Guide
Answering new inquiries fast: a simple follow-up routine
A repeatable routine for responding to new families, booking tours and following up without being pushy.
Families looking for child care usually contact several centers at once. The center that answers quickly and makes the next step easy often gets the tour. Here's a simple routine any director can run.
Respond the same day, ideally within minutes
A quick, friendly reply shows a family you're organized and that you care. If you can't call right away, a short text or email that offers tour times is far better than silence.
Make the next step obvious
- Offer two or three specific tour times instead of asking "When works for you?"
- Ask one question that helps you prepare: the child's age and the start date they have in mind.
- Confirm the tour and send a reminder the day before.
Follow up on a schedule, not a whim
- Day 1: first reply with tour times.
- Day 2: a call if you haven't heard back.
- Day 5: a short, helpful message (for example, your enrollment checklist).
- Day 10: a final friendly check-in, then move them to "nurture" and reach out when a seat opens.
Make every tour count
Greet the family by name, show the classroom their child would join and introduce the teacher. Before they leave, explain exactly how to enroll and what happens next.
Track where families come from
Write down the source of every inquiry (Facebook, Google, a referral, a drive-by). Over a few months you'll see which channels bring families who actually enroll.
Orbit can text new families automatically and track every lead from first contact to enrollment. See built-in marketing.
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