This guide takes you from clicking checkout to having real families move through your enrollment system — all inside about a day. The heavy lifting (building and installing the workflows) is done for you. Your part is providing your brand details and connecting your inquiry sources.
Before you start
Make sure your GoHighLevel account is ready to receive a snapshot. If you don’t have GoHighLevel yet, you can sign up during onboarding — we’ll walk you through creating the sub-account where your Childcare Snapshot will live. The snapshot installs into your own account, so everything stays under your control from day one.
It helps to have a few things gathered before you begin so the branding step goes quickly.
What you’ll need to provide
- Your center’s name — exactly as it should appear in messages and on pages.
- Your logo — an SVG is ideal, or a high-resolution PNG with a transparent background.
- Your brand colors — your primary and accent colors so pages and emails feel like yours.
- Your contact details — the phone number, address, and email families should see and reach.
- Your age groups and capacity — infants, toddlers, preschool, pre-K, after-school, camp — so the pipeline and forms match your rooms.
- A short description of your ideal family — what you specialize in and who you serve best — so the nurture messages speak in the right voice.
- Your tour availability — the days and times you offer tours, so the self-scheduling calendar reflects reality.
- Your inquiry sources — your website, phone line, Facebook page, Instagram, and Google Business Profile, so we can connect them all to one pipeline.
What happens during install
Hours 0-4 — Snapshot pushed to your GoHighLevel. The enrollment pipeline, custom fields, workflows, tour calendars, forms, and message templates land in your sub-account. Your enrollment engine now exists; next we make it yours.
Hours 4-10 — Templates and voice applied. The email and text templates — instant inquiry replies, tour confirmations and reminders, no-show recovery, waitlist nurture, review and referral asks, re-enrollment messages — are populated with warm, parent-ready defaults you’ll personalize.
Hours 10-18 — Compliance and consent configured. Consent language and opt-out handling are wired into your text messaging so your communication stays respectful and TCPA-friendly from the first message. (See our texting guide for the details.)
Hours 18-24 — Branding pass. Your center’s name, logo, colors, and contact details are baked into every form, email, text, and tour page so a family’s experience feels seamlessly like your center, not a generic system.
Branding it in your voice
This is the step that makes the snapshot truly yours. Walk through each template and adjust the tone until it sounds like the person who greets families at drop-off — warm, specific, and human. Use the child’s age groups in your language (“our cozy infant room,” “the busy toddler hall”). Childcare is intimate, and the voice in your messages sets a family’s emotional first impression long before they walk in. Spend the time here; it pays off in every inquiry.
Connecting your inquiry sources
An enrollment engine only works if every inquiry reaches it. Make sure each of these flows into your single pipeline:
- Website: Place the “Book a tour / Check availability” form on your homepage and key pages.
- Phone: Turn on missed-call text-back so a missed call instantly becomes a friendly text.
- Social: Connect Facebook and Instagram lead forms.
- Google Business Profile: Route messages and inquiries into the pipeline too.
Once these are connected, no inquiry depends on someone happening to check an inbox.
Run a test family and go live
Before you announce anything, run a fake family through the whole system end to end:
- Submit a test inquiry and confirm the instant reply fires within minutes.
- Book a test tour and check that the confirmation and reminders arrive on schedule.
- Let a test tour “no-show” and confirm the recovery message goes out.
- Verify the consent language and opt-out work as expected.
When the test family flows cleanly, flip the snapshot live.
The first 7 days
The first week is about tuning. Watch the first handful of real families move through the funnel and note:
- Are inquiries getting their instant reply, from every source?
- Are tours being booked, confirmed, and showing up?
- Is the no-show recovery bringing anyone back?
- Does any message’s tone need softening or sharpening?
Small adjustments now compound. By the end of the first week you should have a calm, working enrollment engine — and a much fuller view of where your families come from and where they hesitate.
What it costs to keep running
The snapshot is one-time pricing. There’s no recurring fee to us — your only ongoing cost is your GoHighLevel subscription. The system lives in your account, the workflows are yours to edit forever, and you’re never locked in.