Family Profile & History (CRM)
Family Profile & History (CRM)
Follow families along their path from initial inquiry to enrollment. Store all information about the parent, their child, and possible opportunities in one convenient place.
History and notes
Strengthen relationships through clever note-keeping and track historical activity within a family. The ability to access this valuable information in one place through a CRM can increase revenue by over 40%.
CRM Lead Tracking
Sales Stages
Classify your leads in different stages. Move them across your sales funnel. Identify where your leads are getting stuck and where your opportunities are falling off.
Parent Feedback
Businesses often only get access to feedback from existing customers – or enrolled families. Our automated reviews can also collect feedback on center tours and parents that withdraw their interest in your center. Automated and therefore less personal, families are more likely to feel comfortable enough to tell you what they really think.
Parent Reviews & Referrals
95% of customers take reviews into consideration before making a decision and 72% won’t make a purchase until they’ve read reviews. We have the perfect tools on offer to help you with this, which also emphasize word-of-mouth marketing. A customer who has previously provided a positive review is more likely to offer their opinion when asked.
Real-time Website Plugins
Show real-time vacancies on your website for families searching online for care, making your business more accessible.
Marketing Automation
Marketing Campaigns
Our marketing tools allow you to easily pinpoint specific groups of families, targeting marketing campaigns directly to them. Use editable templates to reach your parents via email and SMS. We know the importance of having multiple options available to connect with busy families.
Automated Email Templates
Vacancy.care CRM+ is a smart software solution with automated flows designed to increase your childcare occupancy. We use email templates that are automatically triggered by different actions and are totally customizable by users to meet their center’s needs.
Campaign Email Templates
Rather than writing the same email multiple times over, create an editable template. It’s simple! We’ve also pre-loaded the most common templates for the childcare industry, to save you time and energy.
Task Management
Smart Task Management
Never forget to follow-up — a golden rule that should never be broken but is often overlooked.
The key to more enrollments is following up. This keeps your business at the forefront of a customer’s mind and prevents you from losing an enrollment to your competition.
Designed to guide you each step of the way, our smart task management even creates automated tasks to prompt you to follow up.
CRM Task Dashboard
Our task dashboard is visual, making it easy for a center to plan their day, their week, or months ahead. Know ahead of time the tasks that need to be actioned.
Easy to understand, the tasks dashboard shows you the current status of any task so you can act on it and cross it off your list immediately.
Online Tour Bookings
When parents are looking for centers to enroll their children in, your online tour booking process should be frictionless. Parents want the ability to book a tour effortlessly while getting confirmation instantly.
With automated reminders, ensure busy parents show up for their appointments and present your center in its best state possible.
Automation Flows & Sales Processes
Sales is a process, not an action. To assist with this process, we have designed and installed automated flows have been designed and implemented to remove tiresome and time-consuming steps during the sales and enrollment process.
Confirmation emails, feedback requests, reminders, and assigned tasks are just some regular tasks we’ve automated to save you time and effort. These flows keep your service running smoothly and help guide you towards converting opportunities – or leads – to an enrollment. Let automation enhance your efficiency.
Website Plugins
Designed to enhance your website, our website plugins enrich the user experience. These plugins help you become accessible to parents 24/7 so you continue generating leads that flow directly to your CRM.
Childcare Inquiry Form
Having an inquiry form that flows directly to your CRM+ is a must. This way, when a family wishes to get in touch, ask a question, gather information, or inquire about vacancies – their inquiry details filter into the CRM in real-time and is saved within the family’s profile for future access. Getting as much information about the lead at this early stage helps you move them faster towards enrollment.
Room Ratio Maximizer
The room ratio maximizer coordinates vacancies in an early childhood center, allowing those vacancies to be offered to enrolled children in other rooms at the center, while still adhering to legal room ratios.
Mazimize your room occupancy, and manage and coordinate staff effortlessly.
Childcare Content For Websites & Newsletters
Get the latest content about childcare to distribute to your families or add to your website. Provide your families with a valuable read that will make you look good, solve their parenting problems, and give them fun ideas to try with their children. Available as a plug-in, we recommend embedding the newsletter onto your center website for families searching online, because great content always makes a memorable first impression.
Waitlist Management
Childcare Waitlist Form Plugin
Families like having options. Providing a waitlist form directly on your website helps your center secure leads for the future. Customize your form to receive the information you need. Forms feed leads directly into the CRM, which trigger sales and automation processes.
Smart Waitlist
A valuable tool on hand for when a vacancy becomes available. The Smart Wizard recommends the best possible match for your center according to your needs and preferences. Read More
24/7 Family Portal
Convenience is vital. So is an updated Waitlist. Through the portal, parents can add children, remove them, change requested days, give feedback, and access the portal anytime they wish, via your website or through links from automated emails. Centers receive a regularly updated waitlist, allowing providers to focus their efforts only on interested leads.
Automated Offer System
Sending offers and tracking them online is simple with Vacancy.care. Our automated offer system streamlines the entire flow. You can even add deadlines while follow-ups are automated so you never lose a deal. Better outcomes, less effort.
Reporting & Analytics
Sales Pipeline & Reporting
Track your progress with the powerful reporting capabilities, offering insights on information captured within the sales pipeline. From opportunities to activity, know what works to achieve enrollments.
Reporting & Sales Funnel
The sales funnel, accessible on the dashboard, provides a visual representation of each opportunity – or lead. It’s where you see the progression of leads. There are different stages, allowing for effective tracking of leads. By using the funnel as a guide, you’ll save time knowing the right step to take towards finalizing an enrollment.