The Problem with Manual Follow-Ups
In the fast-paced world of wraparound care, holiday clubs, and childcare services, enquiries don’t always land during business hours. A parent might scroll through your offerings at 9 pm after the kids are in bed, and if no one’s there to respond, that enquiry could easily slip away.
Manual follow-ups mean missed opportunities. Your team is juggling care delivery, admin, safeguarding… and trying to chase leads buried in inboxes. It’s no wonder some potential bookings never convert.
But here’s the truth: Your booking system should work as hard as you do – even after hours.
Why Automation Matters in Childcare & Clubs
Childcare teams don’t have time to manually track every enquiry, much less send a string of perfectly timed follow-up emails.
That’s where automation comes in. It levels the playing field, giving small teams the power to respond instantly and consistently, without adding to their workload.
With All Incompass + HubSpot integration, your system becomes the team member who never sleeps:
- Responding to enquiries in seconds
- Sending helpful information automatically
- Nudging families along the path to booking
While sleeping, your system is still working — building relationships and securing bookings.
How All Incompass + HubSpot Work Together
We built this integration with one goal: to save you time and turn interest into action.
Here’s what happens when you connect All Incompass with HubSpot:
- A parent fills in your enquiry form, and their info flows instantly into your HubSpot dashboard.
- An automated welcome email goes out immediately, giving them the necessary information.
- Follow-up messages are queued, tailored to their interests, and spaced perfectly to prompt action.
- As soon as they book, it syncs back into your All Incompass dashboard.
The magic? You didn’t lift a finger. However, the parent gets a seamless, professional experience that builds confidence and trust.
The Real Benefits: From Enquiry to Paid Booking
Let’s say a parent expresses interest in your after-school club. Here’s what the journey looks like:
- Day 0: They submit a form → Welcome email sent
- Day 2: Follow-up email with booking link + FAQs
- Day 7: Reminder with testimonials and optional discount
All of this is triggered automatically.
- You didn’t miss a beat
- They felt seen and supported
- And they booked.
Your booking system should work as hard as you do – even after hours. With this integration, it can finally.
A Peek Inside the Workflow
Let’s break down a real-world scenario:
- Parent responds to email
- Info is captured in HubSpot
- Instant welcome email
- Warm greeting + details on the service
- Automated follow-ups
- Based on their interest level or service type
- Booking made
- Automatically recorded in All Incompass
- Optional: Post-booking feedback email
- Keeps the relationship strong
There is no more copying/pasting or remembering to follow up. The system does it all so that you can focus on care delivery.
Getting Started with the Integration
This isn’t a “techy” setup. It’s a smooth, supported process built into our onboarding.
- Already using HubSpot? We’ll get you connected.
- New to it? We’ll guide you step-by-step.
From syncing your forms to building your first email journeys, our team helps you create a flow that suits your business and gets results.
Because in today’s world, working hard isn’t just about being busy, it’s about being smart.
What’s Next: Book a Demo
If you’re tired of chasing enquiries, managing messy inboxes, and missing potential bookings, it’s time to rethink your workflow.
Your booking system should work as hard as you do – even after hours.
We’d love to show you exactly how it works. In 30 minutes, we’ll walk you through the integration, show you the tools, and help you map a smarter path forward.
👉 Book a call now: https://linktr.ee/allincompass
👉 Or fill out this short form: https://lnkd.in/eSnD6FmM