Let’s get real: the question I hear most often is, “How do I find clients?” As a former childcare business owner myself, I know this concern all too well. The truth? Finding clients isn’t just about waiting for them to magically show up—it’s about constantly marketing your business. And believe it or not, one of the best marketing tools you can have is a simple email list of potential clients!
A mailing list, or CRM (Customer Relationship Management) list, can be a game-changer. By creating an easy opt-in for parents, you can build a list of people who are genuinely interested in your childcare. When you have openings, guess what? You’ve got a whole group of warm leads right at your fingertips. Let’s dive into why a CRM list is essential, which CRMs are free, and how you can get started!
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Why Every Childcare Owner Needs a CRM
What’s a CRM List Anyway?
A CRM, or Customer Relationship Management system, is basically a digital list that keeps track of your contacts (aka potential clients). But it’s not just any list—it’s organized and allows you to keep notes, track when you last reached out, and, most importantly, send emails to everyone on it at once. Think of it as a powerful address book that also lets you stay connected with families who are interested in your services.
In simple terms, a CRM list is a collection of parents who have shown interest in your childcare center. Maybe they toured but didn’t enroll. Maybe they just stopped by your website. With a CRM list, you can stay in touch and let them know when you have an opening without having to hope they remember to check back.
Why Childcare Owners Need a CRM List
Now, let’s talk about how having a CRM list can save the day when you’re experiencing a dip in enrollment or simply need more families in your pipeline.
- Fills Enrollment Gaps – We’ve all had times when enrollment dips unexpectedly. The beauty of having a CRM list is that you can reach out right away to your audience who’s already interested. It’s a way to stay top-of-mind for parents who are on the lookout for quality childcare.
- Keeps You in the Game – Marketing isn’t just something we do when we’re short on enrollment; it’s an ongoing thing. Having a CRM list allows you to keep in regular contact with parents, showing them what makes your childcare center unique, reminding them of the amazing programs you offer, or just saying hi.
- Makes You Look Professional –Imagine being able to quickly send out updates to dozens of parents. It shows that you run a professional operation, one that’s organized and efficient. Parents will love it and remember you!
Customer Relationship Management (CRM) system, is basically a digital list that keeps track of your contacts (aka potential clients).
Free CRM Options for Childcare Owners
Now, the best part—some amazing CRMs won’t cost you a dime! Here are a few options that are both user-friendly and free:
- MailerLite – A great option for ease of use. It’s also free for up to 1,000 contacts and lets you send up to 12,000 emails per month. Plus, it has some nice email design tools if you want to make things look extra polished.
- Mailchimp – Great for beginners and offers a “Free Forever” plan. You can add up to 500 contacts and send 3,500 emails per month at no cost.
- HubSpot CRM – A bit more robust and offers excellent organizational tools. With HubSpot’s free plan, you can manage contacts, schedule emails, and even take notes on each client.
How to Set Up Your CRM List in 5 Simple Steps
Creating a CRM list is easier than you might think. Here’s a quick-start guide:
- Choose Your CRM – Pick one of the options above or any free CRM that you feel comfortable using. Most of these have tutorials, so don’t worry if it feels a bit techy at first.
- Create an Opt-In Form – This is the “sign-up” form where parents can add themselves to your list. Most CRMs allow you to create simple forms you can share on your website, social media, or even through a QR code.
- Add Contacts – Gather all the emails you already have from interested parents (who have given you permission, of course). Manually add these into your CRM to get started.
- Send Your First Email – Send a friendly “welcome” email introducing your childcare center and mentioning that you’ll keep them updated on openings and events.
- Keep in Touch Regularly – Try to send an email once a month. It doesn’t have to be fancy—a quick update on what’s happening at your center, new program highlights, or reminders about upcoming events works great!
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This Will Get Them On Your List
An ethical bribe is a small, valuable incentive offered to encourage people to take a desired action—like signing up for a mailing list—while providing them with something genuinely useful. It’s a fair trade that benefits both sides: the business gains a new contact, and the customer receives a helpful resource or perk without any obligation.
Offering a little “ethical bribe” can be a fantastic way to encourage parents to join your mailing list. Here are some tried-and-true ideas tailored for childcare providers:
- Free “10 Tips for Choosing the Right Childcare” Guide – This type of guide helps parents feel more confident about their decision-making and establishes you as an expert in quality childcare. It’s an instant download they get upon signing up, adding value from the moment they subscribe.
- Printable Weekly Meal Planner – A simple, attractive meal-planning template can be a hit with busy parents. You could also include a few sample meal ideas that align with what you serve at your center, giving them a glimpse of the nutritious options you provide.
- Checklist: “Preparing Your Child for Their First Day of Childcare” – First-day jitters are common! This checklist could include helpful tips on items to bring, prepping kids emotionally, and routines to help ease the transition. Parents appreciate resources that help reduce stress, and this one fits right into their immediate needs.
- Exclusive Access to Monthly Parenting Tips – Promise a valuable tip each month on topics like potty training, sleep routines, or socialization. These tips can be short but insightful, showing your center’s support for parents in all areas of early childhood development.
- “Fun at Home” Activities Calendar – A calendar of simple, age-appropriate activities parents can do at home with their kids. You could even include a sneak peek of similar activities offered at your center, letting parents see the value of your program in a fun way.
- Discount Coupon for a Registration Fee Waiver – Offer a small discount on registration fees for parents who sign up and ultimately enroll. This offer can act as a gentle nudge, especially for those who’ve toured or shown interest but haven’t committed.
- Monthly Email-Only Perks or Announcements – Let parents know they’ll get exclusive early access to program openings, new classes, or special events by joining your list. This keeps them in the loop and can be a valuable way to ensure they stay engaged with your center.
These “ethical bribes” not only incentivize parents to join your list but also show that your childcare center genuinely cares about helping parents make informed and confident decisions.
Let’s make your childcare program even more amazing together! CLICK HERE to see how Adrienne can help you tackle the toughest challenges in your childcare business, boost your growth, and set you on the path to success.
An ethical bribe is a small, valuable incentive offered to encourage people to take a desired action—while providing them with something genuinely useful.
Stay Consistent and Reap the Benefits
The most important thing about a CRM list is consistency. Set a schedule for your emails—maybe you send out an update every month or two. It doesn’t have to be complicated; just make sure you’re staying connected. Think of it as a little tap on the shoulder to remind them of your great childcare services.
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PRO TIP: Be sure to add your opt-in form to your website and share a link to it on social media for maximum exposure.
[FREE DOWNLOAD] Here Are The 10 Must-Have Daycare Templates
Don’t Wait – Start Your CRM List Today!
Starting a CRM list might sound like “just one more thing to do,” but it’s worth every second. You’ll be prepared to reach out at a moment’s notice whenever you have an opening. With a CRM list, you’re taking control, making sure your childcare business thrives, and setting yourself up for success even in the tougher seasons.
Go ahead, set up your free CRM list and give it a try. You’ve got this, and before you know it, your childcare center will be the first one that parents think of when they’re ready to enroll their kids. Let’s make sure your childcare business prospers and thrives—starting today!
