Pilot playbook

SeatStrategy pilot enrollment playbook

Fill Your Program is a self-paced course for ECE owner-directors working to fill open seats. A four-stage workflow (· waitlist, inquiry, tour, parent messaging ·) refined with feedback from one pilot client at a time.

See the workflow

The four-stage funnel

Every family moves down the same path. The director never decides their own order — we follow the funnel and skip ahead only by exception.

→ Inquiry

Waitlist

Family has expressed interest but has not yet engaged.

Care rhythm

Day-of acknowledgement + monthly check-in.

Outcome

Set the bar. Family hears back fast and knows when to expect more.

→ Tour scheduled

Inquiry

Family is actively asking questions and comparing programs.

Care rhythm

24-hour follow-up with two tour windows.

Outcome

Move them from window-shopping to a booked visit.

→ Parent messaging

Tour scheduled

Family is booked to visit the classroom.

Care rhythm

Day-before reminder and warm welcome.

Outcome

Show up. Make the classroom feel like theirs.

→ Enrolled

Parent messaging

Family has toured and is in nurturing / decision phase.

Care rhythm

Recap email + soft decision check-in.

Outcome

Hold their hand through the decision in plain writing.

Terminal

Enrolled

Family has signed and is starting.

Care rhythm

Welcome packet + first-week touchpoint.

Outcome

Land cleanly. Confirm details + start strong.

Iterate after the pilot run

Tell us what to fix before the next director

Pilot feedback shapes the next revision. Honest reports of what broke are worth more than polite ones.

Pilot feedback

We're iterating this playbook with one pilot director at a time. Tell us what worked, what broke, and what would make it sing.