How Child Care Centers Can Use Enrollment Forms to Capture Inquiries

Why inquiry Forms Are a Game-Changer for Child Care Centers

For many parents, the search for a child care center starts online. In fact, 72% rely on online research to find the right fit. That means your website isn’t just a place to share information, it’s also an opportunity to connect with families looking for care.

But here’s the challenge: parents often visit a website, read through the details, and then move on without reaching out.

Many centers rely on phone numbers, email addresses, or office timings for parents to get in touch. But this approach can lead to missed opportunities and can be a hassle for the parents and the centers. Parents may even forget to follow up, or their messages might get lost in the shuffle.  

A simple, well-placed inquiry form can make all the difference. Instead of relying on scattered communication methods, a form centralizes all Inquiries in one place while ensuring you never miss out on an interested parent.

With the right setup, you can guide parents to take the next step, streamline the process for your team, and create a smoother experience for families.

To help you get the most enrollments out of inquiry forms, we’ve created this guide to help you get started, understand the best practices, and much more!

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Getting Started: A Step-By-Step Guide to Using Enrollment Forms

Setting up a great inquiry or enrollment form doesn’t have to be complicated. Break it down into clear steps, and you’ll have a form that’s simple for parents to use and easy for your team to manage. Here’s how:

Step 1: Define your enrollment form goals

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Before creating your form, decide what information you actually need from parents. Keeping it short and relevant will help more families complete it. Common essential details include:

• Parent/Guardian Section: Name, contact details, and address.
• Child Information Section: Full name, date of birth, gender, and any medical needs.
• Enrollment Details: Preferred start date, program type (infant, toddler, preschool), and the schedule.

Apart from the common essential details, a few top preschools also add some optional details for more personalization during the inquiry process:

• Emergency Contacts: Names, phone numbers, and relationships to the child.
• Consent & Agreements: Checkboxes for policies (e.g., illness policy, photo permissions).
• Message Box: A space for parents to add any extra notes or questions.

Step 2: Choose the right form builder

Pick a tool that integrates easily with your website and is simple for parents to use. Some great options include:

• Google Forms: Free and easy to set up.
• JotForm: Customizable templates designed for child care centers.
• illumine Forms: Lets you build custom enrollment forms, track Inquiries, collect payments and automate follow-ups
• Wufoo: Includes features like payment collection for registration fees.

Step 3: Design a parent-friendly form

A well-structured inquiry form improves completion rates. Add the details you decided on in Step 1, and keep the design clean, clear, and easy to navigate. Here’s how:

• Use a simple layout: Avoid clutter and keep sections clearly labeled.
• Make it mobile-friendly: Most parents will fill this out on their phones, so optimize for smaller screens.
• Use dropdowns and checkboxes: These reduce typing and make it faster to complete.
• Keep instructions short and helpful: If a field needs extra explanation, add a short hint (e.g., “Select your preferred schedule”).
• Limit required fields: The fewer steps, the more likely parents are to complete the form.

Step 4: Make it easy to find

Don’t hide your inquiry form! Embed it on key pages like your homepage, admissions page, and contact page.

• Use a call-to-action button like "Book a Tour" so parents can access it easily.
• Consider a pop-up or sticky button that follows parents as they scroll, but don’t let it get in the way of their browsing experience.

Step 5: Automate responses and follow-ups

• Set up an automatic confirmation email to let parents know their inquiry was received and when they can expect a response.
• Connect your form to a CRM or email system to track Inquiries and stay on top of follow-ups.

Step 6: Test and tweak

• Fill out the form yourself to check for any issues.
• Ask a few parents or staff members to test it and give feedback.
• Track completion rates. If too many parents start but don’t finish, simplify the form further.

Once your form is live, you’ll have a smooth, efficient way to capture Inquiries and ensure every interested family gets the information they need. 

Pro Tips: Best Practices for Maximizing Inquiries with Enrollment Forms

Creating an inviting and efficient inquiry form can make all the difference for parents exploring your child care center. Here’s how you can make it easy and welcoming for families to connect with you:

1. Keep it simple and intuitive

Parents are often juggling a lot, so a straightforward enrollment form shows you respect their time and makes them more likely to complete it.

• Essential fields only: Stick to must-have information to avoid overwhelming parents.
• Clear layout: Arrange questions in a logical order so the form feels easy to navigate.
• Helpful guidance: Use brief prompts or examples to clarify what you’re asking for.

2. Add personalization options

Show parents you care about their child’s individual needs. It’s a great way to stand out!

• Special requests section: Let parents share details like dietary needs or favorite activities.
• A “Tell Us About Your Child” box: This personal touch invites parents to share what makes their little one unique.

3. Use clear and friendly language

The tone of your form should reflect the warm and welcoming environment of your center.

• Avoid jargon: Use simple, everyday language that all parents will understand.
• Warm phrases: Opt for friendly language like “Join Our Family” instead of “Submit Application.”

4. Automate responses and follow-ups

Timely follow-ups can make a big difference. Research shows that centers that reach out first have an 80% chance of securing enrollment.

• Immediate confirmation: Send a thank you email right after they submit the form.
• Prompt follow-up: Reach out within a day or two to answer questions or schedule a visit.
• Tour invitations: Encourage parents to see your center in person—it’s a great way to build a connection.

5. Best practices for placement and design

Where and how you present your form can have a big impact on its effectiveness.

• Above the fold: Placing the form where it’s immediately visible can boost conversion rates by up to 20%.
• Pop-up or sticky form: Thoughtful use of pop-ups can increase conversions by 9-28%.
• Dedicated inquiry page: A specific page for Inquiries keeps things organized and easy to find.

6. Optimizing your website for more Inquiries

A great form is just one piece of the puzzle. Your website is often the first impression, so let’s make it count to maximize enrollments.

• Homepage highlights: Clearly share what makes your center special, the age groups you serve, and easy ways to get in touch.
• Program details and testimonials: Showcase what you offer and let happy parents speak to your excellence.
• Virtual tours and photo galleries: Visuals help parents imagine their child in your care and can increase Inquiries by up to 30%.
• FAQ section: Address common questions to help parents feel informed and confident.

By focusing on these areas, you're not just creating a form but building a bridge for families to join your nurturing community. A little effort here can go a long way in making parents feel welcomed and valued!

Why Your Child Care Center Can’t Afford to Miss Out on Enrollment Forms

Running a child care center is no small feat, and juggling inquiries and paperwork shouldn’t add to the stress.

Switching to digital inquiry forms can save you time, reduce stress, and create a smoother experience for both your team and the families you serve. Here’s why enrollment forms are an absolute game-changer:

1. Keep information safe and organized

Paper forms can get lost, damaged, or misplaced. Digital forms? They stay safe and sound, stored securely where only authorized staff can access them. Plus, no more digging through filing cabinets—everything is just a quick search away.

2. Make enrollment easier for busy parents

Today’s parents are busier than ever, and they value convenience. Instead of printing, filling out, and dropping off paperwork, they can complete everything online in minutes. A smooth process not only makes a great first impression but also increases the likelihood of parents choosing your center.

3. Say goodbye to paper clutter

Stacks of paperwork take up valuable space and can be a nightmare to manage. Digital forms eliminate the clutter, help you stay organized, and even reduce your center’s environmental footprint. Less paper means less stress and more peace of mind.

4. Faster follow-ups, fewer missed opportunities

With enrollment forms, inquiries go straight to your inbox (or your CRM, if integrated). That means you can respond quickly, while parents are still interested. Fast follow-ups make all the difference in turning inquiries into enrollments.

Switching to digital forms isn’t just about keeping up with the times; it’s about creating a more efficient, parent-friendly, and professional experience. And the best part? It gives you more time to focus on what truly matters: the kids.

How illumine Makes Inquiry Forms Effortless

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Customizable inquiry forms

At illumine, we understand that every childcare center has its own unique needs and style. That’s why our inquiry forms are designed to be fully customizable, helping you create an experience that reflects your brand, gathers the details you need, and simplifies the process for parents.

• Flexible design: Add or remove fields, adjust colors, fonts, and even add your logo to match your brand.
• Customizable fields: Tailor the form to collect what you need. Whether it’s parent details, child information, specific instructions, or even payment preferences.
• Automated follow-ups: Never miss an inquiry again! Automated follow-up emails ensure every parent gets a timely response.
• Easily Embedable: Embed the form on your website by simply copying and pasting a snippet of code—no technical skills required! You can also share the form as a URL or integrate it with your Facebook page.

With illumine, inquiry forms aren’t just about collecting information, they’re about making life easier for you and the families you serve.

See It in Action: How Child Care Centers Are Using illumine’s Inquiry Forms

Wondering how enrollment or inquiry forms can make a real difference for your child care center?

Take a look at how Kids Kingdom Learning Centre, a multi-center preschool in the UAE with four locations, used illumine’s inquiry forms to boost their enrollment rates by 15-20% across all centers.

Watch their story

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What Kids Kingdom says

Kids Kingdom’s story shows just how powerful digital forms can be.

By moving away from paper forms and using illumine’s simple, parent-friendly inquiry forms, they saved time while creating a better experience for families.

Quick follow-ups, easier data management, and a more professional approach helped them stand out and grow.

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