How to make childcare tours easier to arrange

A tour is most useful when the family has enough information to believe the service may be a fit and the centre has a reliable process for hosting the visit.

Before asking a family to book, make these details clear:

• location, parking and access;
• age groups and likely room;
• opening hours and session options;
• fee and inclusions;
• current or indicative availability;
• quality rating and educational approach;
• whether children and other family members can attend;
• how long the visit usually takes.

Offer times the service can host well. A large number of slots is not helpful if staff routinely need to cancel or educators are pulled away from children.

Where possible, provide a small choice of times and an alternative request option. Ask about access, interpreter or communication needs in a respectful optional field.

Use accurate button labels:

• Book a tour when the time is confirmed immediately.
• Request a tour when staff must review it.
• Ask about a visit when arrangements are highly individual.

Send a confirmation that includes the date, time, address, parking, contact person, what to expect and a simple reschedule link. Collect only the information needed to arrange and prepare for the visit. ^R11

After the tour, send the information promised during the visit and provide a clear contact point. Avoid high-pressure messages; families are making a significant care decision.

Practical next step: complete the tour process on a phone as a family would, from the centre page to confirmation. Remove every unclear step and test that staff receive the booking correctly.

Related guides

• How to show childcare availability without promising a place
• Is your “Book a tour” button really a booking?
• Instant childcare tour booking or request a time?