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How to Announce Your Center’s New Phone Number to Families

When already busy staff are trying to manage inquiries coming from every direction, some leads may fall through the cracks.  

With Telephony, you never have to worry about staff missing leads from phone calls because they’re away from their desk. Automatically record phone calls and voicemails and keep track of conversations with families. All calls from your dedicated Telephony number are recorded and saved to an existing family record. Or, if one doesn’t exist, a pending lead is created, and the recording is attached. 

LineLeader’s Enroll module offers a telephony feature that provides a dedicated phone number for your center. But you’ll need to announce your new phone number to families to ensure that parents are using this new phone line so calls can be properly captured and stored. 

Tips for Sharing Your Center’s New Phone Number 

Tell families about your new phone number as quickly as possible. This will help you and your staff to avoid confusion. Aside from just your enrolled families, if people in your community are still using your old phone number, you may miss important messages from leads, vendors, job applicants, and referral sources. 

Send a carefully planned text message or email series to keep parents in the loop.  

Free Text Templates 

Sample Text #1 

Hi [Parent First Name], this is [Staff First and Last Name] from [Center Name]. Our center’s phone number has changed. Please be advised that our previous phone number [Previous Phone Number] is no longer in operation. If you have any questions or concerns, please call us at [New Phone Number] or simply reply to this text message. Thank you for your continued loyalty and support! 

Sample Text #2 

Hi [Parent First Name], this is [Staff First and Last Name] from [Center Name]. I’m texting you from our center’s new phone number. Our previous phone number, [Previous Phone Number], is no longer monitored by our staff. Please update your contacts accordingly and save this number for future questions, comments, or concerns. Have a great day!   

text template

Example text template

Free Email Templates 

Sample Email #1 - Enrolled Families

To 

[Date] 

Subject: Change of Phone Number 

Dear [First Name] 

I’m reaching out to let you know that we’ve updated our contact information. Gaia Childcare has a new official phone number [New Phone Number]! 

We’re excited for this change that will apply from [Date] and beyond. The old number will no longer be in order, so please contact Gaia Childcare using the new number going forward. We’re thankful for your continued loyalty and support. For any further questions, feel free to contact us at [email address]!  

Thank you. [emoji] 

Sincerely, 

[Location Admin Person First Name] [Location Admin Person Last Name] 

[Org Admin Person Position] 

Sample Email #2 - Potential/Prospective Families

Subject: Change of Phone Number 

To 

[Date] 

Hi [First Name] 

I wanted to let you know that we’ve updated our contact information. Gaia Childcare has a new official phone number [New Phone Number]! 

We’re excited for this change that will apply from [Date] and beyond. The old number will no longer be in order, so please contact Gaia Childcare using the new number going forward. We know that your family is still learning about our center, and we want to consistently keep you in the loop. For any further questions – feel free to contact us at [Email Address]! Thank you. [emoji] 

Sincerely, 

[Location Admin Person First Name] [Location Admin Person Last Name] 

[Org Admin Person Position] 

TipWith the right solution, you can store branded, professional-looking text and email templates and automate sending them. Never wonder if you actually sent that important text or email again.  

Example email template

Example LineLeader email template

Which Channels Should You Update with Your Phone Number? 

In addition to announcing your new phone number to families, you need to update it everywhere on the web. Whether it’s a local listing directory with your center’s contact information, a social media profile, or your childcare website – make sure you change your outdated business phone number on every digital platform.  

Although this may sound tedious, it’s important for avoiding confusion and maintaining your brand’s consistency. See the infographic below for an ultimate checklist. 

Telephony checklist

Telephony checklist

Advantages of Using Software to Capture Phone Calls 

Busy, overloaded staff are often unavailable to answer phone calls. This makes timely follow-up almost impossible, ultimately leading to an inconsistent parent experience. Plus, disorganized lead information creates confusion for new employees.

It’s helpful to have technology that enables your computer to interact with your center’s main telephone line (or personal device – depending on your situation), so you never have to rush to answer the phone. Capture new calls as leads, even when you and your staff are away from your desks. 


For example, the integrated phone system – Telephony – records voicemails, even when you aren’t able to pick up. Additionally, Telephony recordings can be reviewed at a later time, so your new staff members have the resources they need to flourish in their role. Implementing a telephony integration at your childcare center is simple. Use this solution to... 

  • Save staff time
  • Stay organized 
  • Never miss another opportunity 
  • Easily coach and train staff 
  • Get a unique, designated phone number  


Save Time with LineLeader by ChildcareCRM’s Telephony Integration 

80% of all business communications take place over the phone. So, it’s safe to say that phone calls are still a key inquiry source for your childcare business. Inform parents about your new phone number as soon as it goes live - with our expert email and text templates.

Take advantage of an intuitive, easy-to-use Telephony integration with LineLeader by ChildcareCRM to boost productivity and save time.  

Already a User? 

Learn more about a unified solution to help you capture and record phone calls. 

Not a User Yet? 

Schedule a demo to see the benefits of the first-ever unified platform for childcare - in action.  

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