled)
- Declined (offered but declined)
- Withdrawn (removed from list)
8. Document Everything
Keep notes on every interaction with waitlisted families. When you call to offer a spot, you’ll want to know their preferences and history.
9. Make Withdrawal Easy
Allow families to remove themselves from the waitlist easily. This keeps your list accurate and identifies families who found care elsewhere.
10. Analyze Your Data
Track metrics like average wait time, conversion rate (how many waitlisted families eventually enroll), and peak registration periods. Use this data to plan capacity and marketing.
Conclusion
A well-managed waitlist is a sign of a well-run center. These best practices will help you provide a better experience for waiting families while reducing your administrative workload. Software built for daycare waitlists can automate many of these tasks, from position tracking to parent communication, letting you focus on what matters most.