How to Create a Waitlist for Your Daycare: A Step-by-Step Guide [2025]

Running a daycare comes with a unique challenge—demand can often exceed availability. That’s where having a waitlist comes in handy. Not only does a waitlist help you stay organized, but it also shows parents that your daycare is in demand! Here’s a step-by-step guide on how to create and manage a waitlist for your daycare.

1. Decide on Your Waitlist Format

Your waitlist can be as simple or as high-tech as you like. Some daycare providers use spreadsheets or notebooks, while others use childcare management tools like KidzLog to keep things digital and streamlined.

• Tip: A digital waitlist makes it easier to update and communicate with parents instantly.

2. Gather Key Information from Parents

Make sure your waitlist captures all the essential details. At a minimum, you’ll want to include:

• Child’s name and birthdate
• Parent/guardian contact information
• Preferred start date
• Any special needs or considerations
• Tip: Be clear about what parents need to provide upfront so you can save time later.

3. Communicate Waitlist Policies

Transparency is key when managing a waitlist. Let parents know:

• How your waitlist works (e.g., first-come, first-served or priority-based)
• Any fees associated with joining the waitlist (if applicable)
• Estimated wait times
• Ask Yourself: Do you prioritize siblings or give preference to certain age groups? Make these policies clear from the start.

4. Regularly Update Your Waitlist

Keep your waitlist up-to-date by regularly reviewing and communicating with families on the list. This helps avoid confusion and ensures you’re always working with accurate information.

• Pro Tip: Use automated reminders with tools like KidzLog to stay in touch with parents about their spot on the list.

5. Notify Parents When Spots Become Available

When a spot opens up, reach out to the next family on your list. Be prompt, and clearly communicate deadlines for confirming their spot.

• Tip: If a family declines, move to the next person on the list. Having a clear process makes this transition smooth.

6. Use Your Waitlist as a Marketing Tool

A waitlist isn’t just about filling spots—it’s also a sign of credibility. Mention your waitlist in your marketing materials, on your website, or on your FindChildCare.ca listing. Parents are often drawn to daycares that are in high demand!

FAQs About Daycare Waitlists

Q: Should I charge a fee to join the waitlist?
A: Charging a small, refundable fee is common practice in Canada. It ensures that parents on your waitlist are serious about securing a spot.

Q: How can I prioritize my waitlist?
A: Many providers give priority to siblings of current enrollees, specific age groups, or families who live nearby. Be transparent about your priority criteria.

Q: How long is the average wait for a daycare spot in Canada?
A: Wait times vary by region, but in urban areas, it’s common to see waits of 6 months to a year, especially for infant care.

Q: What should I do if my waitlist is full?
A: If your waitlist is at capacity, consider letting families know and offering referrals to other trusted providers in your area.

Conclusion:

A well-managed waitlist helps you stay organized, build credibility, and keep parents informed. Whether you’re just starting or already running a busy daycare, having a clear waitlist process can make your life easier and your daycare more successful. Ready to simplify your waitlist management? Visit FindChildCare.ca to get started today!