Tour booking calendar
Shows open tour times linked to the staff schedule, so a family never books a slot the center cannot cover.
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Booking and Intake Website for Adult Day Centers
A booking and intake website for adult day centers lets families book a tour, start an enrollment and send the first medical forms without a stack of faxes. SIZ Group builds the flow so the office manager sees every request in one queue, with the start date, attendance days and transport needs already listed.
01
Why a booking and intake website for adult day centers matters more than a flyer
An adult day center runs on a fixed weekday schedule, so one empty chair costs the day's revenue and one missed intake call can cost a family its placement. Families planning a parent's care often compare two or three programs in a single week. The center that lets them book a tour and begin paperwork from a phone at nine at night is the one they remember.
The office manager also carries the paperwork. Enrollment usually needs an application, a physician's form, immunization records, an emergency contact list and a transport address. A booking and intake website collects most of that in advance, so the first morning is about the participant rather than the forms.
02
How adult day center families search, compare and decide, and what that means here
Families usually search by care need first: memory support, a program for a parent who uses a wheelchair, or a weekday option that fits a work schedule. They read the first two or three program pages closely, then look for the cost, the transport and the staff ratio. The decision often comes down to which center made the next step easy, whether that is a tour slot they can book at once or a clear note on what happens after the call.
For this project, that means the booking path has to sit one click from every program page. Families should be able to pick a day, see the open tour times and understand the enrollment steps without reading a long policy document. The office benefits too, because a family who has already seen the schedule arrives at the tour with fewer questions.
- Enrollment packets mailed back with the physician section left blank
- Transport addresses that fall outside the van route and need a second call
- Start dates agreed by phone and never written into the attendance calendar
- A waitlist kept on paper at the front desk and updated only when someone remembers
03
What an office manager should test before approving the booking flow
The office manager will want to see the flow working from the family's side first. Test a booking for a weekday program, a Saturday tour request the center does not offer, a family asking for three days a week, and a request that needs a pickup stop outside the usual route. If each one ends with a clear next step and a record in the queue, the design is ready.
Look closely at the queue itself. Each request should show the program, attendance days, funding source, transport need and the date the family wants to start. An office manager who can sort that list in the morning can fill open seats quickly, which matters more than any visual detail on the homepage.
What you get
Key features
Multi-step enrollment
Collects the application first, then the physician form and immunization records once the start date is set.
Waitlist by program day
Lets a family join the waitlist for a full day and receive a message when a seat opens, while the office decides the order.
Transport address check
Confirms whether a pickup address sits on an existing route before the enrollment moves forward.
Office queue
A single list of requests with program, attendance days, funding source and requested start date, sortable each morning.
04
Connecting intake to the systems a center already runs
Many adult day centers keep attendance and billing in a dedicated care management system, while others run on a shared calendar and QuickBooks for invoices. The booking site should feed those tools through a simple connection or a spreadsheet export the office can open. DocuSign is a common choice for signed enrollment agreements, and the form can hand off to it rather than replacing it.
Decide early which tool holds the master participant record, who may edit attendance and where the transport route list lives. A clear answer to those three questions keeps intake data from being typed twice.
05
What the center must gather before the flow goes live
The office manager should gather the materials families need in advance: the enrollment packet, the current fee schedule, the daily program outline, the transport zones and the list of funding sources the center accepts. Each can be a downloadable file or a linked page, but it has to be current and approved before launch.
Access rules matter because the intake forms ask for medical information. Decide which staff can open submitted forms, how long submissions are kept and who receives an alert when a physician form arrives. Write those answers into the privacy notice on the site.
- Current fee schedule with what each program includes
- Enrollment packet with field names that match the attendance system
- Transport zone list with the pickup window for each route
06
Where booking projects for day programs usually go wrong
The costliest mistake is a form that asks for everything before the family has seen the center. A busy daughter will abandon a long enrollment form, and the office still ends up calling. Keep the first request short, and let the physician form, immunization records and medication list follow once the tour is booked or the start date is set.
A second mistake is a booking calendar that shows open tour slots the staff cannot honor, usually because the nurse or the director is out that day. Connect the calendar to the staff schedule, block time around training sessions, and let the office release a slot quickly if it cannot be covered.
How much does a booking and intake website for adult day centers cost?+
Our websites range from $300 to $2,200, depending on scope. A flow with tour booking, multi-step enrollment and a connection to the attendance system sits toward the higher end, while a single booking form costs less. The scoping call sets out the options, and we confirm the price in writing.
Can families upload their physician forms through the site?+
They can, through a secure upload, and the office receives an alert when a file arrives. The office should still check each form against the program requirements before the start date is confirmed.
Will the site handle waitlists?+
Yes. When a requested day is full, the family can join that day's waitlist and receive a message when a seat opens. The office manager decides how the list is ordered, so the site never makes that decision alone.
Who sees the information families submit?+
Only the staff roles the center sets, and every submission is kept with an access log. The privacy notice explains how long the center keeps the data. If the center is a HIPAA covered entity, we would sign a business associate agreement with each vendor before health data is submitted.
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Let's make it happen
Fill more seats with fewer phone tags
Schedule a free scoping call to walk through your tour, enrollment and transport steps, and we will show where a booking and intake website removes the most back-and-forth.