Customer Story · Primrose Schools of Candelas & West Woods

How Two Primrose Schools Used Future Enrollment to Keep Classrooms Fuller

By scheduling each child’s journey through future classroom transitions, one executive director gained a clear view of upcoming openings, utilization, projected revenue, and staffing needs across two locations.

70% → 95%West Woods utilization growth
1 yearahead to see and fill future openings
2 schoolsmanaged in one consistent process
SEE CAREDAY IN ACTION

Customer Profile

One Leader. Two Schools. One Reliable View of Enrollment.

When Brittani Allen stepped into an executive director role overseeing Primrose Schools of Candelas and West Woods, each location used a different process for enrollment and classroom transitions. She needed a consistent way to see what was happening today—and what would happen months from now.

Organization
Primrose Schools of Candelas & West Woods
Locations
Two Colorado schools
Primary focus
Enrollment, transitions, revenue & staffing

The Challenge

The Team Could See Today’s Enrollment—but Not Tomorrow’s Openings

Spreadsheets and handwritten classroom lists made it difficult to track every child’s journey from first day through graduation. Entries could be missed, processes varied by location, and future capacity could become lost enrollment before the team knew an opening was coming.

Transitions fell through the cracksThere was no shared, dependable timeline for classroom moves.
Future openings were easy to missAvailable capacity had to be reconstructed by hand before it could be marketed.
Planning lacked one source of truthEnrollment, revenue, and staffing decisions relied on separate calculations.

The CareDay Solution

One Living Schedule Shows What Is Enrolled, What Is Opening, and What Comes Next

Each confirmed enrollment is scheduled through expected pre-K graduation. Instead of only forecasting what may happen, the team uses actual planned start dates and classroom transitions to make future capacity actionable—then connects that same schedule to utilization, projected billing, and staffing.

1

Map transitions

Move children through future classrooms and immediately see when space opens.

2

Turn openings into action

Know which classroom to market and give families clearer answers about when care can begin.

3

Connect schedules to revenue

See how room moves, new starts, and withdrawals affect projected billing.

4

Compare both locations

Toggle between either school or view their enrollment numbers side by side.

The Results

Future Openings Became Actionable—and West Woods Reached Approximately 95% Utilization

25 ptsutilization growth, from about 70% to 95%
12 mo.typical forward view for fall enrollment planning
Minutesto report FTE and projected billing in daily meetings

By tracking birthdays and planned transitions accurately, the team could move older children at the right time, make space for younger families, market the classrooms with future availability, and align staffing with expected enrollment and revenue.

The amount of time that it has saved me working on transitions—the time alone saved has been worth it.

Brittani Allen
Executive Director, Primrose Schools of Candelas & West Woods

A Focused CareDay Demo

One Living Schedule. Fuller Classrooms. More Predictable Revenue.

See how CareDay schedules each child’s journey, reveals future openings before they become lost revenue, and connects enrollment to capacity, billing, and multi-location planning.

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