Maintaining occupancy is a crucial part in the successful running of an early childhood service.
Ensuring that you are committed to back-filling enrolments as existing enrolments are due to cease will support the maintenance and growth in occupancy of each Woodlands Campus.
You can check your occupancy regularly by following the quick steps below:
Log into Xplor Office
- reports
- attendance reports
- occupancy utilisation reports
***please make sure to UNTICK exclude public absences/holidays when generating this report***
One of the key tools to meeting this outcome will be for each Woodlands Campus leadership team to regularly keep your HubSpot deals up to date.
A strong focus should be on incoming enquiries and prompting these enquires to book a centre tour if the family hasn't already done so.
Upon completion of a centre tour it is recommended to follow up with a family within 2-3 days after a tour has been completed to ask if the family have any further questions and/or feedback which they would like to share. A prompt follow up could increase the likelihood of the family choosing to enrol at Woodlands.
Gathering feedback will also be important as this can highlight key areas of achievement or some areas for improvement. It is vital that all feedback is taken onboard with a humble and sincere nature.
If a family have completed our online enrolment forms and are yet to book in orientation please reach out and encourage them to book in 1-2 sessions of orientation between 1-2 weeks before their intended start date. Any orientation booked in to early will mean that you will be unable to complete the orientation tasks and these visits will not remain fresh in the child’s mind before their first day.
Towards October-November of each year it is important to begin looking into room transitions for the new year. By doing this you will be able to see exactly how many available spaces you have for new enrolments. When you gather this information revisit your HubSpot to reach out to the new families who would potentially be able to fill these availabilities to ensure that a healthy occupancy can be maintained.
In some circumstances a significant drop in occupancy can be hard to avoid, in particular when your 4 year old kindergarten children prepare to start primary school. However, if you can keep the above in mind this will help to avoid a significant drop in occupancy as much as possible.
If some of the rooms within the centre are at full capacity, please try different options such as transitioning children who are ready to move to the next room. If all options are not achievable and an existing family requires a specific day/days that are currently unavailable please use the additional booking waitlist form and encourage the family to book in on days that you have availability in the meantime if possible.
Our additional bookings waitlist form can be found here: https://airtable.com/shre8FLNtOlT5nGHY
Please note, the additional bookings waitlist form is ONLY to be used for EXISTING families. These are families that are currently enrolled within a Woodlands Campus.