Running a daycare isn’t just about taking care of children. It’s about running a business, and often, an overwhelming one. Between answering inquiries, managing schedules, chasing follow-ups, sending invoices, and juggling paperwork, your time disappears before lunch. That’s where a GoHighLevel daycare setup can completely transform your operations.
Let’s be honest,
- Constantly answering calls and messages from parents
- Following up with leads that go cold
- Forgetting to send reminders or invoices
- Spending hours onboarding new clients
- Managing staff schedules manually
These manual tasks are draining your time, causing stress, and limiting your ability to grow. If so, there’s a better way.
Get automate with GoHighLevel
With GoHighLevel, you can respond to new leads, send automated reminders, and follow up. You can also let parents self-book appointments and tours, automatically send onboarding forms, and handle billing and payment reminders, all without lifting a finger.
With GoHighLevel CRM, this isn’t just a dream, it’s your new reality. And I can turn this dream into reality with GoHighLevel CRM automation system.
As a certified GoHighLevel Expert and Online Business Automation Coach. I’ve helped 1000+ clients including several daycare businesses cut admin time in half, increase enrollments, and reduce daily stress by building custom automation systems using GoHighLevel.
I specialize in:
- Building lead-to-client pipelines
- Creating smart automations for booking, follow-ups, and onboarding
- Integrating SMS, email, and call flows
- Custom dashboards for lead tracking and client management
- Complete white-labeled CRM setup tailored for daycare centers
In this article, I will tell you how GoHighLevel CRM can help your daycare business and how I automate my clients’ business.
Lets start with basic understanding with GoHIghLevel:
What is GoHighLevel?
GoHighLevel is an all-in-one sales and marketing automation platform designed to simplify and facilitate how businesses operate. Instead of subscribing to multiple tools for email marketing, SMS, CRM, landing pages, appointment booking, invoicing, and automations GoHighLevel brings all these features under one roof.
Originally built for agencies, GoHighLevel has become a perfect fit for small businesses like daycares. It gives you a full-suite system where you can track leads, communicate with parents, manage follow-ups, send reminders, automate invoices, and much more without needing tech skills.
Everything from lead generation to client onboarding, and even daily communication with enrolled families, can be handled inside one dashboard. The platform is powerful, flexible, and completely white-labeled, which means you can even brand it as your own daycare CRM if desired.
Why Daycare Businesses Need Automation
Running a daycare means juggling a lot of moving parts responding to inquiries from parents, sending follow-ups, managing daily schedules, tracking payments, onboarding new clients, and making sure no lead or task slips through the cracks. Doing all of this manually is not only time-consuming but also error-prone.
GoHIghLevel Automation helps daycares simplify these repetitive tasks and maintain consistent communication with both prospects and current clients.
For instance, you can automatically send SMS reminders to parents about tours, follow up with inquiries who didn’t respond, or set up an onboarding sequence that walks new parents through what to expect, all without lifting a finger.
With automation, you’re not just saving time you’re building a professional, responsive, and scalable business.
Why GoHighLevel is a Cheaper and More Reliable Option
Trying to automate your daycare using multiple separate tools quickly becomes expensive. Let’s break it down:
- Appointment booking via Calendly: $15/month
- Email marketing with ActiveCampaign: $49/month
- Landing pages with ClickFunnels: $97/month
- Invoicing with Stripe: transaction fees apply
- SMS tools or Twilio: $20–100/month
- CRM like HubSpot: starts at $50/month
- Zapier for automating between them: $20–50/month
When you add all these up, the monthly cost is easily $300+, not to mention the headache of managing integrations, bugs, and separate dashboards.
GoHighLevel replaces all of these tools offering an all-in-one solution starting at just $97/month. It includes everything: booking, CRM, SMS, emails, invoices, automation, and more.
And if you work with me, I make sure your daycare’s GoHighLevel system is professionally set up and tailored to your exact needs. With over 1000+ clients served and deep expertise in GoHighLevel automation for service businesses, I take the complexity out of the equation so you can focus on caring for kids and growing your center stress-free.
GoHighLevel isn’t just affordable it’s a smarter, more scalable way to run your daycare business with confidence.
GoHighLevel CRM Features for Daycare Businesses
GoHighLevel enables automation across the key workflows in your daycare from lead generation to client communication, onboarding, and billing.
Here are the basic functionalities and features of GoHighLevel that can save up your time and leave you stress free:
1. Lead Capture & Response Automation
Tools Used: Custom Web Forms, 2-Way SMS & Email, Workflow Builder, Lead Pipelines
When a new parent fills out a contact form on your website or landing page, GoHighLevel automatically captures the lead data and pushes it into a custom pipeline. Here’s what happens next:
- Trigger-Based Workflows are activated: The system immediately sends a pre-written message via SMS or email (based on the parent’s preferred channel) confirming the inquiry.
- If no response occurs, automated follow-up sequences (delays + logic steps) are activated to send reminders every 24–48 hours.
- All activity is logged under the contact’s profile, including opened emails, clicked links, or SMS responses.
This ensures that every inquiry is nurture without any manual outreach and no lead slips through the cracks.
2. Smart Appointment Scheduling
Tools Used: Calendar Integration, Funnel Pages, Reminder Automation, Conditional Logic
GoHighLevel replaces traditional scheduling tools with a customizable calendar widget. When a parent is ready to tour the daycare, they can book a time slot directly through:
- Your website
- A booking link in your follow-up messages
- Facebook/Instagram DMs integrated via GoHighLevel’s unified inbox
Once booked:
- An automated confirmation message is sent.
- SMS/email reminders go out 24 hours and 1 hour before the visit (you can customize timing).
- If a parent reschedules or cancels, GoHighLevel updates your calendar in real time and notifies you instantly.
This automated flow eliminates double bookings and missed appointments, saving time for both staff and parents.
3. Parent Onboarding & Form Collection
Tools Used: Survey/Form Builder, File Upload Fields, Workflows, Contact Tags
Once a parent completes the tour and decides to enroll:
- GoHighLevel triggers an enrollment workflow.
- This workflow sends a secure link to a digital onboarding form that can include:
- Emergency contacts
- Child health history
- Consent & policy agreement checkboxes
- File uploads for immunization records
Once completed:
- The system tags the contact as “Enrolled”
- A notification is sent to your admin staff
- A new onboarding step in the pipeline is marked as complete
No printing, no chasing paperwork, and no data loss. All records are securely stored within the contact’s profile in GoHighLevel.
4. Billing Automation & Payment Reminders
Tools Used: Invoicing, Stripe Integration, Workflow Triggers, Failed Payment Logic
You can connect GoHighLevel to Stripe or other processors to enable automated recurring billing. Each month (or week), the system:
- Generates and sends digital invoices
- Includes a secure payment link
- Sends pre-set reminders (e.g., 3 days before due date, 1 day after if unpaid)
If a payment fails:
- The system triggers a retry workflow
- Optionally sends a follow-up SMS/email to the parent
- Logs the failed attempt in the CRM for review
This reduces late payments and eliminates the need for uncomfortable billing conversations.
5. Multi-Channel Communication Management
Tools Used: Conversations Tab, Unified Inbox, Email/SMS/DM Integration, Missed Call Text Back
All communication SMS, email, Facebook messages, Instagram DMs, and even calls are synced into a single inbox inside GoHighLevel.
- Every message is logged under the contact’s record
- Staff can reply instantly, or the system can send auto-replies if no one is available
- The Missed Call Text Back feature ensures that if a parent calls and you can’t answer, they automatically receive a message saying “Sorry we missed your call, how can we help?”
This reduces response time and ensures consistent communication, which builds trust with families.
6. Analytics & Pipeline Management
Tools Used: Dashboards, Custom Reports, Opportunity Pipelines
You can track every step of the parent journey from lead to enrolled client inside visual pipelines. GoHighLevel reports show:
- How many inquiries were received this week
- How many booked tours
- Which leads didn’t respond and need follow-up
- Which marketing source generated the most leads
You can also segment data by age group, classroom, or location to optimize your growth strategy.
How Muhammad Automates Daycares Using GoHighLevel ( Workflow)
Here’s the step-by-step workflow I built for daycare center using GoHighLevel. This process turns your manual tasks into seamless workflows so you can focus on what truly matters: running a happy and thriving daycare.
1. Lead Capture
Source: Website form, Facebook Ads, Google Ads, Phone call
Prospects submit their information through a form
Call-in leads are logged automatically
All leads enter the CRM with tracking info (source, time, intent)
Automation Trigger: A workflow is triggered when a lead submits a form or calls in.
2. Instant Follow-Up
Auto-response via SMS and email: “Thanks for reaching out! We’ll be in touch shortly.”
Personalized follow-up call attempt by the system
If no answer, system sends a voicemail + reminder text
Goal: Keep leads warm and prevent loss of interest.
3. Booking a Tour or Consultation
The system shares a link to an automated booking calendar
Parents choose a time that works best for them
Booking is confirmed with automated email + SMS
Bonus: You get notified of the booking, and so does the staff.
4. Appointment Reminders
Automated SMS & Email reminders 24 hours before and 1 hour before
Reduces no-shows by 80%
5. Client Onboarding Automation
- After the tour, parents receive an automated follow-up
- If they decide to enroll, onboarding forms and welcome info are sent automatically
- Staff is notified, and the client profile is updated in the CRM
6. Billing and Payment Reminders
- Monthly or weekly billing reminders sent automatically
- Late payment follow-ups are handled without manual intervention
7. Review and Referral Requests
- After enrollment, parents get a request to leave a Google review
- Automated thank-you message with a referral bonus offer
Why This System Works for Daycares
This isn’t theory. This is a proven, working automation system built specifically for busy daycare owners. Here’s how it helps:
- Saves 20+ hours/week on admin tasks
- Reduces stress by automating parent communication
- Increases enrollments with faster, more professional follow-up
- Improves parent satisfaction with better response times and smooth onboarding
- Recovers lost revenue by automating billing follow-ups
Whether you’re a single-location daycare or expanding to multiple centers, this automation system grows with you.
Faqs
How can GoHighLevel automation help my daycare business save time and reduce stress?
GoHighLevel CRM offers daycare operations like lead optimization, parent communication, appointment booking, follow-ups, and billing.
2. Do I need ads to get leads into my daycare’s GoHighLevel system?
Not necessarily. If your daycare already gets website visitors or phone calls, we can automate those flows immediately. Combining GoHighLevel with lead generation (like Facebook or Google ads) can help scale faster and increase your enrollments.
3. What happens if my daycare misses a call from a parent lead?
With GoHighLevel, we set up a “Missed Call Text Back” automation. So when a parent calls your daycare and you can’t answer, they’ll instantly receive a polite text keeping the conversation going and boosting your chance of booking a tour.
4. Can I customize the GoHighLevel messages and forms for my daycare?
Absolutely. All automations from intake questions to text/email messages are fully tailored to your daycare’s tone and specific needs. Whether you’re focused on infant care, pre-K, or after-school programs, it can be personalized for your audience.
5. Who can set up GoHighLevel automation for my daycare if I’m not tech-savvy?
Muhammad Nouman, a Certified GoHighLevel Expert specializing in daycare automation. I help daycare owners like you simplify operations, manage leads, automate follow-ups, and boost enrollments without the tech overwhelm. Book a free strategy call today!
Your Daycare Deserves to Run on Autopilot
Running a daycare is demanding, you’re juggling tours, enrollments, calls, paperwork, billing, and dozens of daily tasks that keep your business alive. But you don’t have to do it all manually.
With GoHighLevel, you can turn your daycare into a well-oiled machine. From capturing leads instantly, responding to missed calls with automated texts, and sending custom forms to scheduling tours, automating follow-ups, and even billing, every piece of your daycare’s workflow can be simplified.
This not only saves you hours every week, but also reduces stress, boosts your professionalism, and increases enrollments without needing more staff.
And here’s the best part you don’t have to figure it out alone.
I am here for you: I’m Muhammad Nouman, a Certified GoHighLevel Expert and automation specialist. I help daycare owners like you reclaim their time, reduce overwhelm, and grow their business with smart systems. Book your free strategy call today and lets automate your daycare.
Affiliate Disclosure
Some links in this blog are affiliate links. If you sign up through these links, I may earn a small commission at no extra cost. This helps support my work. Thank you!
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