"We can easily create invoices and tax receipts with just a few clicks."

Stephanie Marchment
Childcare Owner
Management

Why Child Care Software is Essential for Your Business

April 8, 2021

As a former child care director I want to have an honest conversation with you about how quality child care software is vital to the success of your child care business. Having run a center with and without software I can tell you without a doubt that finding the right childcare software for your center is a game changer. I would even be so bold as to say there is no way to effectively run your center without effective childcare management software. 

As you consider moving your business from paper to online or look at options to upgrade your current software, here are the top six reasons you need comprehensive childcare software to run your center.


1. Enrollment

Enrolling families using childcare software is such a smooth process and a huge timesaver. Depending on the software you choose you can customize your registration forms and complete everything remotely online. This makes the process quick and easy for busy families. 

Here are some features to look for:

  • Customizable Online Enrollment Forms
  • Customizable Class Lists
  • Customizable Class Schedules


2. Attendance Tracking

Having a contactless attendance process is essential especially in today’s world. Saying goodbye to paper attendance forms means saying hello to less contact, more security, and more accuracy in attendance procedures.

Here are some features to look for:

  • Contactless attendance
  • Tracking options for absences
  • Illness Reporting
  • Health Screening Options


3. Parent Communication

A huge predictor of family satisfaction with your child care or daycare center is how well you communicate with them. Staying in touch with families and creating a bridge between the center and home is so important. Quality childcare software helps bridge that gap, enabling an open line of communication and increased comfort level for parents leaving their children in your care. 

Here are some features to look for:

  • Communication through a parent app from management to home
  • Communication through a parent app from teacher/classroom to home
  • Photos or updates shared through the parent portal newsfeed
  • Newsletters, snack calendars or curriculum updates


4. Staff Management

Let’s face it, managing staff is a huge timesucker… If you‘ve managed a team before you know what I’m talking about. Managing your team and keeping on top of all their requirements and certifications is a huge undertaking especially if your center is licensed. By switching from paper or multiple software programs to an all-in-one childcare software you can save a ton of time and use the time you save to grow your business, train staff, or get back into the classroom.

Here are some features to look for:

  • Tracking staff requirements
  • Tracking staff hours
  • Payroll
  • Staff email list
  • Staff Contact information


5. Accurate Reporting

User error is a major issue in the business world, and it’s an issue that’s amplified without effective software. Back in the day we did everything by hand and I would find errors all over the place in our paperwork. This can be an absolute nightmare for bookkeeping and reporting. For the sake of accuracy in reporting alone a software system is completely worth it. Add to that the ability to instantly pull the info you need from over 100+ reports and it’s a no-brainer. 

Here are some features to look for:

  • Billing Reports
  • Staff Hours
  • Enrollment Numbers
  • Class Lists


6. Billing

No matter the size of your center, having access to online billing is essential. Busy parents need an easy way to make their monthly payments right from their desktop or phone. When you have online billing set up for them, you’ll notice it’s easier to collect payments on time and notify parents when a payment is due or missing. Automating your billing makes life easier for everyone, once you start you won’t understand how you survived without it! 

Here are some features to look for:

  • Automated billing
  • Paperless invoices
  • Parent app for easy access to billing information
  • Tax receipts and statements


Final Notes

Let’s be honest, directors and educators in childcare are time poor. Childcare software is one of the best ways to automate parts of your business that eat up your time and free up time for other important parts of your business.

As you consider what software is right for your center keep these six essential elements in mind and make sure you choose software that is not only comprehensive, but easy to use and affordable as well. Be wary of companies that don’t offer a free demo as quality software companies will be happy to let you try before you buy.

Choosing the right software the first time will save you the headache of switching, so do your homework to make sure you choose the software that is right for you. Get a demo today and find out what you’ve been missing. Happy Shopping!

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