Daycare CRM for Enquiries, Waitlists and Enrolled Families

A daycare CRM tracks families from first enquiry to their child's last day: the tour, the offer, the deposit, the start date, the room moves and the siblings who follow. Mythex builds one from a description of how you enrol, with a waitlist sorted by when each child needs a place and family records your team shares.

Who it's for

Daycare and nursery owners whose waitlist is a spreadsheet sorted by enquiry date, whose tour requests sit in an inbox, and who find out a family has a second child coming only when they ask for a place.

What you can build

Enquiries with child's date of birth, wanted start date and days required
Stages from enquiry to tour, offer, deposit paid and started
A waitlist grouped by the room each child would join on their start date
Sibling links, so families with more than one child are handled together
Room moves and leaving dates for each enrolled child
A source field showing which channel brings families: referral, local search, open day

Why a waitlist should be sorted by room and start date

A family wanting an infant place in March and one wanting a preschool place in September are not competing for the same space. Sorting by enquiry date hides that and leaves places empty. A daycare CRM should calculate which room each child joins from their date of birth and wanted start, then show the waitlist per room. When a child moves up from the baby room, you see straight away which family is next for that place.

Room worked out from age on the start date
Waitlist per room, then by start date
Days required checked against free days

From enquiry to first day

Most families enquire, tour, think about it and decide within a few weeks, often while touring two other settings. Record every tour with a follow-up date, so nobody waits a week for a call back. When you make an offer, give it a deadline and track the deposit. Once the deposit is in, the family moves to enrolled, and their record carries forward into settling-in sessions.

What to keep on a family record

Guardian contacts, the child's days, room and start date, siblings, how they heard of you, and notes from the tour. Keep allergies, medical details and authorised pickups on the child's record but restrict who can see them. Avoid storing sensitive family details in free-text CRM notes that the whole team reads.

Guardian contacts and preferred contact method
Days, room, start and expected room move
Restricted fields for health and pickups

Mistakes to avoid

Do not offer a place before checking the ratio for every day the family wants. Do not delete families who decline; mark them lost with a reason, because it tells you whether price, days or hours are the issue. And collect only the information you need at enquiry stage; a child's full medical history belongs in the enrolment pack, not the first form.

A prompt to start from

Build a CRM for my daycare. Each enquiry records the child's name and date of birth, guardian contacts, wanted start date, days required, source and tour notes. Stages: enquiry, tour booked, toured, offered, deposit paid, started, lost. Show a waitlist grouped by the room the child would join on their start date (babies under 2, toddlers 2-3, preschool 3-5), link siblings, and give the team a login.

Questions

Can I import the families I already have?

Yes. Export your spreadsheet as CSV and ask Mythex to import it. Each row becomes a family or enquiry record, with the fields mapped to your columns.

Can the whole team use it?

Yes. Add staff logins and ask for roles, for example managers see everything and room leads see their own room's families.

Can families apply for a place online?

Yes. A waitlist form on your website can create the enquiry directly in the CRM, with the child's date of birth and wanted start date.

Do I need to know how to code?

No. You describe your stages and fields and Mythex builds the CRM with a live preview. Adding a field or renaming a stage is a chat message.

How much does it cost?

You can build and publish on the Free plan with no credit card, using daily credits. Pro is $25 a month for code editing, a custom domain and more credits.

Templates to start from

Waitlist Landing Page Template — Countdown, live counter, lead admin
Sales Pipeline CRM Template — Drag-and-drop deals with forecasting
Event Registration Page Template — Tiers, waitlists, attendee dashboard
Dog Daycare Site Template — Three-step booking with price tiers
Pet Boarding Daycare Template — Five-step booking with capacity bars
CRM Dashboard Template — Contacts, pipeline, and deal tracking