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Daycare Schedules for Infants, Toddlers, and Preschoolers

Creating and adhering to a consistent daycare schedule is essential to running a successful child care center. This is important for both staff and children for four key reasons. First, these schedules ensure the necessary staff is available to provide group supervision and individualized care. They also establish daily routines for young children, and help to build trust between each child and their caregiver. Finally, consistent daycare schedules make it easier to clearly monitor and encourage child development.

The Importance of a Consistent Daycare Schedule

Daycare Schedule

From a staffing perspective, having a consistent daycare schedule in place ensures that each team member understands what resources will be required for the day. It’s essential to know which activities are planned for each age group, how much supervision is required, and if any children require individualized care. This will ensure there are enough staff members to meet required child-to-staff ratios, and provide quality care.

Aside from simplifying operations from an administrative perspective, following a daycare schedule is necessary to establish order in children’s lives. Parents and caregivers should establish this regularity as early on as possible. These routines remove unknowns from children’s daily lives that cause undue stress. A reliable daycare schedule helps to regulate behavior, as children know what to expect at each part of the day. This understanding and consistency makes kids more confident and bold in pursuing their interests. Schedules also help children build an understanding of patterns.

Furthermore, being provided for regularly will build an essential trust between the child and their caregiver. Following routines ensures that children know their caregiver will be there to address any needs that arise. This knowledge fosters stability and builds the comfort level the child feels toward their environment.

Finally, a regular daycare schedule makes it easier to encourage and monitor each child’s development in critical areas, namely: emotional, social, language, cognitive, physical, and motor skill development. A defined schedule helps instructors incorporate activities and exercises to foster this early development. Instructors can then coordinate with student’s parents for the best course of action based upon their developmental progress.

With these benefits in mind, we’ve built out some examples of daily daycare schedules for infants, toddlers, and preschoolers, to help daycare owners build quality programs.

Infant Daily Schedule 
Infant Daycare

Infants are typically categorized as newborns to one year old. A little more flexibility is needed within infant daycare scheduling, as it will largely be based around their biological schedule of when they need to eat and sleep.Infant Daily Daycare Schedule

Toddler Daily Schedule

Toddlers Daycare

Toddlers typically range from ages one to three years old. As toddlers may be new to daycare environments, it is a good idea to encourage parents to incorporate some of this routine into their kid’s daily lives at home as well. This will establish normalcy and make sure their kids do not feel overwhelmed by the change in routine.

Toddler Daily Daycare Schedule
Preschooler Daily Schedule

Preschooler Daycare

Preschool aged children typically range from three to five years old. As you get to know your preschoolers’ interests and personalities better, it is a good idea to plan some activities or projects that encourage and stimulate kid’s individual interests.

Preschooler Daily Schedule
Simplifying Daycare Schedules

When it comes to running a daycare center, consistency is key. Having an established schedule that addresses major developmental goals, even if the specific activities vary day-to-day, allows for the highest quality care. Also, having a consistent routine allows instructors to monitor each child’s progress, and coordinate with parents on daily care plans. 

Procare’s Family Data solution assists daycare providers on a daily basis, acting as a central hub for important student information, and student and teacher scheduling. Within Family Data, instructors can monitor each students schedule, ensure proper student-to teacher ratios, and account for any individualized attention a student requires within their day.

Additionally, by incorporating KidReports classroom management and parent engagement, parents and caregivers can communicate with each other directly every day to give daily reports on daycare activities and schedules, as well as to share pictures, and more.

Final Thoughts

Having a daily routine can foster comfort, trust, and confidence in young children, while developing their core physical and cognitive skills. By building out daily, age appropriate schedules, daycare providers not only simplify their administrative and staffing tasks, they also ensure happy, healthy children, and engaged parents.

Looking for more information on how to simplify your daily daycare schedules? See how Procare can help.

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Improve Activities & Experiences with After School Program Management Software

After school programs are more than just a resource for busy parents who need extra child supervision later in the day. They are another way for children to socialize with their peers, learn new skills, and gain new experiences. When selecting an after school program in which to enroll their child, parents look for a well-organized, well-staffed program that offers a slew of activities that are both fun and foster early child care development.

after school program activities

Key Challenges of After School Programs

Delivering high-quality after school program activities is often easier said than done. If program directors add multiple new activities without consulting enrollment numbers, available staff, or additional necessary resources, they risk being over / understaffed or spending money on programs that parents don’t want.

Even with a well-assigned staff and high enrollment, there are still many organizational and administrative factors that have to be considered before the fun can start. These include:

  • Enrollment forms that inform instructors on each child’s health or specific needs must be submitted.
  • Schedules for children and staff have to be created and updated.
  • Attendance must be tracked and promptly reimbursed in order to ensure regular cash flow.

Moreover, after this is all taken care of, instructors should keep track of recurring trends and the overall efficiency of their after school program management plan, and make adjustments accordingly.

These back-office functions are incredibly time-consuming, especially when you have to be looking after a large group of active children. After school program management software is necessary to complete these tasks in an efficient and detailed way, ensuring a high-quality after school program that parents trust.

after school program planning

How After School Program Management Software Supports Your Activity Offerings

With after school program management software, you can automatically complete and track administrative tasks to see where you have the time and resources to add more activities to your program. The right after school program management software should address a few key functions: attendance tracking, scheduling, registration, and billing, to streamline your back-office functions. This also gives instructors and parents a central information hub that they can update and get alerts from in real-time.

Using a software solution will help to organize the activities you offer, or want to offer, at your after school program in two key ways.

First, it will ensure that for each activity you offer at your program, you have all of the necessary forms, meet staffing requirements, and have an updated roster of children who are participating.

Second, the solution will show you trends in the types of activities that get the most sign-ups, allowing you to make informed decisions on the kinds of experiences you should add to your program that parents are interested in. You will also better understand how much it costs to add another activity based on staffing and supply costs, and how much money you have coming in.

Key Features & Benefits of After School Program Management Software

Here are some of the key benefits and features after school program management software offers:


After school program registration

Before the first day of your after school program, you have to collect all pertinent personal information about students and their families, such as information on allergies, or emergency contacts. This information has to be updated and available even when offsite.

Procare’s Family Data module provides standard child care forms that are easily available and printable to track child and parent information at a moment’s notice. Instructors can also create their own custom forms and permission slips to easily email or print and distribute to parents. This ensures that no matter the activity, or where it takes place, instructors have all of the necessary permissions and are alerted if a form is out of date. 

Attendance & Scheduling

After school attendance and scheduling

Incorporating an Attendance Tracking feature into your after school program management software allows you to record the hours each child spends in your care. Tracking each child’s hours based on digital check-in and check-out cards allows you to accurately bill parents on attendance-based fees.

Additionally, you can track and account for extra days, late pick-ups, and overtime. The attendance tracker simplifies communication by enabling after school program instructors to send messages to parents, as well as allows parents to view their child’s schedule and account balance.

By adding the Employee Data module to attendance tracking, you are also able to view staffing and attendance trends and keep track of student to teacher ratios, allowing you to adjust your scheduling plans accordingly to any missed opportunities.

Finally, monitoring children live at check-in and checkout also adds a level of security to your program, as there are controls to ensure only authorized guardians are dropping children off and picking them up.

By tracking employee hours and attendance, you have a better understanding of the resources you need to run your program, and are better equipped to bill for the actual number of hours spent caring for each child. This also gives you a better idea of how to allocate resources for future scheduling of activities.


child care billing

A standardized billing process ensures parents are aware of their account balance and history, and assists in collecting payments on time. Family Accounting software simplifies your program’s bookkeeping tasks. This solution automatically records financial reports and histories, allows instructors to track deposits, and prints receipts for parent’s tax purposes. Additionally, within the Family Accounting platform, you can track charges, set up recurring fees, and automate billing in conjunction with the number of hours recorded by Attendance Tracking.

To further simplify billing for your program and for parents, you can incorporate Tuition Express to the family accounting module. This gives parents and easy way to automatically pay their bill online and on time, every billing cycle. This is convenient for parents, and ensures a steady cash flow for after school programs to pay for supplies and pay roll.

Billing is one of the clearest benefits of after school program management software. Without a solid structure in place to make sure you are receiving payments on time consistently, it will be impossible to improve your program with new activity offerings. 

Final Thoughts

Parents’ expectations of a high-quality after school program have shifted to include a myriad of activities and learning experiences. While after school caregivers are eager to provide their students with these abilities, it’s essential that there are enough students enrolled to fill the programs and enough staff to supervise them. You also must confirm there is a strong billing structure in place to have regular cash flow to pay for supplies and space.

Ensuring all of these tasks are managed and updated on a regular basis can result in hours of extra work. But, using after school program management software brings automation and organization to your processes, so your students and their families have the best possible experience.

Are you interested streamlining your after school program with a management software? Learn more about how Procare can help.

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10 After School Program Activities That Promote Early Child Care Development

It is a common practice in many countries for parents to enroll their young children in early education programs. There are many factors that motivate parents to leave their children in the care of education professionals for a portion of the day outside of school hours. A common reason for this is scheduling. If both parents work, it can be hard to provide the stimulating, nurturing environment children require. This is one way after school programs can be a valuable resource to parents.

After School Programs1

While it is, of course, important for parents to know their children are safe and being cared for while they are occupied, this is not the only reason they will enroll their kids an after school program. These programs offer active, social environments that can greatly benefit early child development.

Parents expect after school programs will offer a curriculum of activities that promote early child care development to keep their children on track, and developing at the right pace for their age. In order to create an after school program that incorporates all of these important elements, providers must understand what early child care development is, and why it is important.

In this post, we’ll clarify exactly what we mean by early child care development, explain why it’s important, and provide some ideas and activities for provider to more successfully promote it.

What Is Early Child Care Development?

After School Programs2

Early child care development is the educational foundation children receive between birth and eight years old, which can have a lasting impact on their performance in school and professionally for years to come. These programs give children the opportunity to develop greater social and cognitive skills among other children and adults. Successful programs promote emotional, linguistic, cognitive, physical, and motor development.

Why Is Early Child Care Development Important?

Early development initiatives make for happier, healthier children who are better equipped to have success in their education, professions, and relationships.

Over one million neural connections are formed every second in the first few years of a child’s life. Social and emotional abilities developed through the activities and interactions experienced in early education assist in the formation and development of cognitive skills. This lays the groundwork for further brain development moving forward.

Early child development initiatives are also important because experienced childcare professionals are able to closely monitor their students to ensure they are developing at the proper pace. If it appears that a student is not learning or moving at the same rate as their classmates, instructors can coordinate with parents to give the student individualized attention in that specific area.

Seeing each child interact with their peers gives early educators a unique perspective for how to best monitor and enhance their development.

10 After School Program Activities to Promote Early Child Development

To ensure children get the most out of after school programs, the activities offered should facilitate their development in one or more of the fundamental areas previously mentioned (emotional, linguistic, cognitive, physical, and motor development).

We’ve outlined ten ideas and the specific developmental functions they augment to help busy childcare providers better manage after school programs. With this information, early educators can ensure the highest quality care, as well as happier, healthier kids.

Emotional and Social Development

After School Programs3

These areas of child care development require children to learn impulse control, form positive relationships with kids and adults, and how to articulate and respond to their emotions and the emotions of others.

1. Mood Charades: This is a fun, active way to teach kids what different emotions are, and how they are often physically expressed. Write out different emotions so that each student gets the chance to act out one or more emotion. A few examples are hopeful, confident, nervous, etc. Have kids raise their hands when they have a guess as an additional way to incorporate impulse control.

2. Inside Out: The recent movie Inside Out is a valuable resource for educators to teach children about emotions, impulse control, and social cues. Watch the movie with your class and come up with discussion questions using the characters and their actions for examples to help kids understand how they should respond in similar situations. 

Language Skills Development

After School Programs4

These skills help kids understand how to communicate with others by recognizing what words mean, articulate thoughts, and understand communication and direction from others.

3. Perform Skits: Acting out everyday scenarios using descriptive language and talking through each action you are performing can help students learn normal conversation patterns and social cues in everyday situations. For example, have a “dinner” or go on a picnic. While sitting around the table or have the kids describe their favorite and least favorite things to eat.

4. Guessing Games: Being descriptive can help kids better understand the meaning behind speech. Put students in pairs and give them an object, scene, or person to describe and have the other students guess until they get it correct. 

Cognitive Skills Development

After School Programs5

Cognitive skills help kids to reason, focus their attention on a task, and remember past activities.

5. One of These Things is Not Like the Other: Dolphin, Whale, Crab, Cow. These kinds of games help kids discern patterns and understand how things associate. Bring in props, like stuffed animals to give visual examples. Then have students explain their reasoning behind their choice. Cows are not aquatic, so they are not like the other.

6. Hide and Seek, Simon Says: These games help kids develop their problem-solving skill, in addition to expanding their attention spans and focus, as they concentrate on the rule of the game and completing a specific task.

Physical Development

After School Programs6

This refers to developing the large muscle groups that allow children to perform large physical movements, like walking down stairs, or running.

7. Races: Have students compete is small races doing different movements such as hopping, skipping, or jumping to a certain point. These different types of movements will improve their balance and coordination.

8. Freeze Dance: Put on a song for the students to dance to. When the music stops, they have to freeze and be perfectly still. This is a fun and active way to improve balance.

Motor Skill Development

After School Programs7

Motor skill development refers to the smaller, more detail-oriented tasks done with your hands, such as writing, or tying a shoe.

9. Art Projects: Doing art projects like drawing with chalk, sculpting something out of Play-Doh, or cutting out shapes with scissors is a good way to strengthen kid’s hands and fingers, and make them more self-sufficient when performing smaller, more delicate tasks.

10. Building Blocks: Another way to facilitate the development of fine motor skills is building with smaller blocks or Legos. Give kids a specific design or shape to make and have them build it by piecing together each properly shaped block.

Final Thoughts

When parents enroll their children in after school programs, they trust that a professional staff is giving them the mental and physical stimulation they need. Because of the lasting impact early experiences have on children, it is important that the curriculum of these programs is designed to foster and monitor early development to ensure children are on the right track. By following these examples and targeting these areas of development, childcare providers ensure a fun curriculum that will make their students happy and healthy.

Looking to simplify your after school program operations? Learn how Procare can help with everything from enrollment and scheduling to payments, billing, and more.

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Happy Teacher Appreciation Week!

Happy Teacher Appreciation Week from Procare

All of us here at Procare would like to personally thank you for making the noble and selfless decision to teach and nurture today’s youth. We honor your dedication and acknowledge the long hours and sacrifices you make to ensure top-level care and education of the children.

Keep on being a superstar—working for what’s important—the children.

You are greatly appreciated!

Your friends at Procare Software

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Get’em Clean—Make’m Sheen!

When you spend time with the kids outdoors, you often find that you will also spend a lot of time doing cleanup when the recreational period is over. Mud, dust and grass stains can take up your afternoon. Need a nifty way to get the kids spiffy for the afternoon pick up? Procare Software® can get your kids spiffy in a jiffy!

With the success of our Diaper Dipper® launch last year, we’ve created the all new Spiffy Portal®.

With Spiffy Portal you will no longer need to wash faces, clean hands and feet or worry about dirty knees. Just plunk a child into the outdoor portal chamber and press the big green button. Our patented ionic warping technology “beams” children up and within seconds they will arrive in the building—clean dry and well… spiffy!

The programmable interface allows you to designate the room/location that the child should return to. This saves time ferrying the children down long hallways and through multiple doorways after outdoor play—just one more way that Procare helps you efficiently manage the time in your center.

APRIL FOOLS! Spiffy Portal might be a work of fiction but there IS a portal solution from Procare. Our all new “Parent Portal” known as MyProcare® works in tandem with the Procare Cloud® and allows parents to access and update information or pay their tuition online with their phone, tablet or PC.

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