Ever growing childcare waitlists are a common pain point for many long day care centres. Keeping waitlists well organised is essential for many reasons, not the least of which is sound business and occupancy management.
Did you know that only around half of all families will re-enrol in early childhood education and care (ECEC) services after their first year? This churn rate underscores the importance of forward planning and proactive childcare waitlist management.
Imagine a scenario where a centre is currently operating at 90% occupancy with a total capacity of 100 children. If half of the enroled families decide not to re-enrol, the centre would be left with a significant gap to bridge to reach that critical 70% mark for profitability.
Read on for our ‘best practice’ guide to managing your centre’s childcare waiting list.
Effective waitlist management is not just about filling spots—it’s about building trust with prospective families, boosting operational efficiency, and supporting parents in their search for high-quality ECEC.
Waiting lists are a testament to the significance of quality childcare - after all, a service in high demand is one parents want to be a part of.
With more parents recognising the crucial role early education plays in a child’s development, the demand for reputable childcare has surged by 80% since 2008.
This surge has given rise to a societal norm – enrolling a child at least 12 months prior to the anticipated need for ECEC. This new cultural normality of early enrolment reflects the evolving landscape of the childcare sector in Australia and grounds the idea that early preparation and urgency are required to ensure a child receives a place.
While the Priority of Access Guidelines, which governed the way places were allocated under the previous Child Care Benefit system, may no longer be enforceable, many providers will allocate places based on the following priorities:
Within these main Priority categories, priority was typically given to children in:
The NSW Government announced the introduction of priority of access guidelines in 2023 as part of its $1.2B 'Start Strong' program. For more information, check out the NSW Government's website.
Having transparent childcare waitlist policies ensures families understand the process. Key details should include:
These policies can help families to feel more at ease and included as they wait for a space to become available. Display these policies on your website and provide them during tours or centre visits to ensure prospective families understand the process.
Regular updates are critical to efficient waitlist management. Ensure records include:
Using childcare waitlist software like LineLeader streamlines record-keeping, reducing administrative work and improving communication with families.
To keep families engaged and informed while they wait for a spot at your childcare centre, consistent and strategic communication is key. Since many parents place their children on multiple waitlists, maintaining ongoing engagement increases the likelihood that they’ll choose your centre when a spot becomes available.
Short-Term Waitlist (0-3 months):
Medium-Term Waitlist (3-6 months):
Long-Term Waitlist (6+ months):
By keeping families updated and engaged, you enhance their experience and increase the chances of them selecting your centre when space becomes available.
Managing childcare waiting lists manually is time-consuming and prone to errors. Customer Relationship Management (CRM) solutions like LineLeader by ChildcareCRM automates tasks such as:
By automating these processes, childcare centres can focus on building relationships while ensuring families remain engaged throughout the enrolment journey.
LineLeader provides powerful childcare waitlist software to help centres manage enrolments efficiently, improve communication, and increase occupancy rates.
Interested in LineLeader?
Schedule a demo today to optimise your enrollment journey and increase parent satisfaction with ease.