Free OpenClaw Skill for Preschools: Family Communications and Enrollment Agent (Download)

What this skill does for your preschools

• Drafts the daily family digest from teacher notes and Brightwheel / Procare activity logs, summarized per child for the parent app push.
• Runs the tour-to-enrollment cadence at day 1, 4, 10, and 21 with deposit handling, license-capacity check, and the curriculum-fit summary (Reggio Emilia, Montessori, Waldorf, play-based, language immersion).
• Owns QRIS (state quality rating) preparation by surfacing missing documentation, classroom observation prep, and the NAEYC accreditation checklist if pursued.
• Tracks CACFP meal documentation, allergen logs, and the state licensing inspector touchpoints so the director sees compliance gaps before they bite.
• Drafts the parent-teacher conference scheduling cadence twice a year, with the developmental milestone framework summary keyed to each child.

What's inside this OpenClaw skill

The full file you download, indexed below for search engines and for operators who want to read before they install.

---
name: preschool-family-and-enrollment
description: Family communications, tour-to-enrollment cadence, daily documentation digest, QRIS preparation, and CACFP compliance agent for preschools and licensed home daycare. Integrates with Procare, Brightwheel, Sandbox Software, HiMama/Lillio, Kangarootime.
version: 1.0.0
author: OpenClaw Consult (Adhiraj Hangal)
license: MIT
url: https://openclawconsult.com/skills/preschools
---

# OpenClaw Skill: Preschool Family Communications and Enrollment Agent

## Overview

This skill turns the OpenClaw agent into a family-communications and
enrollment-funnel layer for your preschool. It does not replace the
director, the admissions lead, or the teachers: it amplifies them. The
skill owns the 50 to 200 daily family touchpoints (daily digest, tour
follow-up, enrollment cadence, conference scheduling) so the human team
spends their time on tours, classroom moments, and the families who
need a real conversation.

Designed for licensed home daycare (4-12 children), single-site preschools
(30-90 children), and small networks (2-5 sites), on Procare, Brightwheel,
Sandbox Software, HiMama (now Lillio), Kangarootime, MyKidReports, or
Famly.

## What this skill does

1. Drafts the daily family digest per child from teacher notes and activity logs
2. Runs the tour-to-enrollment cadence at day 1, 4, 10, 21
3. Owns QRIS state quality rating preparation
4. Tracks CACFP meal compliance and allergen logs
5. Surfaces state licensing inspector touchpoints
6. Drafts twice-yearly parent-teacher conference scheduling and developmental summaries

## Triggers

```yaml
triggers:
  - type: heartbeat
    schedule: "0 16 * * 1-5"         # Weekdays 4pm
    action: daily_family_digest

  - type: heartbeat
    schedule: "0 10 * * *"           # Daily 10am
    action: tour_to_enrollment_queue

  - type: heartbeat
    schedule: "0 8 * * 1"            # Mondays 8am
    action: license_and_compliance_audit

  - type: heartbeat
    schedule: "0 9 1 * *"            # 1st of month 9am
    action: cacfp_meal_log_audit

  - type: heartbeat
    schedule: "0 9 1 */6 *"          # Twice yearly
    action: parent_teacher_conference_pass

  - type: on_event
    event: scheduler.tour_completed
    action: enter_enrollment_cadence

  - type: on_event
    event: scheduler.enrollment_signed
    action: send_onboarding_packet

  - type: on_event
    event: scheduler.incident_logged
    action: flag_to_director_pause_outbound
```

## Workflow: daily family digest

At 4pm every weekday the agent:

1. Pulls the day's teacher notes and activity logs from Brightwheel / Procare / Lillio
2. For each child in attendance, compiles a parent-facing digest
3. Includes: meals, naps, diaper changes (for infants and toddlers), classroom activities, milestone moments, any incident notes flagged by the teacher
4. Routes the per-child digests to the director or lead teacher for approval
5. Pushes the approved digests through the platform's parent app

Per-child digests reference the specific activity the child participated in (sensory bin time, dramatic play, outdoor exploration) rather than a generic "had a good day" template.

## Workflow: tour-to-enrollment cadence

When a tour is logged, the agent enters the family in the enrollment cadence:

- Day 1: thank-you note referencing the specific question or concern from the tour, with a curriculum-fit summary tied to what the parent asked about
- Day 4: check-in with photos from a similar-age classroom (with permission), a soft-touch question about the family's timeline
- Day 10: deposit-to-enroll nudge with the family's actual waitlist position and the license-capacity check for the requested classroom
- Day 21: last-call enrollment message before the slot moves down the waitlist
- Day 60 (if not enrolled): no-pressure reactivation for the next enrollment cycle

The skill checks license capacity at every step. If the requested classroom is at capacity, the family gets a waitlist-position message instead of an enroll-now message.

## Workflow: QRIS rating preparation

QRIS (Quality Rating and Improvement System) varies by state. Common state names:

- Texas Rising Star
- North Carolina Star Rated License
- Indiana Paths to QUALITY
- Maryland EXCELS
- Pennsylvania Keystone STARS

The skill ships a generic preparation checklist covering categories that map across most state QRIS systems:

1. Program standards documentation
2. Staff qualifications and continuing education records
3. Family engagement evidence
4. Child assessment portfolio per child
5. Learning environment and curriculum documentation

Once a month the agent surfaces missing documentation against the checklist to the director. State-specific QRIS rubric coverage is part of the customized build.

## Workflow: NAEYC accreditation preparation (optional)

For preschools pursuing NAEYC accreditation, the skill ships a 10-component framework checklist:

1. Relationships
2. Curriculum
3. Teaching
4. Assessment of child progress
5. Health
6. Staff competencies, preparation, and support
7. Families
8. Community relationships
9. Physical environment
10. Leadership and management

The skill surfaces missing documentation against each component on a rolling basis. The director and team still do the substantive work; the skill keeps the checklist visible.

## Workflow: CACFP meal log compliance

For preschools enrolled in CACFP (Child and Adult Care Food Program), the skill surfaces:

- Daily meal documentation completeness rate
- Meals missing the required components per CACFP guidance
- Allergens flagged at meal time
- Meal patterns that may not meet the age-group requirements
- Monthly CACFP claim preparation summary

The skill does not file the CACFP claim. The director or business manager files via the state agency or CACFP sponsor. The skill is decision support.

## Workflow: parent-teacher conferences

Twice a year (typically fall and spring), the agent:

1. Drafts the scheduling cadence for all enrolled families
2. Compiles a per-child developmental summary from teacher notes
3. References the milestone framework the school uses (state early learning guidelines, NAEYC, or proprietary)
4. Routes summaries to the lead teacher for review and approval
5. Pushes scheduling links to families through the platform

The skill never replaces the teacher's professional judgment on a child's developmental progress. The summary is a parent-facing draft that the teacher signs.

## Message templates

```yaml
templates:
  daily_digest_per_child:
    body: |
      Today's recap for {child_first_name}

      Drop-off: {dropoff_time} with {family_member}
      Mood: {mood_observation}
      Activities: {activities_today}
      Meals: {meals_with_intake_notes}
      Naps: {nap_summary}
      {diaper_or_potty_notes_if_applicable}

      A moment from today:
      {milestone_or_anecdote_from_teacher}

      Pickup: {pickup_time}

      {teacher_first_name}, {child_classroom}

  tour_day_1_thank_you:
    body: |
      Hi {parent_first_name},

      Thank you for visiting {preschool_name} today. It was great to
      meet {child_first_name}. You asked about {tour_question_topic};
      here is a fuller answer: {director_response}.

      Next step if you would like to move forward: {next_step}.

      Reach back any time.

      {director_first_name}

  tour_day_10_enroll_nudge:
    body: |
      Hi {parent_first_name},

      Following up on {child_first_name}'s tour. The {target_classroom}
      currently has {available_slots} slot(s) open and {waitlist_count}
      families on the waitlist.

      Locking the slot requires the {enrollment_deposit} deposit. Once
      it is in, I can confirm {child_first_name}'s start date.

      {director_first_name}

  enrollment_at_capacity_waitlist:
    body: |
      Hi {parent_first_name},

      Quick update: the {target_classroom} is currently at capacity
      ({current_enrollment}/{license_capacity}). I have placed
      {child_first_name} on the waitlist at position {waitlist_position}.

      Most families move off the waitlist within {expected_wait_window}
      based on our usual enrollment patterns.

      I will reach out the moment a slot opens.

      {director_first_name}

  conference_scheduling:
    body: |
      Hi {parent_first_name},

      It is conference season at {preschool_name}. {teacher_first_name}
      has prepared a developmental summary for {child_first_name} and
      would love to walk through it with you.

      Open slots this week and next:
      {open_slots}

      Pick whichever works.

      {teacher_first_name}

  cacfp_meal_log_to_director:
    channel: director_console
    body: |
      CACFP MEAL LOG STATUS (yesterday)
      Meals logged: {meals_logged} / {meals_expected}
      Missing components: {missing_components_list}
      Allergen flags: {allergen_flags}
      Action: review by EOD to keep the claim period clean
```

## Memory keys

```yaml
memory:
  - key: child.daily_state[{child_id}]
    description: Today's attendance, mood, activities
    schema: { date: date, attended: bool, dropoff_time: time, mood: string, activities: list }

  - key: child.milestone_state[{child_id}]
    description: Developmental milestones observed by the teacher
    schema: { framework: string, milestones_observed: list, pending_for_conference: list }

  - key: child.allergen_log[{child_id}]
    description: Documented allergens and any incidents
    schema: { allergens: list, incidents: list, last_review: date }

  - key: prospect.tour_state[{prospect_id}]
    description: Tour-to-enrollment cadence stage
    values: [tour_completed, day_1_sent, day_4_sent, day_10_sent, day_21_sent, enrolled, waitlist, declined]

  - key: classroom.enrollment_state[{classroom_id}]
    description: Per-classroom enrollment vs license capacity
    schema: { license_capacity: int, enrolled: int, waitlist_count: int }

  - key: preschool.qris_checklist
    description: QRIS preparation status by category

  - key: preschool.cacfp_log
    description: Monthly CACFP meal log compliance state
```

## Required integrations

| Integration         | Purpose                                            | Read | Write |
|---------------------|----------------------------------------------------|------|-------|
| Procare             | Attendance, family records, billing                | yes  | optional |
| Brightwheel         | Attendance, daily activity log, family messaging   | yes  | optional |
| Sandbox Software    | Multi-site enrollment and family records           | yes  | optional |
| HiMama / Lillio     | Daily activity log and family messaging            | yes  | optional |
| Kangarootime        | Attendance and family records                      | yes  | optional |
| MyKidReports        | Daily activity log                                 | yes  | optional |
| Famly               | Attendance and family messaging                    | yes  | optional |
| Twilio (or similar) | Outbound SMS                                       | no   | yes   |
| Email provider      | Outbound email                                     | no   | yes   |
| OpenClaw Memory     | Cross-run state                                    | yes  | yes   |
| OpenClaw Heartbeat  | Scheduled cadence triggers                         | yes  | yes   |

## Licensing and compliance notes

The skill is decision support. It surfaces touchpoints (license capacity
checks, CACFP meal log completeness, QRIS documentation gaps, state
inspector visit prep) and routes them to the director. It does not
replace the school's written licensing compliance program. The director
and licensed teaching staff own compliance.

Incident reporting (behavioral, allergen exposure, injury) routes to
the director immediately and pauses any outbound to that child's family
until the director clears it. The skill never replies to an incident
report autonomously.

## Configuration

```yaml
config:
  preschool_name: "Your Preschool Name"
  curriculum_framework: "play_based"   # or "reggio_emilia", "montessori", "waldorf", "language_immersion"
  classrooms:
    - name: "Infants"
      age_range: [0.5, 1.5]
      license_capacity: 8
    - name: "Toddlers"
      age_range: [1.5, 3]
      license_capacity: 12
    - name: "Preschool"
      age_range: [3, 5]
      license_capacity: 20
    - name: "Pre-K"
      age_range: [4, 5]
      license_capacity: 20
  director_first_name: "Director"
  approval_mode: director_approves_all   # or "autonomous_after_2_weeks"
  state_qris:
    enabled: true
    state: "TX"
    program: "Texas Rising Star"
  naeyc_accreditation:
    pursuing: false
  cacfp:
    enrolled: true
    sponsor: "..."
  family_digest_send_time: "16:00"
  enrollment_cadence: [day_1, day_4, day_10, day_21, day_60]
  conference_schedule: [fall_october, spring_april]
```

## Quick install

```bash
mkdir -p ~/.claude/skills
mv preschools.md ~/.claude/skills/preschool-family-and-enrollment.md
# Edit the config block to match your preschool
```

Launch OpenClaw and the skill is live. Run `compile family digest` or
`run tour to enrollment queue` to invoke it on demand, or wait for
Heartbeat to fire it on the configured schedule.

## Want it wired to your stack?

This SKILL.md is the starting point. If you want it plugged into your specific
platform, curriculum framework, state-specific QRIS rubric, and director voice
on a fixed-price two-week clock, with the founder writing every line of the
build, the door is at https://www.adhirajhangal.com/work

Install in 60 seconds

1. 1

   Drop the file into your OpenClaw skills directory

   Save the downloaded preschools.md as ~/.claude/skills/preschool-family-and-enrollment.md (or your project-level .claude/skills/ if you scope it per site). OpenClaw picks up new skill files on next agent launch, no restart command required.

2. 2

   Connect your childcare management platform

   Edit the integrations block to point at your Procare, Brightwheel, Sandbox, HiMama/Lillio, or Kangarootime export. Read-only access is enough to start. The skill ships the prompts that translate your daily attendance, teacher notes, and enrollment funnel into the agent's working memory.

3. 3

   Start in director approval mode, validate, then move to autonomous

   Run for two weeks with the director or admissions lead approving every outbound message to families. The skill defaults route any licensing concern, behavioral incident, allergen incident, or refund discussion to a human. After two weeks, flip the daily family digest and tour-to-enrollment cadence to autonomous and keep incident handling director-approved permanently.

Example conversation

Common questions

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