Family Profile & History (CRM)
Family Profile & History (CRM)
Follow families along their path from initial enquiry to enrolment. Store all information about the parent, their child, and possible opportunities together 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 centre. 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 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
A golden rule that should never be broken but is often overlooked – never forget to follow-up.
An important aspect of winning an enrolment is following up. This keeps your business at the forefront of a customer’s mind and prevents you from losing an enrolment 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 further into the future. Know ahead of time the tasks that need to be actioned.
Simple to comprehend, the tasks dashboard takes seconds to understand the current status of any task and work out the best plan to achieve it.
Online Tour Bookings
A crucial factor when families make a decision during their search for care, is ease of booking an online tour. At any time of the day or night. Reminders are sent to ensure busy families don’t forget their appointment and your valuable time is not wasted.
Automation Flows & Sales Processes
Sales is a process, not an action. To assist with this process, automated flows have been designed and implemented to remove tiresome, manual elements during the sales and enrollment process.
Confirmation emails, requests for feedback, reminders, and assigned tasks are examples of time-saving automations requiring minimum effort. Flows keep your service running smoothly and help guide you towards converting opportunities – or leads – to an enrollment. Efficiency is enhanced by automation.
Website Plugins
Designed to enhance your website, enrich the user experience, and make the task of finding care simpler for families visiting your website and also for your center, a selection of plug-ins – or features – are on offer that can easily be added to your center website making it accessible to families 24/7 so you can continue generating leads that link it to your CRM even outside of business hours.
Childcare Inquiry Form
Providing an inquiry form directly via your center website so families can contact you directly is a must. This way, when a family wishes to get in touch, ask a question, gather information, inquire about vacancies – they’re coming directly to you. This lead information then filters into the CRM in real-time and can be saved within the family’s profile for future access. The first stage in the sales pipeline, leading towards enrolment.
Room Ratio Maximizer
The room ratio maximiser 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.
Get the most benefit in your rooms, with enrolled children, and effortlessly manage and coordinate staff
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 queries, and also entertain parents. Packed full of information about the sector, and targeted at families with children in the early years – there’s something covering all ages. Available as a plug-in we recommend embedding onto your center website for families searching online, because great content makes a memorable first impression. .
Waitlist Management
Childcare Waitlist Form Plugin
Families like having options. Providing a waitlist form directly on your website makes your center more accessible. 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. Parents are regularly encouraged to update their waitlist requirements within the family portal, via automated emails.. The Smart Wizard recommends the best possible match for your centre according to your needs and preferences. Read More
24/7 Family Portal
Convenience is vital. So is an updated Waitlist. Providing families with 24/7 access to the family portal allows them to easily edit and manage their waitlist needs. Parents can add children, remove them, change requested days, give feedback, and access the portal anytime they wish, via your website or through automated emails sent via Vacancy.care. Centers are awarded with a regularly updated waitlist, meaning they avoid wasting time and resources chasing the wrong families.
Automated Offer System
Sending offers and tracking them online is simple with Vacancy.care. Our automated offer system streamlines the entire flow. Add deadlines to your offers. Convenient, automated, follow-ups are sent to the family. Tasks created automatically. Reminders to send enrolment papers and book orientations.
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, and everything you’re doing to achieve enrolments.
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 next step to take towards finalising an enrolment.