How to Scale Your Childcare Tour Process and Increase Enrollments Like a CEO

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Today, I want to walk you through a proven tour process that not only helps you train your staff, but also collects valuable data to guide your marketing and operations decisions. Whether you’re managing one center or scaling to multiple locations, these strategies will help you move from personality-based tours to process-driven results.

Let’s get into it.

Why You Need a Tour System, Not Just a Tour

In 2025, if you want to consistently convert phone calls into enrollments, it starts with systems and workflows.

Most owners lose potential enrollments because:

• There’s no script or SOP to guide staff
  
• There’s no plan when a parent says “I’m not ready yet”
  
• Staff are untrained and unprepared for objections
  

Step 1: Build an SOP with Workflows

Your Standard Operating Procedure (SOP) should include:

• What happens when a parent says YES
  
• What happens when a parent says NO
  
• What happens when they’re just asking for pricing
  

We created a Phone Call & Objection Guide that walks you through this step-by-step. (Click here to grab the free download).

This ensures every team member knows how to respond — confidently, consistently, and with clarity.

Step 2: Train Your Team to Own the Process

Once your SOP is in place, the real magic begins with training. Your staff should be ready to:

• Answer the phone with a proven script
  
• Ask the right closing question during a tour:
  “Is there any reason why you wouldn’t enroll today?”
  
• Document objections on the spot
  

When you train your team with your actual workflows and review scripts regularly, they’re more confident — and your conversions increase.

📝 Step 3: Use a Parent Tour Review Guide

This is a game-changer. We created a Parent Review Guide that every touring parent must fill out. Here’s what it includes:

• How they found out about you (so you know where to invest your marketing dollars)
  
• Key objections or hesitations
  
• Reason they didn’t enroll (if applicable)
  

This doesn’t just help with enrollment — it gives you data. And data fuels decisions.

Imagine receiving this report from your directors daily — now you’re operating like a CEO, not just a manager.

BONUS: Create a 5-Star Tour Checklist

To scale your tours across multiple sites (or even across different team members), consistency is key.

That’s why I built a Five-Star Tour Checklist, breaking down:

• What happens before the tour (confirmation, forms, follow-up)
  
• What happens during the tour (greetings, highlights, objection handling)
  
• What happens after the tour (follow-up, enrollment steps, re-engagement if needed)
  

You can get this checklist as part of our Enrollment & Tour Bundle

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When you’re growing your childcare business, you can’t rely on one rockstar staff member’s “good vibe” to get enrollments. You need a repeatable process that works — no matter who’s leading the tour.

Because ultimately, you’re not just looking for enrollments…
You’re building a scalable business.

Years ago, I felt overwhelmed trying to juggle marketing, training, hiring, and enrollment. That all changed when I stopped relying on memory and started building systems. I created forms, SOPs, and workflows — and I trained my team to win.

So if you’re feeling like nothing is working anymore, here’s your sign:
It’s time to work on your business, not just in it.

Start with your tour process.

• Create a checklist.
  
• Use review forms.
  
• Collect data.
  
• Train your team.
  

You’ll go from chaos to clarity, from burnout to breakthrough.

And if you’re ready for hands-on training, click the link below to check out our next in-person event. We’ll show you how the entire system works — from your office, to the classroom, to the kitchen — all in one cohesive flow.

Remember, if you manage the childcare business you love, you’ll love the childcare business you manage.