Solve all Your Childcare business problems
Save money, Save time and Grow your business
Running a profitable daycare business is hard. You manage complex licensing rules and laborious operations daily. Schedule time with us to discuss how our daycare software saves you time and money.
Labor-intensive tasks consume your valuable resources. Our childcare CRM automates the following:
Increase your income and cut your losses with our flexible child care billing software.
Improve parent engagement and children’s development by organizing age-appropriate skill-building activities using our software.
Teach both in-class students and remote students at the same time. Open a virtual classroom to maximize income.
Allow parents to use a childcare app on their smartphone to check in their children and answer the necessary temperature and symptom questions.
Manage temperature checks, symptom tracking, and check-in seamlessly. Office staff gets notified if students or staff fail the temperature or symptom questions.
Get the most modern preschool software tools to do more with less effort.
See how using iCare Software can help.
Our childcare app improves parent engagement with tools to share photos and notes and chat with parents.
Reduce your workload from registration, accounting, and attendance with the most comprehensive childcare management software available.
Offer tools that improve development outcomes. Our daycare app is quick and easy to use so teachers can focus on the classroom.
Eliminate bad debt due to missed childcare billing by using Direct Deposit.
An intuitive, easy-to-use childcare software interface provides a user-experience you and your staff will love.
(A perfect fit for centers, preschools, Montessori, classes, and camps)
Improve your center’s childcare outcomes with modern operation practices. Automate office functions. Cut losses from missed billing and payments. Reduce administration hours. And increase parent-teacher engagement.
Implement the most developed drop-in childcare management solution. Tackle any type of fee structure: prepaid hours and packages, special day/time rates. Manage allergies and special needs and track documents. Market your center with ease through iCare.
Automate even the most intricate childcare billing and collect money on time. Find the best fit for your operation no matter which business model you have. From weekly recurring bills to selected monthly days, we can automate it. Build loyalty with parents and grow your business today.
Businesses just like yours have increased their profits and are working fewer hours thanks to iCare Software. Learn how you can do the same.
Chuck W.
Owner, Largest Center in TX with 2,500 active children served 24 X 7
Greg W.
Owner, Large Private School, doubled in size since using iCare, reduced office work from 60 to 20 hours per week.
Lori S,
Owner, Large Drop-in /Preschool with a 14,000 sq. ft. facility
iCare blogs on childcare management offers helpful tips for childcare business owners, administrators, teachers and parents. Follow us on Facebook and Twitter to stay up-to-date. Share your thoughts on our social media to engage in the online childcare community.
Running a childcare center requires that owners be accountants, licensing specialists, customer service representatives and so much more. It’s a busy job, but one that automations and modern technology can aid immensely.
The subscription price you pay for your childcare software is not the only financial factor you should consider. Two large factors that affect your total
In March 2021, President Joe Biden signed the American Rescue Plan. The plan provides $1.9 trillion in total economic stimulus to help the American economy
$50
< 50
$75
< 50
$100
< 100
$250
< 250
$100
< 50
$125
< 50
$200
< 50
$500
< 50
$200
< 50
$200
< 50
$500
< 50
$1,000
< 50
Childcare Center Management Tools
A comprehensive management solution for your business.
FOR OFFICE: Registration, enrollment, waiting list, attendance, scheduling, billing, accounting, and recordkeeping.
FOR CLASSROOM: Journaling, activity notes, curriculum, and development guidelines and standards.
Family and Staff Database
A complete customer-relationship management (CRM) system that allows cross-linked families with multiple children and contacts.
It includes many fields and parameters to help you manage children’s needs, build relationship with parent, meet licensing needs, and manage any other data you need.
Manage staffing with enrollments, payroll, and tracking certificates, training, and records.
Multi-site Management
If you have multiple sites, iCare allows you to manage them individually or collectively easily without the burden of moving data.
Staff can be assigned to an individual site or the corporate site giving them ability to see data of their site or all sites.
Recordkeeping Automation
iCare automates the collections of many types of records – registration paperwork, immunization shots, medical records, and documents needed for licensing. It reminds parents to complete their records online.
If there is no report for the data or view of data you need, iCare allows addition of unlimited number of custom reports with very little effort.
The Custom Reports feature includes an easy to use Query Writer that auto-fills query text so even with little or no knowledge of database and query language you can write your own queries.
Or, you can simply request iCare Tech Support to write the query for you.
User-Defined Fields: Any type and any number of UDFs can be added in any number of collections (sections/pages).
Electronic Documents: Any number of documents can be set for parents to upload or fill.
Google Forms: You can also create Google Forms and integrate them into iCare.
Any of the above records can be tagged as required so iCare will automatically ensure that they are updated timely by the parents.
Several levels of roles can be set for admins, teachers, and parents giving you ability to control what people can see and do at a finely granulated detail.
Allows the main contact in the family to share different categories of their data with other contacts in the family including their account, option to pay, and profile records.
Parents can also choose to share their contact information with other cohort parents.
For important transactions, along with the transaction data, iCare also keeps the change history. It logs who did the transaction and when.
The change history is available through reports. For example, if an entry in the ledger is voided or an attendance record is modified, you’ll know who did that and when.
Free app for parents and staff to check in and out via their phone without touching anything. And you do not have to purchase anything – scanner, cards, or other devices.
Easy check-in solution that runs on any device – laptop, tablet, or phone. It can operate from lobby, bus, classroom, and for curbside pickup.
Signature & Photo Authentication
Available in the Lobby App. When turned on for every check in and out a signature and picture will be captured as authentication of that attendance record.
Daycare Door Security System
Requires purchase of wireless relay switch from us. When installed and connected to the electric door strike, it buzzes the door open automatically when people check in and out.
Can ask daily or onetime questions to parents through the Lobby App. Examples:
Daily Questions: Lunch choice for the day? Was you child coughing or have fever in the last 24 hours?
Onetime Questions: Would you like to send your child to the Children’s Museum next Wednesday? Will you attend the open house on Saturday, the 10th?
Feature allows teachers to check in or out a group of children at the same time. Examples: Afterschool children coming at 3 pm or children going to gym from home room at 10 am.
Rooms and programs are the building blocks of your business’s setup in iCare.
ROOMS: Rooms are physical spaces, which are licensed for capacity and age limits. Licensing also determines the teacher-child ratios for each room.
PROGRAMS: Programs are your offerings; for example, Pre-K 3 Day Full Time or Pre-K 5 Day Half Time. Both may be offered in the Pre-K room and subject to its constraints. Programs are made of many design factors but most importantly a schedule and the fees.
The Programs/Classes structure in iCare includes the following:
The programs schedule and bills are applied to the child’s profile when enrolled in that program.
Afterschool Manager
A complete system for managing afterschool care that includes:
A deeply built solution for managing drop-in care including:
An easy way to pick up extra revenue for open slots. This lets parents find and book open slots.
Staff Scheduling Manager
An interactive, graphical solution for scheduling staff.
Staffing being the biggest cost for the center, optimal scheduling is critical for the success and profitability of the center.
CACFP Management
Maximize revenue with iCare’s accurate and full automated billing system, which includes:
Automated recurring payment collection set by admin or parent. It includes the following features:
More than 30 factors that can be set to calculate bills dynamically. Examples:
For flat charges like weekly or monthly that have a set schedule, charges for attendance beyond schedules is automatically calculated and posted.
Charges for pickups after closing time or if payment is not made on time are calculated and posted automatically.
This action report allows you to pull future bills for verification.
With iCare you get a direct merchant account with the processing house. With no middleman involved you will save significantly on processing fee.
There are several batch processes in iCare including accounting. Batch processes allow you to make multiple changes in a set. For example, post special charges or credits for all or selected group of children.
Subsidy/Copay Management
Journaling is a highly developed platform in iCare, which presents an organized way to implement development standards and engage parents. It will make a huge impact on children’s growth.
From a data entry and accessibility perspective, its standout features are:
Point your phone’s camera and just click and share photos of a child working, playing, or creating new art.
Parents can choose to instantly access the photos at any time of the day or wait to receive the Daily Report at the end of the day.
An operations integrated online meeting system like Zoom but with integrated features like attendance, billing, and curriculum planning.
Teachers simply click to start a class, parents receive a ding on their phones, and simply log in and join the class.
In the Virtual Class, people can share their screen, raise hand to speak, mute themselves, and show the work they are doing.
An ideal solution for online circle time, story time, art, math, and language classes.
Development Guidelines and Standards
Every state and Montessori recommended development standards and guidelines are digitized and populated as templates in the iCare Journal.
You can add any of the templates in your account with just a click of a button.
It is easy to create grade reports with subjects as columns and associate them with classes and programs.
You can then enter grade assessments by weekly, monthly, quarterly, or arbitrary dates.
Assessments can be of any type; for example, letter grade: A+, A, and B+, descriptive: excellent, good, fair, improving, or anything else.
You can add a curriculum for each day of the week for each program.
This keeps parents informed about the activities of the day and lets them know where their child is at any given time of the day.
Send individual or group emails. Choose one of many templates to quickly compose your email.
The Email Open Tracking Report will tell you who was delivered the email and who opened it.
iCare uses a carrier-based SMS service, which makes texting completely free for you.
You can send individual or batch messages.
This feature allows chat between teacher, parents, and admins.
Unlike social media, all chat content in iCare is open to you so you can monitor its appropriateness.
The calendar is a great way of keeping everyone informed about future events like open houses, teacher meetings, and concerts, etc.
Calendar events can be shared with all or specific groups.
Receive email notification regarding different activities that are happening. For example, a new family registered through your website, a parent made an online payment, or a parent enrolled a child in a class.
Parent Login childcare parent portal
Parents love being able to log in and view their account and activities. Letting them enter required data has a big effect on reducing your work.
You have complete control or what they can see and do using Role Management.
Here is a quick list of what parents can do:
Instantly improve a teacher’s role and your parents-teacher engagement by giving log in access to teachers.
Here is a quick list of what teachers can do:
Placement Voucher Management
Placement Voucher Management
Placement Subsidy Billing
Placement Subsidy Billing
Private Co-pay Billing
Private Co-pay Billing
Provider Billing
Provider Billing
Transportation Billing
Transportation Billing
Attendance Management
Track all schedule types, attendance types, leave
types and transportation options for trouble-free
billing invoices. For example, FT, PT, FT/PT,
Absent of different type like Excused/Unexcused/SickP
Home Visits
Home Visits
Family Demographics
Family Demographics
Provider Demographics
Tracking licensing
Switch to the most robust childcare management software in the industry. Get FREE data transfer and onboarding.
Copyright 2021 – iCare Software | Privacy Policy | License Agreement