MyOhana - GoHighLevel Enrollment Management & Parent Communication System

MyOhana partnered with us to build a complete GoHighLevel enrollment management system, designed to automate parent communication, simplify facility tour scheduling, and guide prospective families through the enrollment journey from first inquiry to registration.

Custom Enrollment Pipelines Automated Inquiry & Follow-Up Workflows Calendar Booking for Facility Tours Missed Call Text-Back Automation Smart List Segmentation by Age Group
Start Your Project Today
MyOhana GoHighLevel Enrollment Management System

Client Overview

About MyOhana

MyOhana required a streamlined system to manage parent inquiries, childcare enrollment processes, and facility tour bookings. By implementing GoHighLevel for Healthcare, the organization was able to centralize communications and automate key stages of the enrollment journey. As inquiries increased, the team needed a more efficient way to manage communications and follow-ups without adding to the administrative workload, while also providing a smoother experience for prospective families.

Business Goals & Requirements

Automate parent communication across the enrollment journey
Improve inquiry response times for prospective families
Simplify tour scheduling for facility visits
Create a structured process for managing enrollment opportunities from inquiry through registration

Challenges

Managing a high volume of parent inquiries efficiently
Ensuring prospective families received timely follow-up communication
Coordinating and scheduling facility tours
Organizing contacts based on children's age groups for targeted communication

Solution Delivered

How We Built an Automated Enrollment Management System

1. Custom Enrollment Pipelines

Implemented:

  • Pipelines customized to track families through each stage of the enrollment journey as part of the GoHighLevel CRM Setup
  • Clear visibility from initial inquiry through registration
  • Organized structure to manage multiple enrollment opportunities at once

2. Automated Inquiry & Follow-Up Workflows

Created:

  • Automated workflows to handle inquiry responses
  • Reminder and follow-up sequences for prospective families
  • Enrollment communication workflows to keep families informed

3. Calendar Booking for Facility Tours

Configured:

  • Calendar booking functionality allowing parents to schedule tours seamlessly
  • Automated confirmations and reminders for scheduled visits
  • Reduced back-and-forth coordination for tour scheduling

4. Missed Call Text-Back Automation

Implemented:

  • Automated text-back responses for missed calls through Workflow Automation
  • Ensured no inquiry was overlooked, even outside business hours
  • Immediate engagement for families calling in

5. Smart List Segmentation by Age Group

Configured:

  • Smart Lists segmenting contacts by children's age groups
  • More relevant, personalized communication to families
  • Improved organization for targeted outreach

Key GoHighLevel Features Configured

Custom enrollment pipelines Automated inquiry response workflows Follow-up & reminder sequences Calendar booking integration Tour confirmation automation Missed call text-back automation Smart List segmentation by age group Enrollment communication workflows Contact tagging & organization Lead-to-registration tracking

Implementation Process

Discovery & Enrollment Journey Mapping

Reviewed MyOhana's existing inquiry and enrollment process to map the ideal path from first contact to registration.

CRM Architecture & Pipeline Setup

Built custom pipelines reflecting each stage of the childcare enrollment journey.

Automation & Missed Call Workflow Development

Created automated inquiry responses, follow-up sequences, and missed call text-back automation.

Calendar Booking & Smart List Configuration

Set up tour scheduling and segmented contacts by children's age groups.

Testing, Launch & Optimization

Tested the full enrollment flow and refined workflows based on real parent activity.

Results Achieved

Faster Inquiry Response Times

Automated workflows and missed call text-back ensure every family receives a timely response.

Simplified Tour Scheduling

Calendar booking lets parents schedule facility tours without back-and-forth coordination.

Improved Enrollment Visibility

Custom pipelines give the team clear insight into where each family stands in the enrollment process.

More Personalized Communication

Smart List segmentation by age group allows for more relevant outreach to families.

Reduced Administrative Workload

Automation handles routine communication, freeing up staff time for in-person family engagement.

Why Childcare Centers Choose GoHighLevel

  • Automated workflows that keep prospective families engaged from first inquiry onward
  • Missed call text-back that ensures no parent inquiry goes unanswered
  • Calendar booking that removes friction from scheduling facility tours
  • Smart List segmentation that supports age-appropriate, relevant communication
  • Structured pipelines that bring clarity to the enrollment process

Services Utilized in This Project

Explore More Success Stories

Ready to Streamline Enrollment for Your Childcare Center with GoHighLevel?

Whether you need automated parent communication, simplified tour scheduling, missed call text-back, or age-based contact segmentation, our GoHighLevel specialists can build a system that helps your center respond faster and manage enrollments more efficiently.

Hire GoHighLevel Experts Today