Every year, preschools experience a surge in waitlist inquiries as families plan for the upcoming school year. Here’s how to prepare for peak enrollment season and manage the influx of interested families.
When Does Peak Season Hit?
For most preschools, peak registration happens:
- January - March: Families planning for fall enrollment
- Spring: After school open houses and tours
- Late Summer: Last-minute families seeking spots
Understanding your busy periods helps you staff appropriately and prepare materials in advance.
Preparing Your Waitlist System
Before the rush begins, make sure your waitlist system is ready. Preschool waitlist software can streamline the entire process, but whether you use software or spreadsheets, you should:
- Clean up your current list: Contact families to confirm continued interest
- Update your forms: Ensure all fields capture the information you need
- Test your signup process: Go through the experience as a parent would
- Prepare email templates: Have confirmation and follow-up emails ready
Managing Tour Requests
Tours often lead to waitlist signups. Streamline the process:
- Offer group tour times to be more efficient
- Have waitlist signup available immediately after tours
- Follow up with tour attendees who don’t sign up within a week
- Track which tours lead to the most enrollments
Setting Expectations
Transparency about wait times prevents frustration:
- Share typical wait times by age group
- Explain how positions are determined
- Be clear about priority policies (siblings, staff, etc.)
- Let families know when they’ll hear from you
Staying Organized
As inquiries increase, organization becomes critical:
- Respond to all inquiries within 24-48 hours
- Track which marketing channels generate the most interest
- Keep notes on each family’s specific needs and preferences
- Use tags to identify hot leads vs. casual inquiries
Conclusion
Peak enrollment season doesn’t have to be chaotic. With the right preparation and systems in place, you can provide an excellent experience for prospective families while efficiently managing your growing waitlist.