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Preschools · CRM

Keep every parent's enquiry in one place until the child has a seat.

A CRM for a preschool is the single record of every family that has asked about a seat, with the child's age, the contact notes and the next step against each name. GullySales works on setting up the fields, the stages and the daily habit that keep that record true.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

An early-years caregiver helps young children play and learn at a low classroom table

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for preschools

Sales and marketing for preschools, the overview.

Last updated 18 Oct 2026.

For preschools

Where it usually goes wrong, and what we would do.

  • “The notebook and the phone disagree”

    One enquiry is in the office notebook, another in the principal's WhatsApp, a third on a scrap of paper at the gate. When the admission list is needed, nobody can build it without an afternoon of searching.

  • “The stage of each family is unclear”

    Without a stage against each name, nobody knows whether a parent has only asked, has toured, has taken the form or has paid. The school chases the wrong families and forgets the right ones.

  • “Staff change but the history should not”

    When a front-desk person leaves, the memory of who was promised a call leaves too. A shared record keeps the families' details with the school rather than with one person.

  • “A heavy system will be abandoned”

    A CRM with thirty fields that the desk never fills is worse than a sheet. The record has to be small enough to complete while a parent is still on the phone.

What we do

What we deliver for preschools.

The work available for this need. We agree the deliverables and responsibilities for your engagement in writing.

  1. A short enquiry record

    Fields for parent name, child's name and age, locality, source, class sought, visit date and next step, and nothing the desk will not fill.

    Result: One row captures a family while the parent is still on the line.

  2. Stages from asked to enrolled

    Named stages such as enquired, toured, form taken, form returned and seat confirmed, with a clear rule for moving between them.

    Result: You can count families at each stage on any day.

  3. A daily call list

    A view that shows the families due a call today, sorted by the date promised, so the desk starts the morning with a list.

    Result: Nobody who was promised a call is forgotten.

  4. Source and referral fields

    A field for how the family found the school, including which current family referred them.

    Result: You can see which routes bring seats.

  5. A short guide for the front desk

    One page that says what to write, where and when, with examples, so a new staff member can follow it.

    Result: A substitute can keep the record without a handover meeting.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

Fields worth keeping

Fields a preschool desk needs to hold an enquiry until the child has a seat.

Child's date of birth
Entered at the first call. It sets the class and shows whether a seat exists.
Parent names and who visited
Record the mother, father or grandparent who came. It shows who decides.
Locality and van need
Entered from what the family says. It shows whether the family can be served.
Stage of the family
Enquiry, tour booked, tour done, form given or seat paid. It shows who needs the next call.
Hours or day care wanted
A short list of choices. It matches the seat to the working parent.
Reason for not joining
Chosen from a short list when a family declines. After a season it shows whether fee, distance or trust decided it.

Who it is for

This is written for these preschools.

  • Standalone neighbourhood preschools run by a single owner
  • Franchise preschools running under a chain's name
  • Preschools attached to a primary or high school
  • Play schools inside apartment complexes and gated communities
  • Preschools with an extended day or day care add-on
  • Activity-based and play-way preschools
  • Preschools with their own transport vans
  • Preschools run by a trust or a charitable society

Not for

It is not the right fit if.

  • You get few enough enquiries to remember each one, so a new list would add typing and nothing else.
  • Staff will not enter data after tours, so the records would fill with blanks.
  • Nobody has decided who may see a child's details, so settle access before any record is made.

Before you decide

Agree the work. Know how to judge it.

CRM for preschools: use these checks to prepare, choose the scope, and review what changes.

Bring the right evidence

List the records your team uses and show how an enquiry becomes an order today. Bring examples of duplicate entries, missing owners, and reports that require manual correction.

Make the scope clear

Agree the stages, required fields, access roles, and integrations before configuring the system. Separate software subscriptions from setup, data work, and training.

Check the work in use

Ask the people who will use the CRM to complete a real handover and find the next action without help. Check that the management report can be traced back to individual records.

Know when to change course

If the process is unclear, buying a more complex CRM adds more places for confusion. Start with the minimum fields and rules the team can use consistently.

These are discussion points, not a fixed package. GullySales confirms the deliverables, responsibilities, fee, and term in writing after reading your brief and speaking with you.

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Sales journey agreement

    Your sales lead explains how an enquiry becomes an order, using open deals as examples. We agree which steps belong in the CRM and identify decisions needing your approval.

  2. 2

    Configuration approval

    You approve stage definitions, required fields, ownership rules, and access. Unresolved choices are settled before configuration starts.

  3. 3

    Test environment decision

    We confirm whether your plan provides a trial copy or separate pipeline. Where neither is available, changes to the live system need an agreed approach before work proceeds.

  4. 4

    Connection and rule checks

    Enquiry connections are checked before automations are activated separately. Your nominated owner verifies where records arrive and which person receives each task.

  5. 5

    Sales team acceptance

    The people handling enquiries test open deals from entry through closure. Required corrections are resolved before you approve the switch.

  6. 6

    Switch and ownership handover

    The agreed configuration goes into use, and your CRM owner receives the final record. Any post-switch corrections included in the scope are documented before handover closes.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Do we need paid software?
Not at the start. A shared sheet with the right fields can do the job for a single centre. Move to a CRM tool when the volume or the number of staff makes a sheet awkward, and choose one the desk will actually use.
Who owns the record?
One named person at the school owns it and checks it is up to date. Everyone else writes to it. Without an owner the record goes stale, and the call list becomes unreliable.
Is it safe to store parents' details?
Treat them as private. Limit who can open the record, avoid sharing it by chat, and remove details when they are no longer needed. Check data-protection duties with your own adviser.
What child details should we hold?
Hold only what the seat needs: name, date of birth, parent contacts and the hours wanted. Leave out health or family details until the parent hands them to the admissions file. Data on children carries extra care, so check the rules with your adviser.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

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