---
title: "CRM and Enrollment Forecasting"
id: "27829"
type: "page"
slug: "crm-and-enrollment-forecasting"
published_at: "2026-10-13T14:34:58+00:00"
modified_at: "2026-10-19T14:24:18+00:00"
url: "https://qa.bwtest.net/crm-and-enrollment-forecasting/"
markdown_url: "https://qa.bwtest.net/crm-and-enrollment-forecasting.md"
excerpt: "Enrollment Forecasting See your open spots, weeks ahead See future openings: View available spots by classroom, weeks or months ahead Plan transitions: Schedule room moves and graduations and see how they affect future capacity Hold spots: Reserve an opening for..."
---

# #1 childcare software

## From first inquiry to enrolled family – all in brightwheel.

## From first inquiry to enrolled family -all in brightwheel.

Capture every inquiry, know where each family stands, and see open spots ahead, all in one place.

## Trusted by millions of educators and families

![brightwheel reviews](https://qa.bwtest.net/wp-content/themes/_brightwheel/img/social-proof-stars.webp "brightwheel reviews")4.9 | 160,000+ reviews - ![Apple Store](https://qa.bwtest.net/wp-content/themes/_brightwheel/img/apple-2.png)
- ![Google Play](https://qa.bwtest.net/wp-content/themes/_brightwheel/img/google-play-2.svg)
- ![Capterra](https://qa.bwtest.net/wp-content/themes/_brightwheel/img/capterra-2.svg)

- ![G2 Leader](https://qa.bwtest.net/wp-content/themes/_brightwheel/img/g2-leader.webp)
- ![Cloud 100](https://qa.bwtest.net/wp-content/themes/_brightwheel/img/cloud-100.webp)
- ![Capterra Best](https://qa.bwtest.net/wp-content/themes/_brightwheel/img/cap.webp)

## ## The enrollment pipeline built for childcare

Capture inquiries, schedule tours, manage your waitlist, and plan for future capacity — without leaving brightwheel.

![An icon image of conversations that represents the messaging feature of brightwheel.](https://qa.bwtest.net/wp-content/uploads/2022/10/Tangerine-Icon-Circle-3.png "Real-time messaging")### Never miss a lead

Every website inquiry, walk-in, and referral lands in one place. Nobody gets lost.

![An icon image of classroom that represents the communication feature of brightwheel.](https://qa.bwtest.net/wp-content/uploads/2018/07/Checkin.svg "Easier staff communication")### Stay in control

See where every family stands and send consistent follow-ups at every stage.

![An icon image of heart that represents the communication feature of brightwheel.](https://qa.bwtest.net/wp-content/uploads/2024/02/centalized.png "SMS alerts and newsletters")### Plan ahead

View open spots by room and week, months out with Enrollment Forecasting.

![An icon image of light bulb that represents efficiency driving tools in brightwheel.](https://qa.bwtest.net/wp-content/uploads/2024/09/bar-charts-analytics.svg "Centralized communication")### Win families over

Keep tours, waitlists, paperwork, and fees moving—from first visit to enrolled.

![An icon image of conversations that represents the messaging feature of brightwheel.](https://qa.bwtest.net/wp-content/uploads/2022/10/Tangerine-Icon-Circle-3.png "Real-time messaging")### Never miss a lead

Every website inquiry, walk-in, and referral lands in one place. Nobody gets lost.

![An icon image of classroom that represents the communication feature of brightwheel.](https://qa.bwtest.net/wp-content/uploads/2018/07/Checkin.svg "Easier staff communication")### Stay in control

See where every family stands and send consistent follow-ups at every stage.

![An icon image of heart that represents the communication feature of brightwheel.](https://qa.bwtest.net/wp-content/uploads/2024/02/centalized.png "SMS alerts and newsletters")### Plan ahead

View open spots by room and week, months out with Enrollment Forecasting.

![An icon image of light bulb that represents efficiency driving tools in brightwheel.](https://qa.bwtest.net/wp-content/uploads/2024/09/bar-charts-analytics.svg "Centralized communication")### Win families over

Keep tours, waitlists, paperwork, and fees moving—from first visit to enrolled.

## Capture, track, and manage leads

Pipeline Management

![Pipeline Management](https://qa.bwtest.net/wp-content/uploads/2026/10/CRM-mobile-1-pipleine-management.png)

- Capture inquiries from your website, calls, walk-ins, and referrals
- See every family and stage at a glance with one visual pipeline dashboard
- Track every family from new inquiry to enrolled or waitlisted
- Keep notes, emails, tours, and lead history together

Forms & Tours

![Forms & Tours](https://qa.bwtest.net/wp-content/uploads/2026/09/CRM-Tours-mobile.png)

- Let families book available tour times themselves
- Set recurring availability and control how many families can book
- Send automatic tour confirmations and reminders
- Send forms, packets, and fees to prospective families as they move toward enrollment
- Manage upcoming tours alongside prospective-family details

Waitlist

![Waitlist](https://qa.bwtest.net/wp-content/uploads/2026/09/CRM-waitlist-mobile.png)

- Keep waitlisted families organized by program
- Easily reorder families as priorities change
- Connect your waitlist to upcoming openings with Enrollment Forecasting

Automation & Communication

![Automation & Communication](https://qa.bwtest.net/wp-content/uploads/2026/09/CRM-Automations-mobile.png)

- Create reusable email templates for common enrollment communications
- Email families directly from their lead profile or as they move through stages
- Send messages individually or in bulk
- Keep communication connected to each prospective family

![Pipeline Management](https://qa.bwtest.net/wp-content/uploads/2026/10/CRM-pipleine-management.png)

![Forms & Tours](https://qa.bwtest.net/wp-content/uploads/2026/09/CRM-Tours.png)

![Waitlist](https://qa.bwtest.net/wp-content/uploads/2026/09/CRM-waitlist.png)

![Automation & Communication](https://qa.bwtest.net/wp-content/uploads/2026/09/CRM-Automations.png)

![Image](https://qa.bwtest.net/wp-content/uploads/2026/09/shape-1.svg)  ![Image](https://qa.bwtest.net/wp-content/uploads/2026/09/shape-6.svg)  ![Image](https://qa.bwtest.net/wp-content/uploads/2026/09/shape-3.svg)

## Enrollment Forecasting

### See your open spots, weeks ahead ![Image](https://qa.bwtest.net/wp-content/uploads/2026/09/underline-1.svg)

![Image](https://qa.bwtest.net/wp-content/uploads/2026/09/%F0%9F%8D%ADReg%E2%80%93Lightbulb.png)

**See future openings:** View available spots by classroom, weeks or months ahead

![Image](https://qa.bwtest.net/wp-content/uploads/2026/09/%F0%9F%8D%AD-Reg-Reporting.png)

**Plan transitions:** Schedule room moves and graduations and see how they affect future capacity

![Image](https://qa.bwtest.net/wp-content/uploads/2026/09/task-list-star.png)

**Hold spots:** Reserve an opening for a family working through enrollment

![Image](https://qa.bwtest.net/wp-content/uploads/2026/09/Combined-Shape.png)

**Fill openings:** Match available spots with families on your waitlist

![Image](https://qa.bwtest.net/wp-content/uploads/2026/09/Enrollment-forcasting.png)

[Book a demo](https://qa.bwtest.net/demo/)

![Image](https://qa.bwtest.net/wp-content/uploads/2026/09/shape-4.svg)  ![Image](https://qa.bwtest.net/wp-content/uploads/2026/09/shape-5.svg)  ![Image](https://qa.bwtest.net/wp-content/uploads/2026/09/shape-2.svg)

## How brightwheel CRM compares

Integrated solution

Leads enrolled automatically

Tours, waitlist, billing integration

Time-saving setup

### Brightwheel CRM

Integrated solution

✓

Leads enrolled automatically

✓

Tours, waitlist, billing integration

✓

Time-saving setup

✓

### Spreadsheets / pen & paper

Integrated solution

×

Leads enrolled automatically

×

Tours, waitlist, billing integration

×

Time-saving setup

×

### Separate admissions tool

Integrated solution

×

Leads enrolled automatically

×

Tours, waitlist, billing integration

×

Time-saving setup

×

## Frequently asked questions

### What is brightwheel CRM?

Brightwheel CRM helps you manage prospective families from first inquiry through enrollment directly in brightwheel, instead of across spreadsheets or separate tools.

### Who is brightwheel CRM for?

Brightwheel CRM is built for preschools and childcare centers that manage prospective families from inquiry through enrollment, including booking tours, collecting applications, and managing waitlists.

### How do families submit an inquiry?

Admins can share a linkable interest form or embed it on their website. When a family fills it out, a lead is created automatically. Admins can also add leads manually at any time, including for walk-ins, phone calls, and referrals.

### Do families need the brightwheel app to submit an inquiry?

No. Families fill out their information and complete a one-time verification — no account setup required.

### What happens when a family enrolls?

Their lead information automatically becomes a student profile in brightwheel. Nothing needs to be re-entered.

### Who on our team can access brightwheel CRM?

Superadmins, admins, and managers. Staff and teacher accounts do not have access to CRM.

## Review the latest insights & resources about CRM & Enrollment

- Business
- ECE Industry
- Blog post

### Childcare CRM & Management Software: The Multi-Site Buyer's Guide

A childcare CRM manages enrollment, billing, family communication, and daily operations in one platform. Compare the top options for 2026 and see why brightwheel is the best choice.

[Read Now](https://qa.bwtest.net/blog/childcare-crm)

- Business
- Blog post

### Top 8 Preschool CRM Features to Look for in 2026

Discover the top preschool CRM features, from automated lead management and communication to billing and security.

[Read Now](https://qa.bwtest.net/blog/top-preschool-crm-features)

- Business
- Blog post

### 10 Common Childcare Enrollment Challenges and Solutions

Discover 10 common childcare enrollment challenges and how to solve them with digital tools.

[Read Now](https://qa.bwtest.net/blog/childcare-enrollment-challenges-and-solutions)

Free calculator

## See what running things manually is actually costing you

Time, paperwork & printing, and late payments add up fast. See what it’s costing you — and how much you could save.

Enrolled children30 children

Staff members4 staff members

Count yourself too

Average staff hourly rate$18 / hour

Families who pay late each month30% of families

Most programs say it's more than they'd like

How do most families currently pay you?

Affects reconciliation & follow-up time per family

Cash or checkVenmo / ZelleMix of everything

Calculate my savingsBased on typical center operations — adjust inputs to personalize.

## See how much you could save with a digital solution

Here’s where your time and money are going every month — and what switching to brightwheel puts back in your hands.

Annual savings

$—

Based on —

$—per month

Recovered in cycle 1

— hrs

Admin time saved / mo

$—

Late payment / mo

$—

Paper & printing / mo

Check-in & sign-out**— hrs**

Chasing late payments**— hrs**

Forms, reports & filing**— hrs**

Most programs are live and saving within 2 weeks.

A brightwheel specialist will give you a customized demo for your center size.

[Get a demo](/demo/)

 How we calculated this Estimates reflect separate, non-overlapping tasks.

Estimated monthly savings = time on admin tasks × hourly rate + paper costs. Late payment cash flow is shown separately.

Check-in/out: (children × 1.25 min × 2 directions × 22 days) / 60.

Late payment follow-up: late families × billing mins / 60 (Cash/check: 15 min, Mix: 10 min, Venmo: 7 min).

Forms & admin: ((15 min/day) + (2 min/day × staff) + (1 min × children)) / 60, capped at 80 hrs/month.

Paper cost: children × $3/month. Annual savings = monthly × 12.

Subscription cost is excluded from this estimate.

Recalculate

## Designed with you in mind

![Icon image that represents a childcare center, preschool, or family child care program.](https://qa.bwtest.net/wp-content/uploads/2022/08/administrators-directors.svg "Efficiently run your program, from in-home to center-based, single-site and multi-site.")### Administrators & directors

Manage enrollment, billing, payroll, communication, and business from the brightwheel app.

[Learn more](https://qa.bwtest.net/childcare-management-software/)

![Icon image that represents childcare center management tools in brightwheel.](https://qa.bwtest.net/wp-content/uploads/2022/08/teachers-staff.svg "Easily manage daily tasks, from check-in and activities, to messaging with families.")### Teachers & staff

Easily manage daily tasks, from check-in and activities, to messaging with families.

[Learn more](https://qa.bwtest.net/childcare-management-software/)

![Icon image that represents parent-teacher communication tools in brightwheel.](https://qa.bwtest.net/wp-content/uploads/2022/08/parents-guardians.svg "Stay connected to your child's learning with messaging and easily set up online payments.")### Parents & guardians

Stay connected to your child's learning with messaging and easily set up online payments.

[Learn more](/solutions/parents/)

### Tour the easiest all-in-one childcare and preschool app