The Phone Tag Has to Stop
A family finds your centre online, likes what they see, and wants to visit. Right now that turns into a voicemail, an email you answer two days later, or a DM that gets buried. You play phone tag. Sometimes two families end up booked for the same slot. Sometimes a family just moves on before you get back to them.
Booking a tour should be as easy as booking a table at a restaurant. On CubbyPro, it is — and you stay in full control of when families can come.
What Families See
You get a public booking page at a simple, shareable URL that follows the pattern cubbypro.com/book-tour/<token>. Link it from your website, drop it in an email, or hand it out at an open house.
The family lands on a clean month calendar and does four quick things:
- Picks an open day.
- Picks a time from the slots you've made available.
- Enters their name, email, and phone, plus their child's name and age.
- Books.
That's it. They get a confirmation email immediately, and an automatic reminder the day before so they actually show up. No account, no login, no back-and-forth.
You Decide When Families Can Come
The whole point is that families can only book times you opened. You set all of this in Admissions, under a Tour booking card.
Open hours as time ranges
You define availability as time ranges per weekday. For example: Mondays 8:00 to 12:00 and 2:00 to 3:00. CubbyPro takes each range and turns it into bookable slots based on the tour length you choose. Pick 30-minute tours and that Monday morning range becomes eight neat slots — you never build them by hand.
The rest of the dials
- Tour length — how long each visit runs, which sets the slot size.
- Group size — how many families can book the same slot, so you can run one-on-one or small-group tours.
- Booking window — how many weeks ahead families can book.
- Individual dates — customise or close specific dates right on a calendar for holidays, PA days, or a week you're short-staffed.
Where the Bookings Land
Every booking shows up in two places at once, so nothing lives in a separate inbox you have to remember to check.
- It drops into your admissions pipeline as a Tour scheduled entry, right alongside your other prospective families.
- It appears on your own calendar as a tour event at the correct time, so front-desk staff see it next to everything else happening that day.
No re-typing, no copying between systems. The booking is already where your team works.
Notifications, Handled
You can set an email address to be notified on every booking — your front desk, the director, or a shared inbox. The moment a family books, that address hears about it.
Families are covered automatically: a confirmation email when they book, and a reminder the day before. You don't lift a finger for either.
Safe to Leave Public
Because this page is meant to live on your website, it's built to stay open to the world without inviting trouble — built-in spam and abuse protection quietly filters out bots and junk submissions, so only real families reach your calendar.
- Full slots disappear from the picker, so families never see a time they can't have.
- If two families race for the last spot in a slot, the second one is simply asked to pick another time — no double-booking.
Works for Centres and Agencies
Whether you run a single licensed centre or a home child care agency, tour booking works the same way. Set your hours, share the link, and let families come to you.
It All Feeds the Same Pipeline
A booked tour isn't a dead end — it's the first step of the admissions flow you already use. It moves Tour scheduled → toured → enrolled, the same pipeline your team runs every day. Online booking just fills the front of it, automatically, while you get on with your day.