10 Parent Communication Tools Every Kids’ Club Owner Should Know About
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Stress-Free Parent Communication Tools for Kids’ Clubs
Phone calls, texts, emails, multiple messaging apps… parent communication can be a total time-eater, can’t it? From booking confirmations to last-minute cancellations, it all adds up. And every minute you spend handling these tasks is a minute you’re not on the pitch, in the dance studio, or doing the fun stuff that made you start your kids’ activity club in the first place.
But here’s the good news: you don’t have to do it all yourself. And the even better news? You can hand over those updates, reminders, and messages to an assistant who’s on it 24/7, doing it all for less than the cost of your daily coffee. Sounds like a dream, doesn’t it?
Well, that’s exactly what our booking and management software, built just for children’s activity providers, is here to deliver. It takes parent communication off your plate with features like automated booking confirmations, invoices, and quick, centralised messaging. The result? You save time, parents stay happy and informed, and you have more energy for the parts of your business (and life) that matter most.
Prefer to dive in and see how it works? Try our interactive demo. You can explore the parent communication tools or any other features that interest you at your own pace.
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1. Streamline Email Communication
Tired of crafting individual emails or searching for the right parent to message? We hear you! That’s why we built a bespoke booking and management system, designed specifically for children’s activity providers, to make parent communication simpler than ever.
Whether it’s a quick update about Tuesday’s ballet class or a reminder for your summer football camp, our email tool lets you reach parents in seconds. Select the class, term, or parent you need, type your message, and click send. With ClassForKids, emailing parents takes just 3 clicks.
2. Share Resources with Email Attachments
Got a camp schedule, workshop flyer, or certificates to send out? With our email attachment feature, it’s quick and simple.
Store your important documents in one central spot, and attach them to your emails with a few clicks. No more digging through endless folders or losing track of files. Whether you’re sending a form, flyer, or newsletter, your emails will look professional and be impossible to ignore.
For more strategies to nail effective communication with parents, check out our blog ‘Effective Communication Strategies for Kids’ Activity Club Owners’.
3. Targeted Parent Communication with Contact Filters
Your kids’ club has been growing – amazing! But as your contact list grows, scrolling through endless names to find one parent becomes a tedious reality. That’s why we created smart contact filters to make parent communication easier.
Need to send a reminder about unpaid fees? Want to follow up with parents who booked a trial? No problem. With our contact filters, you can easily sort your contacts based on whether they’ve paid their setup fee, are on a waiting list, have a child booked for a trial, or even by their answers to your registration questions.
4. Automate Routine Parent Communication
Who has time to manually send booking confirmations and invoices every time a parent books a class? Exactly, no one. With ClassForKids, you won’t need to spare a thought for those routine tasks again.
When a parent books a class, our booking and management software automatically sends them a booking confirmation email and a free SMS invoice. Parents instantly know what they’ve booked and how much they need to pay, creating a seamless parent communication process that saves you time.
5. Instant Updates with Premium SMS
We all know things don’t always go as planned. Bad weather, a last-minute venue issue, or a coach feeling unwell can throw a spanner in the works. In those moments, you need a way to contact parents quickly and reliably.
With our Premium SMS feature, you can send updates directly to parents’ phones for just 6p per message. Whether it’s a schedule change, a new term announcement, or an unmissable promotion, you can be confident your message will reach them instantly.
Click here to read more about our Premium SMS feature and how you can use it in your kids’ club.
6. Celebrate the Moments that Matter
Everyone loves feeling appreciated, right? It’s those little gestures that make people smile, and your customers are no different. That’s why we’ve made it easy to remember important moments with our birthday reminders.
A birthday cake icon pops up on your register when a child’s birthday is coming up. You choose how far in advance you’d like to see the reminder and how long it stays visible. You can even pull up a full list of upcoming birthdays to stay ahead. It’s a small feature that makes a big impression and strengthens relationships.
7. Convert Trialists to Full-Term Bookings
Following up after a taster session can be the difference between a parent booking for the full term or walking away. With ClassForKids, follow-ups are quick and simple.
Send a personalised email right after the trial session to thank parents for booking, check if their child enjoyed the session, or offer a “book now for a discount” deal. If they’re interested, they can secure their spot in just 3 clicks. If they decide not to book, you can still send a thank-you email to keep the door open for future opportunities.
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8. Effortless Waiting List Management
Managing a waiting list manually often feels like chaos. Scribbled notes, random scraps of paper, and the constant worry that you’ve forgotten someone.
With ClassForKids, waiting lists practically take care of themselves. Parents can join the waiting list directly through the booking system when a class is full. If a spot becomes available, the system notifies you instantly. You can then offer the place to the first parent in line, and if they’re not interested, you’ll be notified again to pass the spot to the next parent.
9. Gather Essential Details with Ease
Want to create a class experience that truly meets every child’s needs? With our registration questions feature, it’s simple and seamless.
When parents book, they’re asked to share the important stuff up front – everything from allergies and support needs to emergency contacts. All of this gets added straight to your class registers, so you’ve got everything you need to make each child feel safe, welcome, and cared for from day one.
You can also add questions to learn more about your customers, like how they found your club or what activities they’d love to see. It’s a simple way to tick off safeguarding and pick up some free market research while you’re at it.
Learn about all the parent communication features our booking and management software offers on our dedicated feature page.
10. Set Clear Expectations
Ever found yourself stuck in an awkward chat with a frustrated parent about your cancellation or refund policy? It’s not exactly the highlight of running a kids’ club, is it?
Our booking software lets you include your terms and conditions right in the booking process. Parents read and agree to them before they can complete their booking, so everyone knows where they stand from the start. It’s a simple way to avoid misunderstandings and keep things running smoothly.
Why Parent Communication Matters for Kids’ Activity Businesses
Effective communication with parents doesn’t just save time, it also builds trust. When parents feel informed and supported, they’re more likely to stick with your club and recommend you to their friends. With ClassForKids, you can make every aspect of parent communication feel smooth, professional, and stress-free.
Ready to Transform Parent Communication at Your Kids' Club?
Running a kids’ club is already a full-on job. The last thing you need is to get bogged down with parent communication you could easily automate. Why not let ClassForKids take care of the boring stuff, so you can focus on creating unforgettable experiences?
Our communication tools make it super easy to keep parents in the loop without breaking a sweat. Curious to see how it works? Take a free tour of our booking system today and see the difference for yourself!
Melih Kalender
Melih is the newest member of our content crew. By day, he whips up catchy blogs, guides, and ad copy. When he's away from the keyboard, he explores the world and fuels his creativity with art, recipes, and faraway adventures.
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