Admissions season is the busiest and most important time of the year for a preschool or small school. Enquiries arrive from Google, WhatsApp, word of mouth and walk-ins, often all on the same day. A clear school admission marketing checklist helps you stay organised, reply on time and turn more enquiries into school visits.
This article gives you a simple checklist in three parts: before admissions open, during admissions and after admissions close. It is written for owners and principals of preschools, Montessori schools and small schools in Solapur and across Maharashtra.
What is a school admission marketing checklist?
A school admission marketing checklist is a step-by-step list of tasks that help parents find your school, understand it and apply. It covers your Google profile, website, WhatsApp replies, school visits, open day and follow-up.
Using a checklist means nothing important is forgotten when the office gets busy. It also makes it easier to hand tasks to a teacher or office staff member.
When should a school start admission marketing?
Start a few weeks before your admission forms open, not on the day they open. Parents begin searching early, and your online information should be ready when they do.
The exact timing depends on your school's calendar. Many schools in Maharashtra plan around the academic year that begins in June. Work backwards from your form release date and give yourself enough time to update photos, pages and messages.
Before admissions: what should be ready?
Before admissions open, your basic information should be complete and correct everywhere parents look. This is the foundation for everything else.
Google profile
- Correct name, address, map pin and timings.
- Fresh photos of classrooms, play area and entrance.
- A short post announcing that admissions will open soon.
- Polite replies to all recent reviews.
Website
- An Admissions page with age groups, the admission process and important dates.
- A clear explanation of how fees work, even if exact amounts are shared on request.
- A safety section and a teachers section.
- A WhatsApp button and a simple enquiry form on every page.
Documents and forms
- The admission form, in print and as a PDF or online form.
- A list of documents parents need to bring.
- A photo consent form for parents to sign.
Team
- Decide who answers WhatsApp messages and calls.
- Prepare saved replies for common questions.
- Agree on school visit slots for each week.
During admissions: how do you handle enquiries well?
During admissions, the main job is to reply quickly, book school visits and keep track of every enquiry. An enquiry that is not followed up is usually lost.
Enquiry handling
- Reply to every WhatsApp message the same day if you can.
- Ask for the parent's name, the child's name and age, and the preferred visit time.
- Share timings, age groups and the visit booking link or slots.
- Note every enquiry in one place, such as a simple register, a spreadsheet or an enquiry tool.
School visit booking
- Offer fixed visit slots so parents can choose quickly.
- Send a reminder the day before the visit with the address and a map link.
- Have a teacher or the principal ready to show the classrooms and answer questions.
- Give parents a printed or digital information sheet to take home.
Open day
- Announce the open day on your Google profile, website, WhatsApp status and social media.
- Plan simple activities for children and a short talk for parents.
- Keep admission forms and consent forms ready on the spot.
- Collect names and numbers of visiting parents, with their permission, for follow-up.
How should a school follow up on admission enquiries?
Follow up politely within a few days of the enquiry or visit, and stop if the parent says they are not interested. Gentle follow-up shows you care without being pushy.
A simple follow-up plan could be: a thank-you message on the day of the visit, a short reminder about the form a few days later, and a final message before the admission deadline. Keep each message short and useful. Never send repeated messages to parents who have not shared their number with you directly.
How should schools handle children's photos during admissions?
Only use children's photos in marketing when their parents have given written consent. This applies to your website, Google profile, social media and printed brochures.
Admissions season is when many schools take event and open day photos. Make the consent form part of the admission kit. Keep a list of which children may appear in photos. When you post open day pictures, choose wide shots, photos of the space, or photos where children's faces are not visible, unless consent is on file.
After admissions: what should you do next?
After admissions close, review what worked, thank families and keep your profiles active. This makes next year's admissions easier.
- Send a welcome message to new families with the start date and what to bring.
- Ask new parents for an honest Google review after the first few weeks.
- Update your website to say admissions are closed and when the next round opens.
- Look at your enquiry register: where did most enquiries come from, and where did parents drop off?
- Keep posting small updates on your Google profile through the year.
A simple example
For example, a small preschool in Solapur could print this checklist and pin it in the office. Before admissions, the principal updates the Google profile and website. During admissions, the office staff member replies to WhatsApp messages using saved replies, books visits into fixed slots and notes every enquiry in a register. After admissions, the principal checks the register and sees which follow-ups were missed. Next year, the school starts earlier and sets up automatic replies for evening messages.
For the full timeline with ready-to-use checklists, read our guide Admissions season checklist.
Get your school ready for admissions
Want to know if your website and Google profile are ready for admissions season? Get a free website check. We look at your site speed, mobile view, Google profile, reviews and contact options, and show you what to fix first.
FAQ
How early should a preschool start admission marketing?
Start a few weeks before forms open. Update your Google profile, website and WhatsApp replies first, so parents find correct information when they begin searching.
What should an admissions page on a school website include?
Age groups, the admission process, important dates, the documents needed, how fees work and a clear way to enquire or book a visit.
How do we keep track of admission enquiries?
Use one place for every enquiry, such as a register, a spreadsheet or an enquiry tool. Note the date, parent and child details, the source and the next step.
Is it okay to post open day photos with children in them?
Only if parents have given written consent. Otherwise use wide shots, photos of activities without faces, or photos of the school space.
What if we get enquiries late at night?
Set up an automatic WhatsApp reply or an AI assistant that shares timings, age groups and visit slots, and saves the enquiry so your team can follow up in the morning.
