A daycare waiting list template is a standardized form or digital tool used by childcare programs to organize family information, track enrollment status, and manage the queue for available spots efficiently. By using a template, you can streamline administrative tasks, ensure fair access to your program, and maintain clear communication with prospective families.
Childcare Waiting List Template
A free, printable waiting list template to help you organize your waitlist process.
To manage a childcare waiting list, publish a clear policy, collect only the information you need, and check in with families on a regular schedule.
Managing a waiting list is a necessary and time-consuming part of running your business, but it’s also an area of opportunity. Waiting lists can be frustrating for families, but being proactive about managing yours will build your reputation as a program that puts the needs of families first.
By using a childcare waiting list template, you can create a structured approach to managing potential enrollees, ensuring that no opportunities are missed and families stay informed about their status.
In this guide:
- How do you write a waiting list policy?
- What should a waiting list form include?
- How do you communicate with families on your waiting list?
- How can brightwheel help you manage your waiting list?
- Frequently asked questions
How do you write a waiting list policy?
Securing a spot at a high-quality childcare program can be a long process for families. Making your waitlist procedures transparent is a great way to appeal to families looking for care.
Being clear about what happens to applicants on your waiting list makes life much easier for families trying to make costly and time-sensitive decisions for their children. Transparency can also reduce the time you spend managing your waiting list internally, especially when responding to inquiries.
Clear policies will also help families get a feel for your program. The way you treat your waiting list is an extension of your childcare program’s philosophy. An honest and fair policy sets a pleasant tone for families searching for an opening for their child.
Address the possibility of being placed on a waiting list in the enrollment section of your website and program handbook. A waiting list policy should cover these five items:
- Fees: What are the fees associated with an application? Are they refundable?
- Enrollment periods: When are your enrollment periods? Can families fill out an application at any time? What is the likelihood that you will accept a child in between enrollment periods?
- Waiting list order: Will families know where they are on the list? Do you operate on a first-come, first-served basis? What age groups typically have the longest or shortest waiting list? How long are children kept on the list?
- Communication: If families have questions, how can they contact you? When can families expect updates on their status?
- Enrollment offers: Can families defer until the next school year if you offer a child a spot? Do you have a policy for sibling enrollment? On average, how many spots open up for each new enrollment period?
Once families fill out the enrollment paperwork, be proactive about managing parent expectations regarding your policies. It’s important for families to understand the process of getting on and off the waiting list before filling anything out. Again, using the right childcare waiting list template will set you up for success.
What should a waiting list form include?
Utilizing childcare forms such as a daycare waiting list template can reduce internal stress over maintaining lists and fielding questions. Childcare waiting list templates differ from enrollment form templates in that you only need a limited amount of information from families to put their child on a waiting list.
Your childcare waitlist forms can capture the necessary information:
| Field | Why you need it |
|---|---|
| Parent or guardian names | Tells you who to contact when a spot opens. |
| Child’s name | Identifies the child on your list. |
| Child’s age | Matches the family to the right classroom or age group. |
| Date of birth or due date | Helps you plan for age group transitions, including for expected infants. |
| Desired start date (month and year) | Shows when the family needs care so you can match it to openings. |
| Desired hours of attendance | Shows whether the family needs full-time or part-time care. |
| Priority status (such as sibling status) | Records any status that would give the family priority. |
How do you communicate with families on your waiting list?
Frequent communication with families about your waiting list helps strengthen your relationships with families, builds trust in your program, and keeps your waitlist up to date. Try the following strategies to keep families informed.
Check in periodically
Frequent updates build trust. If a family is still waiting for a spot for their child, an update assures them they are still on your list and helps mitigate calls and inquiries. Families are likely on multiple wait lists, and periodic check-ins tell them you have not forgotten about them.
An easy way to check in is to send an email to all families on your waiting list. Tell families their child is still on your list, and ask them to respond if they want to be removed.
When you check in, it is also a good idea to ask families to update their contact information in case anything has changed.
Add FAQs to your waiting list page
One of the easiest things you can do to streamline your process is to attach frequently asked questions (FAQs) with your waiting list form or add them to the waiting list section on your website. Although you have outlined your policies, families may wonder why another child got in before theirs, whether there is anything they can do to be moved up, or if they can come for another tour.
Anticipate these questions by including FAQs. A detailed list of FAQs about your childcare program’s waiting list process can help lessen the number of queries you receive. Update your FAQs regularly so families can find relevant and accurate information easily.
Creating a relevant and effective FAQ resource for families will require you to first put yourself in their shoes and determine what information they would like to know. You can also draw from common questions families frequently ask you. A few examples include:
- Can I visit the program before accepting the space?
- Is there a waitlist application fee?
- How much notice will I be given when a space becomes available?
- What happens if I turn down a space?
- What if I accept a space and decide I no longer want it?
How do you make the waiting process as streamlined as possible?
Finding reliable child care can put enormous stress on families. Likewise, running a waiting list can be time-consuming for staff who correspond with stressed-out families on top of day-to-day tasks. Make the process as streamlined as possible for yourself and your families by being upfront about your policies, making your forms a rich source of information, and communicating regularly.
How can brightwheel help you manage your waiting list?
Brightwheel is childcare enrollment software that helps you keep your waitlist organized, automatically enroll incoming families, and email or text families from one place. In fact, 95% of admins and staff report that brightwheel improves communication with families. When families are enrolled, they can update their own profiles, which reduces your administrative load.
Watch how brightwheel manages admissions and waitlists
This four-minute video walks through brightwheel’s admissions tools: programs, the admissions dashboard, forms and requests, the admissions process tracker, and waitlists.
Frequently asked questions
How should I prioritize families on my daycare waiting list?
Prioritization policies vary by program. Common methods include first-come, first-served, prioritizing siblings of currently enrolled children, or prioritizing families seeking full-time care over part-time care.
Should I charge a fee for families to join the waiting list?
Many programs charge a nominal, non-refundable waiting list fee to ensure families are serious about enrollment. If you choose to charge a fee, clearly state whether it applies to the first month’s tuition or is a separate administrative cost.
How often should I update my daycare waiting list?
It is best practice to update your waiting list every three to six months. Sending a periodic email asking families to confirm their continued interest helps remove those who have found care elsewhere, ensuring your list remains accurate and manageable.
What should a daycare waiting list policy include?
A waiting list policy should cover application fees, enrollment periods, how the list is ordered, how you communicate with families, and how you handle enrollment offers. Publish it on your website and in your program handbook so families see it before they apply.
What information should a daycare waiting list form collect?
Collect parent or guardian names, the child’s name and age, date of birth or due date, desired start date, desired hours of attendance, and any priority status such as a sibling already enrolled. Keep the form short so families finish it.
