The Challenge
120 kids = 240 parents. Every day:
- ✓"What did Emma eat today?"
- ✓"What time is the holiday party?"
- ✓"My pickup person changed"
- ✓"Is there school Friday?"
Multiply by 240. Every day. Forever.
Where Communication Breaks Down
Enrollment inquiries: Call during naptime chaos → voicemail → parent calls three other daycares → first to answer gets the tour
Daily updates: Teachers supposed to log activities → gets busy → parent asks "what did my kid do?" → vague answer
Schedule changes: Holiday → automatic reminders at 7 days, 3 days, 1 day before
Payment Automation: Invoice → 3-day reminder → 7-day reminder → 14-day flag for personal follow-up
The Automation Stack
Inquiry Response: Immediate text: "Thanks for your interest! We'll contact you within 24 hours to schedule a tour."
Daily Updates: Simplified teacher logging → automatic digest at 4pm: "Today Emma: Ate well, Napped 1.5 hrs, Played outside"
Schedule Communication: Holiday → automatic reminders at 7 days, 3 days, 1 day before
Payment Automation: Invoice → 3-day reminder → 7-day reminder → 14-day flag for personal follow-up
Enrollment Example
Inquiry at 6pm:
AI: "Thank you for your interest! We have openings in Toddler and Pre-K. Would you like to schedule a tour? Reply with preferred day."
Parent: "Thursday"
AI: "10am or 4pm?"
Parent: "10am"
AI: "Confirmed for Thursday 10am. Reminder coming. What's your child's age?"
Tour booked, info captured, reminder scheduled — no staff involvement.
Results
Daycare with communication automation:
- ✓Inquiry-to-tour: 34% → 67%
- ✓Parent satisfaction: 7.2 → 9.1
- ✓Staff time on routine communication: 4 hrs/day → 1 hr/day