CRM for Daycare Centers

• The problem

  A family tours the center, says they will decide, and nobody contacts them again.

  In Kompot.ai

  Each family is an opportunity moving through your stages: inquiry, tour booked, toured, place offered, enrolled. When a tour is marked done, a workflow creates a task for the director to follow up, so no toured family is left without a call.

• The problem

  A place opens in the toddler room and you cannot tell which family wanted that start date.

  In Kompot.ai

  The child's date of birth, the wanted start date and the days needed are custom fields on the family's contact. Families you could not place yet stay as open opportunities in their own stage, so you read the list instead of digging through old emails.

• The problem

  A grandparent arrives at pickup time and staff have to call the office to check.

  In Kompot.ai

  The people allowed to collect each child — name, relationship, phone — are custom fields on the family record, next to the signed authorization form. A teacher opens the record in a phone's browser at the door and reads the list.

• The problem

  Enrollment packets come back half-filled, with one parent's signature missing.

  In Kompot.ai

  The enrollment agreement and consent forms are document templates with merge fields. Send them by email or link, add both parents as signers, and see who has signed. The finished PDF with its audit trail is filed on the family record.

• The problem

  Monthly fees are invoiced by hand, and a late payer is noticed weeks afterwards.

  In Kompot.ai

  Put each family on a subscription invoice billed monthly with a card payment link. Payments are recorded against the invoice, a partial payment shows what is still owed, and overdue invoices are flagged as soon as they slip.

What you keep on record

Child and family record

The child's date of birth, room and start date, both parents' phones and emergency contacts, as custom fields on one contact.

Authorized pickup people

Name, relationship and phone of everyone allowed to collect the child, in custom fields beside the signed authorization form.

Enrollment forms and consents

The signed enrollment agreement, photo release and field trip permission stored as documents with their audit trail.

Fees and extras

Full-time and part-time rates, the registration fee and late pickup charges in your price list, ready for invoices.

Questions owners ask

Can I keep track of families who inquired before a place is free?

Yes. Keep them as open opportunities in a stage of their own, with the child's date of birth and wanted start date on the contact. When a place opens in a room, you see which families asked for it and write to them from the record.

Where do I record who is allowed to pick a child up?

In custom fields on the family record: name, relationship and phone for each person, with the signed authorization form attached as a document. Staff can open the record on a phone at pickup time.

Can both parents sign the enrollment agreement online?

Yes. A document can have several signers. Each parent gets it by email or link, signs on their own device, and you get a PDF with an audit trail showing who signed and when.

How are monthly childcare fees billed?

With a subscription invoice issued every month. The parent pays by card through the payment link, a part paid in cash or by transfer is recorded by your staff, and overdue invoices are flagged so you can speak to the family early.