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How to Choose the Best Child Care Management Software

Child care providers wear many hats. To children they are teachers, caregivers, entertainers, and confidants. To parents they are needed support, trusted helpers, and a resource that can report on their child’s development. To their business and colleagues, they are all of the above and more, as they tackle the day-to-day administrative tasks that go along with running a successful business. Filling all of these roles can be a challenge, which is why many child care providers turn to child care management software to help automate the administrative tasks that take time away from interacting with students and parents.

 

Child Care Center Administrative Tasks

 

There are many distinct advantages to incorporating software solutions into your child care business for both staff and parents.  Staff can rely on these tools to replace their time consuming, manual methods of bookkeeping, check-in, data collection, and scheduling, as well as to offer a greater level of organization to their hectic day. Parents appreciate the convenience that these tools provide to pay their child care centers easily from their mobile devices, and get daily reports from instructors about their child’s schedule and development.

Software solutions will be especially important as child care programs increasingly cater their services to millennial parents. Currently, 50 percent of millennials are mothers and 71 percent of them work outside the home. Millennial parents have been defined by their use of technology to run their lives and will certainly be looking for programs that can offer mobile-friendly solutions to manage their child’s lives as well. Offering a child care management software at your center is a distinct advantage.

While the benefits of child care management software are clear, what is more difficult to understand is which to select, and which will work best for your business. There are five key considerations that program directors should keep in mind when selecting the best child care management software for their business.

 

child care management checklist

 

1.) What are your business goals and needs?

 

Daycare Staff

 

To identify which features your solution will need to have, you will have to start off by identifying the pain points at your center. A good way to do this is to talk to staff about which administrative tasks are taking up the most of their time, and where they think automation could most benefit the program. You might also consider speaking with some of the parents to see which features they think would be most helpful. From these conversations, make a list of must-haves and nice-to-haves. This list will start to narrow down possible vendors, and will guide you moving forward.

You will also want to consider who needs to be able to use the software, and where. For example, if your staff needs to be able to update schedules or look up emergency contacts while on the go with students, a solution that does not offer a mobile application will be taken off your list.

2.) What is your budget?

 

Child care costs

 

Next to required features, the software price compared to your budget will be the greatest indicator of the solution you will ultimately choose. If you find a solution that satisfies everything on your must-have and nice-to-have list, but well exceeds your budget, it is not a real contender. This will assist in narrowing down your list of potential options. Make sure you request written documentation about any added or recurring costs that might be tacked on to the upfront cost of the software. For example, will there be an additional cost to have regular access to the support team, or to get your staff trained in how to use the software?

You will also want to ask about how their payment options are structured, and if there are any discounts or package deals available. For example, if the child care software provider bases their payment structure in terms of modules, you can purchase the module that addresses your most drastic needs, then add on the nice-to-have feature modules when your budget has grown.

3.) What is it like to use the software?

 

child care management software usability

 

Once you have narrowed your software search down to a few vendors, you will want to request a demo of the product so you can see its interface and usability first hand. This is an important step to selecting the right product, because you have to make sure that the software you choose will actually be adopted by employees and parents.  If the software has the features you need, but has no cohesive user interface, or is just generally confusing, you run the risk of purchasing and implementing a software that your staff does not actually want to use, reverting back to their previous manual methods. During the demo, make sure you can see yourself using the program, and that there is an obvious flow to how it works.

4.) What kind of support is available?

 

software support

 

If your business relies on the services provided by your software solution, and something goes wrong, a feature isn’t working, or you have a question on an update, is there someone you can talk to who can resolve your issue in a timely manner? A strong support team is an important feature to look for from a software provider. When talking with the vendor, ask questions about the support available, ask to speak with a support representative, and ask if there is a support site or online resources you can consult.

In addition to learning about the support team, you should also ask about the history of the company. How long have they been providing this service, and where does their knowledge of the child care industry come from?

5.) Talk to existing customers

 

child care center owner

 

At this point, you have likely narrowed your list of possible child care management software providers to a few options. One final step before making your decision is to ask to speak with existing customers. Talking with current customers can give you an unbiased view of the providers strengths and weaknesses, and how they would rate their overall experience with the provider. Ask questions about how their implementation went, if any issues arose, or how the product has been received by staff and parents. This can give you a good idea of how the rollout will go at your child care center. Additionally, the customers you speak with might be using the solution in a way you had not thought to, giving you ideas of how to further optimize your investment.

Final Thoughts 

Implementing a child care management software can offer distinct advantages in terms of maximizing your staff’s efficiency and engaging with parents. However, choosing the best software for your child care business can be overwhelming. Following these guidelines can help to streamline your approach to ensure you get the features and usability you need, at a price that fits your budget.

Learn more about comparing child care and daycare software with the software comparison checklist.

 
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Making ‘Help’ more Helpful

question1Traditional software Help Files open up when you click a question mark or press F1 on your keyboard, but, the “Help” often isn’t very helpful. Why? Because it typically explains the fields (boxes) on the screen and that’s not what you need to know. More often what you really want is to get something done. In the child care business you may want to Track Child Immunizations, process Child Care Billing or Collect Child Care Fees. So one way to make “Help” more helpful is to focus directly on the tasks you want to accomplish.

But how else can we make learning and using Child Care Management Software easier? First let’s highlight some key changes in how the internet has affected the way in which we learn – then you may be curious what Procare Software® has in store for a next generation support center. Continue reading

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Choose Your Own USB Drive Letter

flash-driveIn a previous article we explained how to Save Procare Data to Your USB Drive. Today we’ll tell you how to choose a drive letter (like W, X, Y, Z, etc.) for your USB drive that will always be the same. This is known as a “persistent” drive letter. The reason this matters is because drive letters can change, making them unavailable as a backup option in Procare. By choosing a letter for your USB drive you’ll know it should remain the same on that computer.

Continue reading

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Letter Merge & Vista’s “Windows Mail”

As long time users of Procare Software® know the Letter Merge feature built into Procare Family Data has been a great way to print or email letters to groups of selected families at your child care, daycare or preschool. You can insert family and child information, like the parent’s name, address, and balance due as well as the child’s name and classroom. You may even have a note, that the letter was sent, recorded on the Family Log Sheet

The email part has been very convenient, especially when using a standard email program like Outlook Express in Windows XP. Windows Vista replaced Outlook Express with a new program called Windows Mail (sometimes known as Vista Mail). This caused complications resulting in the appearance of email being sent (through Letter Merge) when in fact it was not able to send the message at all. There is a work around, however, it does involve writing the email in your email program (Windows Mail) rather than writing it in Procare Letter Merge.   Continue reading

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ProCare Software Receives Five Stars!

ProCare Software recently received five stars, the best rating, from ChildCareSoftwareStore.com

Carla Snuggs, Day Care feature writer for Suite101.com and a reviewer for ChildCareSoftwareStore.com conducted an independant review of our software. Read what she has to say about ProCare

We’d like to know what you think of our software though. We encourage you to leave a comment on this blog post or on the ProCare review page.

~Jennifer

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