Enrollment
ChildForce Enrollment CRM
The director portal's enrollment workspace: where leads come from, the board, a lead's page, enrolling a family, and the numbers that tell you what's working.
What ChildForce is
ChildForce Enrollment CRM is an add-on that tracks every prospective family from the first inquiry to their first day: a lead pipeline, tours, the waitlist, follow-up tasks and one-click enrollment. It lives in the director portal. A center without it sees what ChildForce does and how to add it; contact your RoundUp account manager or sales@roundupece.com.
Directors, assistant directors and admins can work leads. A few things are for directors only, and say so: merging leads, sending group email, and changing the form, routing and other settings.
Where it is
Open Enrollment → Pipeline. With ChildForce the page has Overview, Pipeline, Tasks, Insights and Sequences, plus the enrollment Forecast. The Settings menu in the page header holds Lead routing, Response time, Website form, Email inquiries, Tour reminders and Tour flyer.
Today also shows Enrollment today: new inquiries in the last day, leads waiting too long, follow-ups due today and overdue (and how many are yours), and the three families to call first, with why. Each name opens that lead.
Where leads come from
- Your website form. See Website inquiry form and email inquiries.
- Email. Forwarded family emails, or a listing site, sent to your center's ChildForce address.
- Online tour bookings from your booking page; see Tour bookings.
- Add lead, for a phone call or a walk-in: the guardian, each child, the desired start date, program, source and an estimate of monthly tuition.
- Import inquiries, which brings in the inquiries and the app's enrollment pipeline you already had. Ones already in ChildForce are skipped.
- Integrations, through the public API (the read:leads and write:leads scopes) and the Zapier app.
With Lead routing on, a new lead without an owner goes to the next person on your list, in turn; you can count only people on shift when it arrives. With Response time on, a new lead nobody has contacted within the hours you set (counting business hours, Monday to Friday 8 a.m. to 6 p.m., if you choose) shows Waiting too long on the board, and its owner, or the directors if nobody owns it, get one notification.
The Pipeline board
The board has a column per stage: New inquiry, Contacted, Tour scheduled, Toured, Applied and Offered a spot. Move a lead with the arrow on its card, or Change stage. On a phone the board shows one column at a time.
- Call first. Sorting by Call first puts the families most worth a call at the top. Each card shows its score out of 100 with the two biggest reasons, such as Score 72: Toured +45, starts in 23 days +15.
- Search and filters. Search families, children, email and tags; narrow by owner (anyone, mine, unassigned or a person), source, program, tag, Quiet 14+ days, Siblings or Possible duplicates; sort by latest activity, newest, start date, tuition value or name. Save view keeps a search, filters and sort under a name, for you or for everyone at the center.
- Bulk changes. Tick leads, or the box that selects every lead shown, then Change stage, Assign owner or Tag. A bulk change can be undone for 10 seconds.
- Custom fields. Directors can add up to 20 of your own lead fields (yes/no, choice, text, number or date). Yes/no and choice fields can filter the board. Fields can be archived, never deleted.
Clicking a family's name opens the lead in a side sheet without leaving the board: contact links, children, start date, tuition, owner and score, stage, follow-ups, a quick call or note, and the last five activities. Open full page has the rest.
A lead's page
At a glance stays beside the work: email, phone, start date, Room and seats for each child (for example Toddlers, 1 seat left in Nov 2026), Call priority with every reason, tuition, owner and children. The rest is in tabs:
- Activity: follow-ups, the assistant, and the timeline of calls, emails, texts, tours and notes, newest first. Log it records a call or note.
- Tour and referral: the family's tour, and who referred them.
- Details: source details, your fields, tags, notes, Documents to collect and Files.
- History: Change history (who changed what and when, kept even if the lead is deleted, and in the center audit log too), Move to another site and Delete lead.
Change stage to Offered warns when the room is already full once the offers already out are counted. You can still offer the spot; check the room first.
Tours
A lead's page shows the family's upcoming tour with Move and Cancel tour, or Book a tour for a family on the phone: pick one of your open tour times, and the family gets the same confirmation email as booking online. Tours booked, moved, cancelled, toured or missed all go on the timeline. Reminders and no-show emails are covered in Tour bookings.
Duplicates and siblings
A lead's page warns when another lead looks like the same family: the same email, the same phone, or the same last name and a child's first name. Merge into this lead moves the other lead's timeline, tasks, children and tags onto this one, fills in this lead's blank details from it, keeps the further-along stage and the earlier dates, and deletes the other. It's for directors and can't be undone. Not a duplicate hides that pair for good.
It also says when the household may already be a family at your center, by email, phone, or a last name only a few families share. Link as a sibling links them and tags the lead sibling; Unlink undoes it.
Referrals
Referred by a family at your center? finds an enrolled family by name. Once linked, the lead shows whether the referral credit is due, owed or applied, with Apply $50 credit after the family enrolls. The same entries appear on the referrals board.
Documents and files
- Documents to collect. Pick what you need (immunization record, birth certificate, proof of address, custody papers, physician's report, or something else), add a note, and email the family the list with their upload link in English, Spanish or French. Each request shows as waiting or received.
- Files. Add photos and PDFs, up to 25 MB each. What the family sends lands here marked From the family.
When the lead enrolls, its files are filed in the first enrolled child's Documents, typed from what was asked for. What the family sent waits there for review like any family upload.
Enrolling a family
Enroll puts each child you choose on your roster as an active enrollment, through the same intake as adding them from Enrollment, and can invite the guardians to the parent app. Two options:
- Deposit to hold the spot bills the family a deposit (up to $10,000) as an ordinary invoice they pay from Billing in the parent app. It needs the family's email; without one the enrollment still goes through and the page says how to bill it from the family's page. At a glance then shows the deposit as due, partly paid or paid.
- Invite the guardian to the parent app, if the lead has an email.
Enrolled is the one stage you can't set with Change stage: it always goes through Enroll.
Tasks and the assistant
New follow-up on a lead adds a task with an owner and a due date. Tasks lists everyone's open, overdue and done tasks; tick one off when it's done.
Ask the assistant, on a lead's page, can Summarize the lead, Suggest a next step, or Draft email for one of five purposes with an optional note, each with Copy. It's labelled as written by AI and nothing is sent. Check it before you use it. If your center has turned AI features off, the assistant isn't available. For drafts written for several quiet leads at once, see Follow-ups, sequences and group email.
Lost leads and win-backs
Marking a lead Lost, one at a time or in bulk, asks for the Main reason (price, schedule, no space, timing, stopped responding, moved away, chose another center and so on) as well as details. Insights → Lost and win back shows why leads were lost, and lists leads lost 30 days to a year ago for a reason that may have changed. Reopen moves one back to Contacted; nobody is emailed.
Insights
Pick a period (last 30 or 90 days, this year, or all time) and a view:
- Overview: four headline numbers, where leads are now, and the funnel with each step's rate.
- Sources: conversion, tuition won, tuition per lead and time to enroll for each lead source, side by side.
- Stages: time in each stage as a heatmap, so the slow stage stands out.
- Lost and win back, above.
- Offers, which opens with Ready for an offer: contacted leads whose room has a seat in the month they want.
Export leads (CSV) downloads every lead, for directors.
On the phone
In the app, Enrollment has ChildForce leads (families by stage, with Call, Text and Email buttons) and ChildForce follow-ups to tick tasks off, and Today shows ChildForce follow-ups due. These need the latest app.
More than one site
Move to another site, on a lead's History tab, moves a lead to another of your centers and explains first what moves with it and what stays. It's there for directors with more than one site.
More: All director guides