AI Readiness Assessment for Youth Activity Centers

1
When a new family expresses interest through any source (website, ads, phone calls, etc) what usually happens to their information?* This field is required.
The information may end up in different places, and the source, interest, or next step is often unclear.
We capture the information, but it usually needs to be copied, cleaned, or categorized manually afterward.
Most leads enter our CRM with a source and interest, but ownership or next steps are not always consistent.
Every key lead source sends the right information into our CRM with a standardized source, interest, owner, and next step.
2
What happens when a lead is interested but not ready to enroll yet?* This field is required.
Follow-up depends on whether someone remembers.
The lead may receive a general newsletter or occasional manual follow-up.
We have some follow-up emails or automations, but they are not always connected to the lead's interest, behavior, or readiness.
The lead enters a structured nurturing process based on interest and readiness, with clear triggers for team follow-up.
3
Can you tell which marketing activities are producing enrollments, not just leads?* This field is required.
No. We may know where some leads came from, but not whether they became customers.
We can sometimes work it out manually, but it takes too long or the data is incomplete.
We track some lead-to-enrollment data, but it is not fully reliable across all sources.
We can clearly see each lead's source, conversion status, and enrollment outcome in one reporting view.
4
When a lead needs follow-up, what happens?* This field is required.
The team checks inboxes, spreadsheets, notes, or relies on memory.
Leads are stored somewhere, but each team member decides what to do next.
Most leads have a stage, owner, or task, but the process is not followed consistently.
Every active lead has an owner, stage, and next action, supported by a clear follow-up playbook.
5
How consistently is a trial, intro class, tour, or similar first-step experience managed?* This field is required.Use the closest equivalent offered by your center. This question focuses on what happens after the experience is scheduled.
The process depends on the person handling it. Reminders, attendance, and follow-up are mostly manual.
We manage some steps, but information and responsibilities are split across different tools or people.
The experience is organized, but attendance, no-shows, outcomes, or next steps are not always recorded and handled consistently.
Every scheduled experience follows a defined workflow: confirmation, reminders, attendance or no-show, outcome, ownership, and the next step are clearly tracked.
6
How does your team manage contacts?* This field is required.Think about any CRM, newsletter tool, or other systems used to organize and communicate with leads and families.
We do not have a central contacts system, our information mainly lives in inboxes, spreadsheets, or class-management software.
We have one central system for contacts, but we mainly use it as a database and newsletter tool rather than to manage follow-up and daily activities.
We use a CRM for contacts organization, follow-up, segmentation, or tasks, but information and team usage are inconsistent.
The CRM is part of the team's daily operating system: leads, tasks, notes, stages, ownership, and next actions are kept current.
7
When there's a new enrollment, what happens behind the scenes?* This field is required.
Staff manually update systems, send communications, and decide which tasks need to happen.
We have checklists or templates, but most work still depends on manual coordination.
Some enrollment tasks are automated, but workflows vary by program, season, enrollment type, or staff member.
The enrollment triggers the correct tasks, communications, data updates, and team notifications based on the relevant program, season, and family scenario.
8
How are customer requests, such as withdrawals, enrollment changes, or general support needs, managed?* This field is required.
Requests arrive through emails, calls, messages, or conversations and can be difficult to track.
We use forms or shared inboxes, but ownership and status are not always clear.
Requests are usually centralized, but updates, communication, deadlines, or reporting still require manual effort.
Requests enter a clear workflow with the right information, an owner, a status, deadlines, and a visible history.
9
Imagine one key admin person is absent for two weeks. What is most likely to happen?* This field is required.
Important work would slow down because much of the process lives in that person's head.
The team could manage some tasks, but there would be confusion, missed steps, or frequent questions.
We have documentation and systems, but the team still depends on a few people for exceptions or clarity.
Core workflows, ownership, procedures, and system instructions are documented clearly enough for the team to continue without relying on one person's memory.
10
How well do your class management system and CRM / marketing tool work together?* This field is required.
The systems do not communicate. The team re-enters information manually or manages it separately in each system.
Some information is transferred between the systems, usually through manual imports, exports, or other workarounds, but updates are not consistent.
Key events and data are connected automatically, but fields, exceptions, or data quality issues still require regular manual fixes.
Relevant data flows automatically and reliably between the systems, using a defined structure and a clear process for handling exceptions.
11
How organized is the data your team relies on?* This field is required.
Data is scattered, duplicated, or inconsistent across tools, spreadsheets, and notes.
We have some structure, but sometimes things are used differently by different people.
We have data standards, but they are not always followed or reviewed.
We use standardized fields, statuses, tags, and naming conventions that make reporting and automation reliable.
12
Without asking your team or checking several tools, how easily could you answer these questions today?* This field is required.How many leads did we generate last week? Which sources generated them? How many took the next step toward enrollment? How many enrolled?
We would need to piece the information together manually.
We could provide rough estimates, but not reliable answers.
We can answer some of these questions, but reporting is still manual, delayed, or incomplete.
We have timely, trusted reporting that provides visibility across marketing, sales, enrollment, and operations.
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Scoring Total
14
Where should I send the result?Enter your best email
example@example.com
15
What's your name?
First Name
Last Name
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