Use case · Local authority
Between submission and the panel, the family calls four times
Fourteen nurseries, 1,200 requests a year, two allocation panels. The application is submitted on paper or by email, a document is missing half the time, and the family calls to find out where their request stands — because nothing tells them.
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The starting point
The family has no visibility, so it calls
The department spends half its time answering “where does my application stand”. Missing documents are chased by phone, the panel date is not communicated, and the decision goes out by post, three weeks later. Every call is legitimate: nothing else informs them.
- A missing document on one application in two, chased by phone
- Four calls per application just to learn where it stands
- The panel is prepared by hand in a spreadsheet
- The decision goes out by post, with no confirmation of receipt
What we put in place
Inform before being asked
- 01
The application is submitted online
A guided form, with the list of documents and file upload. The application is created on the family's record, at the “received” stage.
- 02
Every stage informs the family
Received, complete, reviewed by the panel on 12 June, decision: at every change of stage, an email or an SMS goes out. The family knows, so it stops calling.
- 03
Documents chase themselves
A missing document triggers a reminder at D+7 and D+21, with the upload link. The application moves to “complete” as soon as the document arrives.
- 04
The panel works in the tool
Complete applications, priority criteria, requested facilities: the list is filtered, the decision is entered, and the notification goes out the same day.
What it shifts
What the setup aims for
- ≈ 4 → 1
- call per application
- ≈ 1 in 2 → 1 in 6
- incomplete applications at the panel
- Same day
- for the decision notification
- 0
- re-entry between submission and the panel
Go further
The building blocks used
Web forms
Forms on your site that feed directly into the CRM.
DiscoverCustom objects
Your business applications, with no development: properties, case files, contracts, with segments and automations.
DiscoverAutomation workflows
A trigger, conditions, actions — across every hub at once.
DiscoverEmail campaigns
Block-based newsletters and campaigns, targeted at your CRM segments.
DiscoverBooking page
Your availability bookable online, in your colors, on your domain.
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Frequently asked questions
Can the priority criteria be configured?
Yes. They are properties of the application — situation, neighbourhood, siblings — and the panel sorts on them. The scoring scale remains the authority's own.
What about a family with no digital access?
The application can be created at the front desk by an agent, with the same stages and the same notifications, by SMS or by post.
Can we request several nurseries?
Yes. Each preference is attached to the application, in the order stated by the family, and the panel sees the preferences next to the available places.
Where is the children's data held?
In the European Union, with access limited to the early childhood department. Applications are purged according to the retention period set by the authority.
Another question? Write to us — a human will answer.
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