Childcare Management Software

Digital enrollment with family profile creation, emergency contact management, medical information, authorized pickup lists, and allergy documentation collected before the child's first day. Waitlist management with configurable priority rules: sibling preference, enrollment date, and program type. Automated waitlist notifications when a spot opens. Enrollment status tracking from inquiry through application, offer, acceptance, and active enrollment. Document management for immunization records, custody agreements, and enrollment contracts with expiry date alerts. Re-enrollment workflows for existing families with pre-populated forms to cut administrative time.

Parent check-in and check-out via PIN, QR code, or mobile app with timestamped records for every drop-off and pickup. Real-time room ratio dashboard showing current child-to-staff ratios by classroom, flagging when a room approaches ratio limits so staff can be redistributed before a compliance breach. Authorized pickup verification with photo display for staff confirmation. Late pickup tracking with automated fee calculation. Attendance reports by child, classroom, and program for licensing and funding documentation. Absence recording with reason tracking. Integration with billing so attendance data feeds directly into tuition and subsidy calculations.

Parent-facing app with daily activity reports: meals eaten, nap times, diaper changes, activities, and mood notes sent by classroom staff throughout the day. Photo and video sharing with parent consent controls so photos reach only the right family. Two-way messaging between parents and staff with message history stored against the child's record. Push notifications for important center announcements, emergency closures, and individual child updates. Parent portal for upcoming events, center newsletters, and shared documents. Broadcast messaging by classroom, program, or the full center. Read receipts so staff know which families have seen critical communications.

Tuition billing with flexible schedules: weekly, bi-weekly, or monthly, configured per family. Automated invoice generation and delivery by email or in-app notification. Online payment processing with card and ACH bank transfer. Subsidy and voucher management for CCAP, Head Start, and other assistance programs with billing split correctly between family portion and subsidy payer. Late payment tracking with automated reminder sequences and configurable late fee application. Family account statements with payment history. Sibling discounts, registration fees, and supply fees all handled in the same billing system. Integration with QuickBooks or your accounting software for reconciliation without double data entry.

Meal count recording by classroom and meal type: breakfast, AM snack, lunch, and PM snack, with daily child attendance feeding directly into meal counts so there's no separate tracking sheet. Menu documentation with meal components recorded against CACFP reimbursable meal patterns. Monthly claim preparation with meal count summaries by age group ready for submission to your state agency. Attendance-linked meal counts that flag discrepancies between children present and meals served. Meal component compliance tracking against USDA meal pattern requirements. Record storage that meets the three-year documentation retention requirement.

Staff scheduling with ratio-aware shift planning: the schedule builder shows projected child counts and required staffing levels for each time block so you schedule enough coverage before the day starts. Time and attendance tracking for staff with clock-in/out records for payroll. Certification and training tracking for CPR, First Aid, mandatory reporter training, and state-specific credential requirements with expiry date alerts before a license lapses. Licensing documentation management: inspection reports, corrective action plans, license certificates, and required postings stored and searchable. Incident and accident reporting with documentation workflows that meet state licensing requirements.