Language for families
App language follows the parent account across schools and devices. Communication language is a separate school preference. School-written messages, names, uploaded documents and original legal documents keep their original language. Staff tools and this public resource library remain in English.
Parents can choose English or Español before sign-in, or change App language in Account on the web and More on mobile.
What this is
Enrollment is the waitlist for a new family. Add a parent who wants a spot — not the child’s name yet. You can move them to Place offered without a parent login. Invite them so they can fill in their child’s details on Ashby. A child already in your care goes on Children instead.
Do this
After you sign in, open Enrollment. Families still enrolling shows families from their first inquiry until approval. All families also includes the latest approved enrollments you can view. Use Search and Status to find someone.
Choose Add a family in the Families section. Enter the parent or guardian’s first name, last name, and email. Choose a room if asked. More details holds optional contact details, start date, notes, and how they heard about you.
Open a family using the row’s Actions menu, then View family. Change Status when you contact them, they visit, or you have a place to offer. Changing status does not send a message or book a tour.
To arrange the waitlist, filter Status to Waiting for a place. Use Move up or Move down in the family’s Actions menu.
When a place is offered, an authorized school leader can Send registration invite. The next step becomes Waiting for parent, then Review registration when they submit. Review the labeled details and choose Approve or Send back. Approval adds the child to Children.
Use Tours to set when families can visit. Start with school hours, weekday mornings, two afternoons, one weekly time, or choose your own days. Select a day in the calendar to add another tour on that date. Select an available time to choose an existing family or add a new family and book immediately. If you use Ashby for your school website, available times appear on its Contact page for parents to book.
Use Reports to check enrollment results by the dates families first inquired. Compare sources, approved enrollments, and average days to enroll.
Open a family to use Reminders or Draft follow-up. Enable email reminders only with parent permission. Review a drafted message before copying it into your email; copying does not send it.
Tick several families to show shared actions. Remove is for families who no longer want a place. Children already in your care belong on Children.
How it works
A lead is a parent who asked about a spot. It is not a child record. That is why this page does not ask for a child’s legal name or date of birth.
If email reminders or AI drafting show as unavailable, you can still contact the family yourself. Writing and copying does not send a message. Enrollment reminders use email; Ashby does not send enrollment text messages.
- Lead
- the parent’s name, email, phone, address, a hoped-for start date, and the room they would join. One room fills in for you. Notes stay with the lead. Family details show that room’s age group and enrolled count, not a child’s date of birth.
- Inquiry
- they called or wrote.
- Contacted and Visited
- you replied to the family or they visited the school. Changing a status does not book a tour or send a message.
- Source
- a fixed category chosen when the lead is added. Public school inquiries use School website. No tracking URL or extra personal details are collected.
- Enrollment results
- tracking begins with new leads; older leads are excluded. Approving an enrollment form records the conversion when the child is created and the lead is removed. Adding a child directly does not count. Unnamed counts remain after removal, and later approvals stay in the original inquiry date range.
- Enrolled
- Approving a registration form adds the child to the Enrolled filter. Enrollment reviewers see the latest 50 approvals using the names on those forms. Approved enrollments are read-only. Use Open Children for the current roster.
- Draft a follow-up
- School leaders open a family, then Draft follow-up. Choose Check in or Invite to visit and a tone. Review and edit the wording, confirm it is ready, and copy it into your email. AI uses only the purpose and tone, without family details or notes. Write your own message when drafting is unavailable. Copying does not send it.
- Email reminders
- Open a family, then Reminders. Enable only after the parent agrees to follow-up emails at their current address. A published school website needs its email and mailing address. Up to three emails over 30 days ask about questions, a visit, and continued interest. Pausing does not restart the series. A booked tour, later pipeline stage, changed email, unpublishing, or school deletion stops sends. Every email has a stop link. Staff cannot override an unsubscribe, and uncertain deliveries are not retried automatically.
- Tour availability
- a template repeats for the next six weeks. School hours follows the hours and holidays saved for this location. Changing or pausing availability removes future unbooked times and keeps booked visits. One family can reserve each time. Website booking creates a parent inquiry with School website as the source. Staff can choose an existing family or add a new family from an available calendar time. Green times are available and red times are booked. Record Visited after the visit happens.
- Waitlist
- they want a spot and are in line. The number is their place in that line. Choose Waiting for a place in Status. Filter to that status and use Move up or Move down to change the order.
- Place offered
- you have a spot. Invite is optional. When you invite, they fill the child’s details. When the next step says Review registration, open it and choose Approve. The child is then on Children. You can also add the child on Children without a login.
- Location
- each site has its own waitlist. If you have more than one location, use Select a location under the page title first.