Maximize the power of your CRM by seamlessly calling, texting, and emailing your leads—all within the platform. Save valuable time by creating email and text message templates for frequently sent communications. Playground’s comprehensive tracking system enhances your relationships with potential families by consolidating all interactions in one place. With a quick glance, you can recall key details, making every family feel valued and understood.
Calls
Calls can be placed directly from Playground CRM using your CRM phone number. You can set up call forwarding so that any calls made to your CRM phone number will ring on your preferred device.
When calls are made to your CRM phone number, the call will be recorded and saved to the lead's profile.
💡 If you are an enterprise user that has multiple locations in Playground, you can set up a different phone number for each location.
Create a CRM Phone Number
From your CRM Dashboard, navigate to Settings on the left sidebar, and then click the Connections tab at the top of the screen.
Click Add
Search by State or area code.
A set of available phone numbers will be generated. Choose your preferred number and then click Select & Finish.
🚨 Update your website and any other mentions of contact information with the new CRM phone number to ensure calls are tracked in Playground CRM
Set Up Call Forwarding
If you would like calls forwarded to another number, add that number here. Calls made to your CRM phone number will ring on the device of the indicated forwarding number. Call forwarding is required to receive calls, but not to make them.
Listen to Recorded Calls
All calls placed to your CRM phone number from CRM leads will be recorded and saved to the leads profile. To listen to a recorded call, refer to the instructions below:
Navigate to the lead's profile in Playground CRM.
The communication history with the lead will appear on the left side of the screen.
Locate the call you would like to listen to and click Listen to Recording.
Add Outcomes and Notes to Recorded Calls
Once the call is complete, you can add notes and an outcome to the call. This is helpful to make important information from the call easily visible.
Navigate to the lead's profile in Playground CRM.
Locate the call you would like to listen to and click the pencil icon.
Select the outcome of the call from the dropdown and add notes.
Click the blue Save button.
The call notes and outcome will now be visible in the lead communication history.
Log an Offline Call
If a call was placed to a number other than your CRM number, you can manually add notes for the call to Playground.
Navigate to the lead's profile in Playground CRM.
Click the white Actions button in the top right corner of the screen and then select Log a Call.
The log call window will open.
Fill out the required fields and then click the blue Save button.
To: the guardian you spoke with
From: the number they called, or the number you called them from
Outcome: select the result of the call from the dropdown.
Direction: select inbound if they called you, and outbound if you called them
Notes: optionally, add notes
The call will save to your communication history with this lead
Emails
Administrators can send emails to leads from CRM, allowing you to manage everything for your marketing process, all from one place! You can even save time by creating email templates for emails that you send frequently.
💡 If you are an enterprise user that has multiple locations in Playground, you can set up a different email for each location.
Connect your Email
Emails can be sent through Playground CRM. Connecting your email allows you to send emails from CRM. Connect the email that you would like emails to be sent from. Follow the instructions below to connect your email:
From your CRM Dashboard, navigate to Settings on the left sidebar, and then click the Connections tab at the top of the screen.
Click the Add button.
A new browser window will open with a screen to log into your email provider.
Once this process is completed, your email address will be listed on the Connections page.
💡 If you are an enterprise user that has multiple locations in Playground, you can set up a different email for each location.
Send an Email
From Playground CRM, navigate to the profile of the lead you want to email.
Click the Email Icon next to the guardian email you want to contact. The send email window will open.
Type an email and subject line. Or choose one of your email templates.
When you are ready, click the blue Send button.
Once sent, the email will appear in the lead's activity.
SMS/Texting Verification
Businesses must complete a verification process to text their customers. This process is a US government regulation that was put in place to protect consumers against scammers. Your account manager will reach out with a form that you must complete to initiate this process.
🚨 Texting approval can take 2-3 weeks to process. This timeline is set by the carrier networks and is outside of Playground's control. Delays may occur, and we appreciate your patience while the verification is reviewed.
To avoid delays or rejection during the verification process, keep the following in mind:
Your legal business name and EIN must match exactly as they are registered with the IRS. Discrepancies between your registration and what is submitted on the form are one of the most common reasons for delays.
Your website must include a privacy policy AND terms/conditions that are linked on the page where your contact form is listed. These links must be visible on every page of your website. There must be a separate web page for the privacy policy and terms/conditions. This is a carrier requirement and must be in place before verification can be approved.
Make sure your privacy policy includes language about SMS communications. See the template below for reference. Privacy Policy Template If you do not have a privacy policy, you can use the template below as a starting point. It is recommended that your legal time review all policies before they are posted it to your site. Please have a compliant privacy policy and terms/conditions before completing the texting verification form.
Your terms and conditions should include the program or brand name, a brief description of the program, and disclosures that message and data rates may apply and that messages may be recurring. Provide customer support contact information and clear opt-out instructions with HELP and STOP displayed in bold. The terms should also include a link to your privacy policy and a statement that carriers are not liable for delayed or undelivered messages.
Privacy Policy Template
Privacy Policy Template
Effective Date: [DATE] Last Updated: [Date]
[COMPANY NAME] (“we,” “us,” or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, and safeguard information when you access or use our website located at [WEBSITE URL] (the “Site”).
Please review this Policy carefully. By accessing or using the Site, you acknowledge and accept the practices described in this Privacy Policy. If you do not agree with the terms outlined here, please discontinue use of the Site.
Information We Collect: We, along with our service providers and technology partners, may collect various categories of information, including:
Full name
Email address
Phone number (when provided)
IP address
General geographic location
Information submitted through forms (which may include a child’s name, date of birth, health or medical details, or other sensitive information)
Public social media profile details if you interact with us through social platforms
Technical and usage information such as browser type, referring pages, device model, Internet service provider, and usage behavior
User-generated submissions such as messages, feedback, images, or form responses
We may also compile anonymous or aggregated information that does not directly identify any individual.
Methods of Data Collection: Information may be collected through several channels, including:
Completing forms on our Site
Signing up for newsletters or marketing communications
Communicating with us through email, SMS, or social media platforms
Interacting with embedded content or social media integrations
Automated technologies such as cookies, tracking pixels, and analytics services (including Google Analytics 4 and Meta Pixel)
These technologies may record data such as IP address, time spent on pages, browser details, and referral sources.
How We Use Collected Information: The information we collect may be used for purposes including:
Responding to inquiries or form submissions
Sending marketing emails or SMS messages when you have opted in
Monitoring Site usage and improving performance and user experience
Conducting marketing analysis and targeted advertising
Protecting against fraudulent activity and maintaining security
Complying with legal obligations
We do not sell personal information to third parties.
Cookies and Similar Tracking Technologies: Our Site uses cookies, tracking pixels, and similar tools to:
Analyze visitor activity and audience demographics
Deliver advertisements that may be more relevant to you (through platforms such as Google Ads or Meta Ads)
Improve Site functionality and performance
Most browsers allow you to control cookie preferences through their settings. For additional information about advertising opt-out tools, you may visit the Digital Advertising Alliance or the Network Advertising Initiative.
Sharing and Disclosure of Information: Your information may be shared with certain third parties where necessary, including:
Website hosting and infrastructure providers
Customer relationship management (CRM) or marketing automation platforms
Analytics and advertising partners
Legal authorities or government agencies when required by law
We may also share anonymized or aggregated data for analytical, research, or marketing improvement purposes.
Your Privacy Rights: Individuals residing in certain U.S. states, including California, Virginia, Colorado, Connecticut, and Utah, may have additional rights under applicable privacy laws. These rights may include:
Right to Know – Request information about the personal data we collect, how it is used, and with whom it is shared.
Right to Delete – Request deletion of personal data, subject to certain legal exceptions.
Right to Correct – Request correction of inaccurate personal information.
Right to Opt Out of Targeted Advertising or Profiling – Request that your data not be used for behavioral advertising.
Right to Limit Use of Sensitive Information (California residents) – Request restrictions on how sensitive data is used beyond essential services.
Right to Non-Discrimination – Exercise privacy rights without being denied services or receiving discriminatory treatment.
To exercise these rights or request to opt out of certain uses of your data, contact us using the information provided below. We may verify your identity using the information you previously provided. If submitting a request on behalf of another person, documentation confirming your authorization may be required.
Data Retention: We retain personal information only for as long as reasonably necessary to fulfill the purposes described in this Policy, unless a longer retention period is required or permitted by law.
You may unsubscribe from marketing emails by selecting the unsubscribe link in any message. For marketing text messages, you may reply STOP to opt out.
Children's Privacy: Certain forms on the Site may request information about a child, such as name or date of birth, provided by a parent or legal guardian. We do not knowingly collect personal information directly from children under the age of 13 without verifiable parental consent, consistent with the Children’s Online Privacy Protection Act (COPPA).
If you believe we have collected information about a child in violation of this Policy, please contact us. After verification, we will promptly remove the data from our records.
Data Security: We maintain administrative, technical, and physical safeguards designed to protect personal data from unauthorized access, misuse, or disclosure. These safeguards may include encrypted data transmission and storage, secure server infrastructure, access restrictions, role-based permissions, and routine security reviews.
Despite these protections, no internet transmission or electronic storage system can be guaranteed to be completely secure. Users should also take steps to protect their personal information.
Automated Processing: Limited automated processing tools may be used to enhance the Site and user experience. These may include:
Displaying advertising based on previous browsing behavior
Using analytics to improve how services are presented
Automatically filtering messages or submissions to identify spam or misuse
These processes do not make legally binding decisions or prevent access to the Site. Where applicable by law, you may request human review of decisions made solely through automated processing.
Do Not Track Signals: Some web browsers offer a “Do Not Track” (DNT) setting intended to signal a user’s tracking preferences across websites. At this time, our Site does not respond to DNT signals due to the absence of a universally accepted standard. We may revisit this approach as industry practices and regulatory guidance evolve.
Accessibility: We aim to make our Privacy Policy accessible to all users, including individuals with disabilities. If you need this policy provided in an alternative format such as large print, audio, or simplified language, or if you encounter accessibility barriers while using our Site, please contact us. We will make reasonable efforts to accommodate accessibility requests.
Manage Cookie Preferences: You may control your cookie preferences through your browser settings or by using our cookie consent tool (when available). These tools may allow you to accept or reject certain non-essential cookies and modify preferences at any time through a banner or footer link.
Essential cookies necessary for core Site functionality may remain active even if other cookies are disabled.
Updates to This Privacy Policy: We may revise this Privacy Policy periodically. Any updates will be posted on this page and will include an updated Last Updated date indicating when the most recent changes were made.
SMS Communications: If you provide your phone number and consent through a form checkbox, you agree to receive SMS messages from [COMPANY] regarding inquiries, services, and marketing communications.
Message frequency may vary. Standard message and data rates may apply.
You may opt out at any time by replying STOP, or request assistance by replying HELP.
Phone numbers collected for SMS communications will not be shared, sold, or rented to third parties or affiliates for marketing purposes.
Contact Information
[COMPANY NAME]
Email: [EMAIL]
Website: [WEBSITE]
Terms & Conditions Template
Terms & Conditions Template
Effective Date: [DATE]
Last Updated: [DATE]
Welcome to [COMPANY] (“Company,” “we,” “us,” or “our”). These Terms of Service (“Terms”) describe the rules and conditions governing your use of our website located at [WEBSITE] (the “Site”) and any services, tools, or communications offered by [COMPANY].
By visiting, accessing, or using the Site or our services, you agree to comply with and be legally bound by these Terms. If you do not agree to these Terms, you should stop using the Site immediately.
Eligibility: The Site and our services are intended for individuals who are 18 years of age or older. By accessing or using the Site, you represent that you are at least 18 years old and have the legal authority to enter into binding agreements.
Services Provided: [COMPANY] offers marketing and business growth services designed for child care centers and preschool organizations. These services may include, but are not limited to:
Website design, development, and optimization
Digital advertising management, including Google Ads and social media advertising
Lead generation services
Marketing strategy and consulting
Recruitment and staffing support
Content development and social media marketing
We reserve the right to change, suspend, or discontinue any portion of our services at our discretion and without prior notice.
SMS Communications: If you provide your phone number and consent through our forms or other opt-in methods, you agree to receive SMS communications from [COMPANY].
These text messages may include:
Responses to inquiries or consultation requests
Appointment confirmations or reminders
Information regarding services we provide
Marketing or promotional updates related to [COMPANY]
Message frequency may vary. Standard message and data rates may apply based on your mobile carrier.
You may unsubscribe from SMS communications at any time by replying:
STOP to opt out.
For help or support, reply HELP or contact us at:
[EMAIL]Mobile carriers are not responsible for messages that are delayed or not delivered.
Phone numbers collected for SMS messaging will not be sold, rented, or shared with third parties or affiliates for marketing purposes.
Acceptable Use: You agree to use the Site and services only for lawful purposes and in accordance with these Terms.
You agree not to:
Attempt to access systems, servers, or data without authorization
Interfere with or disrupt the operation of the Site
Provide inaccurate or misleading information
Use the Site or services in connection with unlawful or fraudulent activities
Intellectual Property: All materials available on the Site, including but not limited to:
Text and written content
Graphics and visual elements
Logos and branding
Marketing materials
Software, code, and design components
are owned by [COMPANY] or its licensors and are protected by applicable copyright, trademark, and intellectual property laws.
You may not copy, reproduce, distribute, modify, or otherwise use any content from the Site without prior written authorization from [COMPANY].
Third-Party Platforms and Services: The Site may include integrations with or links to third-party services, including but not limited to:
Google Ads
Meta platforms (Facebook and Instagram)
Analytics services
Customer relationship management (CRM) tools
Advertising networks
We do not control these third-party services and are not responsible for their privacy policies, practices, or actions.
Disclaimer of Warranties: The Site and services are provided on an “as is” and “as available” basis.
We do not guarantee:
The accuracy or completeness of information on the Site
Continuous or uninterrupted availability of services
Specific results from marketing or consulting services
That the Site will operate without errors or interruptions
To the fullest extent permitted by law, [COMPANY] disclaims all warranties, whether express or implied.
Limitation of Liability: To the maximum extent permitted by applicable law, [COMPANY] will not be liable for any indirect, incidental, consequential, or special damages arising from or related to:
Use of or inability to use the Site
Marketing performance or outcomes
Interruptions in service
Loss of data or information
Your use of the Site and services is at your own risk.
Indemnification: You agree to defend, indemnify, and hold harmless [COMPANY], along with its employees, contractors, partners, and affiliates, from any claims, damages, losses, liabilities, or expenses resulting from:
Your use of the Site or services
Your violation of these Terms
Any unlawful or improper activity associated with your use of the Site.
Termination: We reserve the right to suspend or terminate your access to the Site or our services at any time if we determine that you have violated these Terms or engaged in unlawful behavior.
Updates to These Terms: These Terms may be updated periodically. Any modifications will be posted on this page and will include a revised Last Updated date.
Your continued use of the Site after changes are posted constitutes acceptance of the updated Terms.
Governing Law: These Terms are governed by and interpreted in accordance with the laws of the United States and applicable state laws, without regard to conflict of law rules.
Contact Information: If you have questions regarding these Terms of Service, please contact us:
[COMPANY]
Email: [EMAIL]
Website: [WEBSITE]
SMS Messaging
SMS text messages can be sent and tracked within your CRM dashboard. In order to do so, you must activate SMS texting. Follow the steps below to do so.
Send a Text
After your account has been verified for SMS messaging, you can start messaging leads by following the steps below.
From Playground CRM, navigate to the profile of the lead you want to text.
Click the white SMS button in the top right corner of the screen
The Send SMS window will open. Choose the recipient and the number you would like to send the text from. Type your message and then click Send.
Once sent, the text will appear in the lead's activity.
