blonde woman on cell phone, looking at crm online tour scheduler tool

CRM Best Practices – Increase Conversions with Parent-Scheduled Tours

By Teddy Hook on Sep 2, 2021 10:02:01 PM

Tours are a big part of your business. ChildcareCRM is designed to help you engage with families across their entire journey - from the initial discovery of your center through enrollment. We recognize how important each element of this journey is, the most significant being when a family tours your facility!

Here at ChildcareCRM, we spend a lot of time building our platform to accommodate the tour process and setting the system to fit your company's best practices. One of the premier features of our platform is Parent-Scheduled Tours. This is a customizable landing page that ties into your CRM system to provide families an opportunity to book tours right from your website.

There are many benefits when using an online tour appointment scheduler. First, is the reduced staff time your team must devote to this often-tedious part of the enrollment process.

Another huge benefit for your business is an increased conversion rate. In our recent Building Blocks for Success report we found that our top performing centers (those with a conversion rate of 79% or more) had booked nearly 80% of their tours within 24 hours. By contrast, our lowest performing centers (those who registered or waitlisted 8% or less) booked 57% or less of their tours in the same period of time.

P.S. Parent-Scheduled Tours comes FREE with your ChildcareCRM account.

If you're already using our Parent-Scheduled Tour feature…great! Have you made sure to link your tour availability in your email and templates? This is one of the most impactful ways to curate a perfect experience for your prospective families.

How to do this:

Step 1: First, make sure you are using our Parent-Scheduled Tours Form! If you have any questions about how to enable this, check out our article here.

Step 2: Once the form is enabled in your system, you will see a new merge variable appear when building marketing templates!

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Step 3: Implement the "ParentScheduledTourLink" into your marketing templates. A great place to do this is in the first email response you send out to families who become New Leads. In your response email, you can thank them for their inquiry, provide key information about your center, and include the "ParentScheduledTourLink" so the family can see available tour times and submit a booking. 

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Note: This feature is extremely powerful and ties directly into your CRM platform! When using the Parent-Scheduled Tours merge variable, we will automatically detect which location the family is associated with in your CRM. So, when they click the link to view tour booking times, we will automatically redirect them to the available appointment times at only the center with which they have a previous relationship.

There are so many ways you can implement Parent-Scheduled Tours into your parent journey.

The first step is to make sure to take advantage of this feature! It's incredibly impactful on your enrollment conversion to provide families an option to book tours from the website. Once that's in place, remember that you can implement your tour booking platform directly into your email content.


For Current Users:

Get started with Parent-Scheduled Tours today by emailing support at support@childcarecrm.com or call at 866-306-1985 (USA) or +61 2-8039-8276 (AUS) depending on your country of residence.

For ‘Not Yet’ Users:

Schedule a demo by clicking here to see how Parent-Scheduled Tours works up close.

Teddy Hook

Written by Teddy Hook

In his career, Teddy has enjoyed working in early-stage SaaS companies and successfully helping them grow. What started as a desire to simply support customers quickly turned into the study of Customer Success. Currently, Teddy takes on the role of Vice President of Customer Operations at ChildcareCRM where he is constantly learning and implementing new ways to design the optimal Customer Journey and internal processes. Outside of work, you can find Teddy diving into books about anything from “boring” world history to “epic” fantasy. You will also find him scouring the internet to learn about the newest trends in health, biohacking, and ancestral living or see him out in the field practicing archery. He loves music, sports, attempting to be a good cook, and traveling the world to experience new cultures. Strike up a conversation with Teddy, anything is fair game!

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