Let’s be real—playing phone tag with parents trying to book a tour can drive anyone a little nuts. That’s why using Calendly is a game-changer. It does the scheduling for you, so you can focus on what you do best—running your amazing childcare.
Here’s how to set it up, step by step:
Head over to www.calendly.com and create an account.
You can start with the free plan—it’s totally enough for scheduling tours.
👉 Pro Tip: Sign up using the email address you use for your daycare business so everything stays in one place.
Calendly can sync with Google Calendar, Outlook, or Apple Calendar.
Why this matters:
It checks your availability for you so you don’t double book yourself during naptime or diaper changes.
Once you’re in Calendly, click “New Event Type.” Choose One-on-One.
Here’s what to fill out:
This is where the magic happens. Choose only the days and times you’re open to doing tours.
Most providers like to pick:
👉 Reminder: Don’t offer tour times during busy transition hours or nap time—protect your peace!
Calendly lets you ask questions when someone books.
Here are a few good ones:
This gives you a heads-up and saves time during the tour.
Calendly automatically sends confirmation and reminder emails.
You can customize these messages—so use your voice and make it feel friendly.
Example:
“We’re so excited to meet you! Just a reminder: your daycare tour is scheduled for [DATE & TIME]. Feel free to bring your little one along!”
Now you’re ready to get the word out! Share your Calendly link:
📌 Example link: calendly.com/yourchildcare/tour
Book a fake tour with your own link to see how it works.
That way you know what parents will see and you can tweak anything that feels off.
Start sending your Calendly link any time someone asks to schedule a tour.
No more back-and-forth messages—just “Here’s the link to schedule a time that works for you!” 🙌
You’ve just automated your daycare tour scheduling.
Fewer interruptions. Less stress. More time for the kiddos (and maybe a hot cup of coffee for you 😉).