Visitor Follow Up

It’s important to know when visitors and guest families come to your organization.  They are checking you out to see it there is a fit, and you want to both make them feel welcome and proactively follow up so they are more likely to return.  

To easily track visiting and new families use the “First Time Check-in Report” in KidCheck’s comprehensive report library.  It will show you the children and guardians that have checked in for the first time by date, and includes the guardian’s contact information.  It also captures the room/location the children checked into.  You determine the date range you want to pull.  For example you could run the report daily or weekly to have a current list and be able to quickly follow up with visitors. 

Click here for information on the visitor check-in process and some welcome suggestions to help make the families, and especially the children that will be in your care, feel comfortable. 

We suggest your follow up be personal, prompt and welcoming.  Here are some ideas: 

• Start by thanking them for coming and asking if they have any questions when they are leaving. Don’t have the only interaction be at their arrival. This makes their last encounter with you positive and leaves them with a good feeling. 
• A personal handwritten follow up letter, signed by you, goes a long way. Even if the follow on communication is typed or a form letter, have the salutation specifically call out the family’s name and have it personally signed by the appropriate person at your organization.
  • In addition to thanking them for coming, direct them to where they can find out more information (i.e. website, facebook, upcoming event).
  • Consider including a note directly to the child that attended as well from the main person they interacted with. Perhaps with a big smiley face drawn on it or with a sticker.
• Some organizations utilize a short “first-timer” survey (nor more than 5 questions) that can either be mailed back or completed online. This can make the visitor feel their input is important and provide you with valuable information.  If the survey card is to be mailed back include a self-addressed and stamped envelope.
• Follow up again after a set period of time that you feel is most appropriate. Without putting on pressure, let them know you miss them and hope to see them again.  This reminds them you care about them and having them return.

 Share with us some best practices and suggestions you have for visitor follow up.