Welcome to Seedlist

This is the most important thing you can do right now. Your waitlist has a unique link that families use to apply. You can find it in your dashboard sidebar — just click Copy waitlist link.

Put it everywhere families might look:

• ✓Your website (a button that says “Join Our Waitlist”)
• ✓Your Facebook page or Instagram bio
• ✓Your email signature
• ✓A printed flyer at your front desk or in your lobby

The more places you share it, the fewer phone calls you'll field from families asking how to get on the list.

During onboarding, we pre-filled some default classrooms for you. Now's the time to make them match your actual center.

• ✓Rename rooms to match what you actually call them (e.g., “Ladybugs” instead of “Infant Room”)
• ✓Set your licensed capacity — the maximum number of children allowed in the room
• ✓Add a staff count and ratio per room so Seedlist can figure out how many children you can actually take, based on your state's rules

Tip: If you staff a room below its licensed capacity, you can set a separate “staffed capacity” on the Openings page — that's the number your forecast plans around.

Where to find it: Settings → Classrooms

If you already have families on a waitlist (in a spreadsheet, a notebook, or just in your head), get them into Seedlist so everything is in one place.

• ✓Import from a spreadsheet — upload a CSV or Excel file from Settings. Seedlist will map your columns automatically.
• ✓Add manually — click the Add Family button above your board to add families one at a time.

Tip: Import your currently enrolled children too — this powers the enrollment forecast so Seedlist can predict when spots will open up.

Your dashboard is a visual board where every family is a card that moves through your enrollment pipeline, from left to right:

When you enroll a family, they move off the board into their classroom roster. Families you archive drop off too. So the board always shows the people you're actively working, not your whole history. (You can rename or add columns anytime — see step 6.)

• ✓Drag and drop a family card to move them to the next stage
• ✓Click any card to see the full details — parent info, child info, notes, tour history, and contact log
• ✓Use filters at the top to narrow by age group, priority, classroom, or desired start date
• ✓Search by parent or child name (or parent email) to find anyone quickly

Not every family on your waitlist is equal — siblings of enrolled children, staff families, or alumni may get first dibs. Seedlist lets you define priority tiers so the right families are always at the top.

• ✓We start with sensible defaults, but you can rename, add, or reorder tiers
• ✓Families in higher tiers are surfaced first when a spot opens up
• ✓Assign a priority to any family from their detail panel

Where to find it: Settings → Priority Tiers

Every center's enrollment process is a little different. If the default stages don't match how you work, change them.

• ✓Add new stages (e.g., “Toured — Interested” or “Deposit Received”)
• ✓Rename or reorder existing stages
• ✓Remove stages you don't use

Where to find it: Settings → Waitlist Stages

This is one of the most important features in Seedlist. Waitlists get stale fast — families find other care and forget to tell you. Without regular check-ins, 20–40% of your list may be families who no longer need a spot.

Here's how it works:

• ✓Seedlist automatically emails waitlisted families asking “Are you still interested in a spot?”
• ✓Parents confirm with one click — no app, no login, no password needed
• ✓If a family doesn't respond, Seedlist follows up again after the interval you set (default: 30 days)
• ✓After a set number of unanswered check-ins (default: 3), the family is automatically archived
• ✓Emails come from myseedlist.com with your center's name, so parents know it's from you

Where to find it: Settings → Still-Interested Check-Ins

The Openings page shows you when spots are likely to open up in each classroom — so you can plan ahead instead of reacting.

• ✓See projected openings month by month, classroom by classroom
• ✓Based on children aging out, known departures, and your historical churn rate
• ✓Make sure your enrolled children are in Seedlist (imported or added by hand) — the forecast needs them to be accurate

Where to find it: Openings in the sidebar

The application form families fill out works great out of the box, but you can add your own questions too.

• ✓Add up to 5 custom fields — text, dropdown, or checkbox
• ✓Example questions: “Does your child have any allergies?” or “Preferred schedule”
• ✓You can also customize the confirmation email families receive after applying

Where to find it: Settings → Waitlist Application (for custom questions) and Settings → Confirmation Email

If other staff members help manage your waitlist, you can invite them so they have their own login.

• ✓Add their name and email — they'll get a temporary password by email
• ✓Staff can view the waitlist, add families, schedule tours, and log contact
• ✓Moving families between stages, Settings, Billing, and team management stay owner-only (that's you)

Where to find it: Settings → Team

You might be wondering what the experience looks like from a parent's side. Here's what they get:

• ✓A clean application form with your center's name — works great on phones
• ✓A confirmation email right after they apply, with a private link to check their status
• ✓A status page — no login needed — where they can see their application timeline and current status
• ✓Periodic check-in emails asking if they're still interested (one click to confirm)

Families never need to create an account or remember a password. Everything works through their email.