Tour booking updates
A booking arrives, the family record changes and a reminder is prepared.
Daycare enquiry tracking, from first question to enrolment.
Keep parent enquiries, tours and waitlist follow-ups together. I connect the tools your centre uses so your team knows who needs a reply and what happens next.
Book a free 20-minute reviewWatch the exampleCustom automation for childcare centres. Based in Moncton, supporting businesses remotely.
Example family enquiry
Emma’s looking for a toddler place.
Website form receivedDetails captured
AI organises the requestReady for review
Staff checks availabilityTour invitation prepared
Next action recordedFollow-up scheduled
Fictional example. Your team confirms spaces and enrolment.
Parent enquiries shouldn’t depend on someone remembering to follow up.
A website form arrives during a busy morning. A parent calls after lunch. Another family emails to ask whether their child is still on the waitlist. When those conversations sit in different places, it takes time to work out who has replied.
I build a shared enquiry tracker with an owner, stage and next action for each family. The aim is to reduce copying between tools and make outstanding work visible to your team.
See a parent enquiry move through the workflow.
Choose a tour or waitlist scenario, then run the example. Click a step to inspect the information it receives and the output it prepares.
Interactive example with simulated activity. No messages are sent.Open workflow full screen →
The example illustrates connected workflows: enquiry intake, tour booking updates and a scheduled staff digest. In a live setup these may be separate automations.
See the other automations in action.
Pick a workflow to watch a sample enquiry move between tools.
Waitlist follow-ups
A family request is recorded and a check-in is queued for staff review.
Morning staff digest
Due callbacks and tour follow-ups are collected into one staff email.
Interactive examples with fictional records. Connections are simulated.
A practical setup for your enrolment desk.
I start with how your team works today, including the information parents provide and the steps staff need to approve.
Explore the sample enquiry dashboard →01
Capture and organise enquiries
Collect form submissions in one place, identify repeat enquiries and record the program, location, requested days and start date.
02
Keep tours and follow-ups together
Connect supported booking tools, record tour status and prepare reminders. Give staff a list of families due for a callback.
03
Maintain a useful waitlist
Track each family’s request and last contact. Prepare check-ins while your staff control availability, priority and offers.
04
Understand where enquiries come from
Record sources such as your website, parent referrals and campaigns. Compare enquiries, tours and enrolments when those outcomes are recorded.
AI helps with the admin. Your team makes the decisions.
An AI step can turn a parent’s message into a summary, identify missing information and prepare a reply. I build in review points so staff can check details before a response is sent.
AI won’t decide which child receives a place, change your waitlist priority or promise availability.
Keep the process familiar for your team.
Your booking tool, inbox and family records shape the setup. I start with what you already have, then connect the steps that need less manual work.
Explore the tools below →Your daycare. Your tools. A workflow built around both.
You don’t need to switch everything to the apps in this demo. I customise enquiry capture, tour updates and follow-ups around the tools your team already uses.
Tour bookings & calendars
Use your existing booking page for tours and meetings.
Calendly
Acuity Scheduling
Microsoft Bookings
SetmoreGoogle CalendarForms, email & records
Collect enquiries and keep staff follow-ups together.
Google Forms
Jotform
TallyGmail
OutlookGoogle Sheets
Airtable
ZapierAlready using childcare software?
I review what it already handles, then scope the gaps and available connections.
Brightwheel
Lillio
Procare
FamlyWhat would your setup look like?
Change the tools to see how the example adapts.
1Parent books a tour in Calendly
↓2Update the enquiry in Google Sheets
↓3Prepare the staff follow-up in Gmail
Simulated example. Final connections depend on your tools and subscription.
Don’t see your software? Bring its name to the review. I check its existing features and connection options before proposing the setup. Childcare platforms shown are examples to assess, not confirmed integrations.
Built, tested and explained.
I’m Valentina, a technical virtual assistant based in Moncton. My work includes enquiry tracking, CRM administration and automation. You can see a related example on my clinic enquiry tracking page.
This daycare workflow is a demonstration of a proposed service, rather than a daycare client case study.
What the setup includes
A review of your current process, an agreed workflow, the tracker and supported connections, test submissions, follow-up rules and a handover guide for your team.
Pricing depends on the connections.
I provide a fixed setup quote after the review. Software subscriptions, messaging charges and ongoing support are discussed separately before work begins.
Explore CRM and automation support →Daycare automation questions
Where your tools support the connections, I can build around your existing forms, email and calendar. I review your childcare software before recommending a separate tracker.
It can track requests, contact history and follow-up dates. Your staff retain control of priority, eligibility, availability and offers. I won’t assume your centre’s enrolment rules.
The example uses AI to organise an enquiry and draft a response for review. The live scope depends on your process and the information you choose to collect.
We agree which messages can be sent automatically and which need approval. The demo doesn’t send emails or texts. A live setup is tested before it is switched on.
I need to check the specific platform, subscription and available integration options. Some tools support Zapier or other connections; others may need a different approach.
Start with the contact and enrolment details your team needs to respond. We review access and data handling before connecting real records. Detailed child or medical records don’t belong in this demonstration.
Show me how your centre handles enquiries.
We’ll look at where requests arrive, how tours are booked and how your team follows up. You’ll get a proposed scope and setup price.
Book a free 20-minute review