Language for families
App language follows the parent account across schools and devices. Communication language is a separate school preference. School-written messages, names, uploaded documents and original legal documents keep their original language. Staff tools and this public resource library remain in English.
Parents can choose English or Español before sign-in, or change App language in Account on the web and More on mobile.
What this is
Enrollment is the waitlist for a new family. Add a parent who wants a spot — not the child’s name yet. You can move them to Place offered without a parent login. Invite them so they can fill in their child’s details on Ashby. A child already in your care goes on Children instead.
Do this
After you sign in, open More, then Enrollment. In Status, Still enrolling shows families from their first inquiry until approval. All families also includes the latest approved enrollments you can view. Use Search and Status to find someone.
Choose Add a family in the Families section. Enter the parent’s first name and last name, and a phone number or an email. Add the start date if they said, and what they told you in About the child (their age and the days they need). Choose a room if asked. More details holds the address and how they heard about you.
Open a family by choosing their row. The main button follows the next step: Book a visit, Send invite, Copy link or Review form. Add to waitlist and Offer a place move the family along in one tap, as Status does. Changing status does not send a message or book a tour. After Edit details and Save family, the family opens again with its next step.
To arrange the waitlist, filter Status to Waiting for a place. Use Move up or Move down in the family’s Actions menu.
When a place is offered, an authorized school leader can Send invite. The dialog lists what the registration form asks: the child’s name and birthday, allergies and dietary needs, the parent’s phone and a second parent, who else can pick up and how they know the child, one emergency contact, the child’s doctor, and consent. The next step becomes Waiting for parent: open the family to Copy link (Share on a phone) and text it, or Send again. When they submit, it becomes Review registration. Review the labeled details and choose Approve or Send back. Send back asks what to fix; the family sees your note at the top of the form. Approval adds the child to Children with the second parent, the people who can pick up and the doctor.
When a family says yes on the phone, open the family and choose Enroll now. Add a child opens with the parent’s name, email, phone and group filled in. Add the child’s name and date of birth, then Add child: the child is on Children and the family leaves Enrollment. While a registration form is waiting, Review form shows instead.
To book a visit for a family who called, open the family and choose Book a visit. The soonest open time is already chosen, so Book visit books it; or pick another open time, or another day and time. The visit is then the family’s next step until it is over; after it, the next step is Choose the next step. Use Tours (Visits at an in-home daycare) to set when families can visit. Start with school hours, weekday mornings, two afternoons, one weekly time, or choose your own days. Choose Add a tour time, or select a day in the calendar, to add a time; booking opens on that time, or close it to keep it open. Select an open time later to book it or remove it. If you use Ashby for your school website, available times appear on its Contact page for parents to book.
Use Reports to check enrollment results by the dates families first inquired. Compare sources, approved enrollments, and average days to enroll.
Open a family to use Reminders or Draft follow-up. Enable email reminders only with parent permission. Review a drafted message before copying it into your email; copying does not send it.
Tick several families to show shared actions. Remove is for families who no longer want a place; their registration link stops working and a form they started is removed. Children already in your care belong on Children.
How it works
A lead is a parent who asked about a spot. It is not a child record. That is why this page does not ask for a child’s legal name or date of birth.
Who opens Enrollment: the owner, directors, assistant directors and front desk. An assistant (Educator) who opens it from the menu or a link reads Only the director handles enrollment. Ticking Enrollment waitlist for her in Role permissions opens it for her.
If email reminders or AI drafting show as unavailable, you can still contact the family yourself. Writing and copying does not send a message. Enrollment reminders use email; Ashby does not send enrollment text messages.
- Lead
- the parent’s name, email, phone, address, a hoped-for start date, and the room they would join. One room fills in for you. What they told you about the child stays with the lead. Family details show that room’s age group and enrolled count, not a child’s date of birth.
- Inquiry
- they called or wrote.
- Contacted and Visited
- you replied to the family or they visited the school. Changing a status does not book a tour or send a message.
- Source
- a fixed category chosen when the lead is added. Public school inquiries use School website. No tracking URL or extra personal details are collected.
- Enrollment results
- tracking begins with new leads; older leads are excluded. Approving an enrollment form records the conversion when the child is created and the lead is removed. Adding a child directly does not count. Unnamed counts remain after removal, and later approvals stay in the original inquiry date range.
- Enrolled
- Approving a registration form adds the child to the Enrolled filter. Enrollment reviewers see the latest 50 approvals using the names on those forms. Approved enrollments are read-only. Use Open Children for the current roster.
- Draft a follow-up
- School leaders open a family, then Draft follow-up. Choose Check in or Invite to visit and a tone. Review and edit the wording, confirm it is ready, and copy it into your email. AI uses only the purpose and tone, without family details or notes. Write your own message when drafting is unavailable. Copying does not send it.
- Email reminders
- Open a family, then Reminders. Enable only after the parent agrees to follow-up emails at their current address. A published school website needs its email and mailing address. Up to three emails over 30 days ask about questions, a visit, and continued interest. Pausing does not restart the series. A booked tour, later pipeline stage, changed email, unpublishing, or school deletion stops sends. Every email has a stop link. Staff cannot override an unsubscribe, and uncertain deliveries are not retried automatically.
- Tour availability
- a template repeats for the next six weeks. School hours follows the hours and holidays saved for this location. Changing or pausing availability removes future unbooked times and keeps booked visits. One family can reserve each time. Website booking creates a parent inquiry with School website as the source. Staff can choose an existing family or add a new family from an available calendar time. Green times are available and red times are booked. Record Visited after the visit happens.
- Waitlist
- they want a spot and are in line. The number is their place in that line. Choose Waiting for a place in Status. Filter to that status and use Move up or Move down to change the order.
- Place offered
- you have a spot. Invite is optional. When you invite, they fill the child’s details. When the next step says Review registration, open it and choose Approve. The child is then on Children. You can also add the child on Children without a login.
- Enroll now
- for a family who said yes without a form: Add a child filled in from the family, in one step. The child joins the roster, the parent gets a link to join Ashby when there is an email, and the family counts as enrolled in Reports.
- Access requests
- a family on this list who asks to join with your join link shows on Children → Access requests. Which children? offers the family on your enrollment list as one choice (picking it sends them the family form), or each child already in your care: pick each child the parent should see, and one email reaches them.
- Location
- each site has its own waitlist. If you have more than one location, choose it first: select your school’s name at the top of the menu, then the location.