Solve all Your Childcare business problems
Save money, Save time and Grow your business

Childcare Billing
Billing
Have a difficult rate chart? Be amazed by how iCare handles it. Just simple, easy and handsfree.
Childcare Recordkeeping
Recordkeeping
Eliminate work. Let parents complete their data. If they miss, iCare will remind them until done.
Childcare Payments
Payments
Get paid on time, every time with iCare’s persistent automated Direct Deposits.
Childcare Communication
Communication
Transform your business with the utmost modern communication and reporting tools.
Childcare Classroom
Classroom
Watch the rise in outcomes with parent-teacher engagement and structured programs.
Childcare Scheduling
Scheduling
Increase your revenue and cut payroll costs with easy-to-use flex scheduling.

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.

  • Virtual Classroom Software

    Teach both in-class students and remote students at the same time. Open a virtual classroom to maximize income.

  • Contactless Child Check In Software

    Allow parents to use a childcare app on their smartphone to check in their children and answer the necessary temperature and symptom questions.

  • Pandemic Protocol Management

    Manage temperature checks, symptom tracking, and check-in seamlessly. Office staff gets notified if students or staff fail the temperature or symptom questions.

Childcare App

Labor-intensive tasks consume your valuable resources. Our childcare CRM automates the following:

  • Licensing paperwork
  • Registrations and enrollments
  • Critical alerts and notices

Increase your income and cut your losses with our flexible child care billing software.

  • Accurate invoice calculation
  • Collect payments on time
  • Efficient staff scheduling

Improve parent engagement and children’s development by organizing age-appropriate skill-building activities using our software.

Virtual Classroom Software

virtual classroom software
Virtual Classroom

The coronavirus pandemic has hurt your business badly. You need online classes/care to generate income and maintain relationships with parents.

The iCare Virtual Classroom is a far better alternative to Zoom:

  • It is integrated with your office and classroom
  • It captures the online attendance and bills it automatically
  • It is completely secure and private and needs no installation

Contactless Child Check In Software

contactless childcare check in app
Contactless Check-In

A few months ago, people didn’t think much about touching the same screens or using the same pens. With the pandemic this is a big problem. The iCare Check-In app is the perfect solution for this problem:

  • It triggers automatically when parents or staff enter the lobby
  • You don’t have to purchase any scanner, cards or devices
  • It is simple, secure, and safe

Pandemic Protocol Management

pandemic protocol management software
Pandemic Protocol Management

iCare Software is innovating ways that help teachers, parents and administrators follow their local rules and guidelines for the pandemic while keeping everyone safe. Our pandemic protocol management helps in the following ways:

  • Manages workflows to ensure required temp checks and symptom tracking is input
  • Validates attendance using parents’ smartphones
  • Sends notifications for high temps or concerning symptoms so admins can act quickly
Impactful Business Benefits for Childcare Centers

Get the most modern preschool software tools to do more with less effort.
See how using iCare Software can help.

iCare management software
Make a Parent's Day

Our childcare app improves parent engagement with tools to share photos and notes and chat with parents.

childcare software tool
Stop Working Long Hours

Reduce your workload  from registration, accounting, and attendance with the most comprehensive childcare management software available.

childcare development software
Empower Your Teachers

Offer tools that improve development outcomes. Our daycare app is quick and easy to use so teachers can focus on the classroom.

chilcare billing software
Stop Losing Money

Eliminate bad debt due to missed childcare billing by using Direct Deposit.

Built to fit your business model

An intuitive, easy-to-use childcare software interface provides a user-experience you and your staff will love.

Center Childcare

(A perfect fit for centers, preschools, Montessori, classes, and camps)

Drop-In Childcare
After-School Care
Learn What iCare Users Say About Our Preschool Administration Software

Businesses just like yours have increased their profits and are working fewer hours thanks to iCare Software. Learn how you can do the same.

It is lightyears ahead of anything else.

I have been a school administrator for over 15 years and iCare is the software I have always dreamed of having. Automated features, parent engagement and lightning speed. I used to wait on hold forever to reach someone, not iCare, they are so wonderfully tech savvy! I love that it is cloud based and interactive with our parents and staff. We have only scratched the surface of what iCare can do and already it is lightyears ahead of anything else we found. Thank you iCare!!

Catherine S.

Administrator, Union Nursery

Does it all.

We needed a software that would run not only our weekly tuition and attendance but also work like a cash register for drop-in parents who needed to leave deposits, be billed and make payments at pick-up. iCare Childcare software does everything we need it to. The customer service is always quick to respond to any issues or questions we might have, and I would highly recommend this product to anyone in the child care industry no matter the size or hours of service provided.

Chuck W.

Owner, Largest Center in TX with 2,500 active children served 24 X 7

Best childcare management software. Phenomenal service.

I have been a school administrator for over 15 years and iCare is the software I have always dreamed of having. Automated features, parent engagement and lightning speed. I used to wait on hold forever to reach someone, not iCare, they are so wonderfully tech savvy! I love that it is cloud based and interactive with our parents and staff. We have only scratched the surface of what iCare can do and already it is lightyears ahead of anything else we found. Thank you iCare!!

Jessica H.

Asst Director, CDC

Very easy to use. Gives a director everything they need to run a center.

I have been a school administrator for over 15 years and iCare is the software I have always dreamed of having. Automated features, parent engagement and lightning speed. I used to wait on hold forever to reach someone, not iCare, they are so wonderfully tech savvy! I love that it is cloud based and interactive with our parents and staff. We have only scratched the surface of what iCare can do and already it is lightyears ahead of anything else we found. Thank you iCare!!

Pam L.

Executive Director, Creative World

Wouldn’t want to go without it.

We brought iCare online in November of 2007 and it literally changed the way we do business. We were using a DOS program and had to enter weekly and daily charges manually. Now that we use iCare, we can quickly and easily run the reports we need and tuition is billed automatically. Overtime is calculated during the day ending process every night. Staff times are calculated and the report makes payroll a breeze.

Greg W.

Owner, Large Private School, doubled in size since using iCare, reduced office work from 60 to 20 hours per week.

It makes our business much more efficient.

We have used iCare software for our 14,000sq ft facility since Sept 2006 and are still going strong! We love this POS software because it makes our business much more efficient. iCare child care software allows the parents/guardians to quickly sign-in on our lobby interface answering several "RSVP" questions about their children, log in their times for billing purposes, helps headcounts, stores family data and accounting, and much more! Their customer service is also impeccable.

Lori S,

Owner, Large Drop-in /Preschool with a 14,000 sq. ft. facility

Monthly Childcare Software Pricing

Enrollment
Capacity

Center/ Preschool/ Montessori

Drop-in
Center

After-school
Care

FDC Placement
Agency

Small

$50

$75

$100

$250

Medium

$100

$125

$200

$500

Large

$200

$200

$500

$1,000

Very-Large & Multi-Site

$50

$75

$100

$250

Enrollment
Capacity

Center/ Preschool/ Montessori

Drop-in
Center

After-school
Care

FDC Placement
Agency

Small

$50

< 50

$75

< 50

$100

< 100

$250

< 250

Medium

$100

< 50

$125

< 50

$200

< 50

$500

< 50

Large

$200

< 50

$200

< 50

$500

< 50

$1,000

< 50

Very-Large & Multi-Site

Enrollment
Capacity

Center/ Preschool/ Montessori

Drop-in
Center

After-school
Care

Placement
Agency

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.

Report Center
There are more than eighty primary and secondary reports in iCare. You’ll find both detailed and summary versions of most kinds of data you need for managing your center and making better decisions.
Custom Reports

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.

Reporting Tools
iCare is rich in report making tools:
  • Smart search
  • Multi-criteria filtering
  • One-click sorting
  • Dashboard with tiles of quick data views
  • Adding and removing report columns
  • Pivot table tool for trends analysis
  • Built-in individual and batch actions
  • Report drilldown features
  • One-click export to Excel
  • Printer-ready formats and PDF versions
User-Defined Fields, Forms and Electronic Documents

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.

User Role Management

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.

Privacy Options

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.

Audit Trail

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.

Enrollment
Capacity

Center/ Preschool/ Montessori

Drop-in
Center

After-school
Care

Placement
Agency

Touchless Check-In App

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.

Lobby App

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.

Lobby Questions

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?

Batch Check-In

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.

Staff Payroll Report
This report lets you choose any start or end date for your payroll period and overtime by the day or week. You can print the report and have staff sign it as confirmation or email it to your payroll processor.

Enrollment
Capacity

Center/ Preschool/ Montessori

Drop-in
Center

After-school
Care

Placement
Agency

Rooms and Programs

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.

Programs/Classes Manager

The Programs/Classes structure in iCare includes the following:

  • Weekly scheduling model; for example, 5 Day AM
  • Default bills; for example, weekly, monthly, hourly, or daily rate; billing by schedule, attendance, or a combination; and connection to a rate chart
  • Capacity
  • Options for parents

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:

 

  • Scheduling and billing
  • Monthly calendar format for picking a schedule of arbitrary or recurring days
  • Special overrides for school closing and half days
  • Rate chart modeler
  • Capacity control
Drop-in Manager (POS)

A deeply built solution for managing drop-in care including:

 

  • Cashier role for quick POS transactions
  • Rate chart modeler
  • Pre-paid hours packages
  • Pre-paid discounts
  • Membership
  • Handling of mommy’s day out type specials
  • Combinations of fulltime (preschool like programs) and drop-in
  • Coupons
  • Management of drop-in licensing regulations
Drop-in Reservations

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

Track CACFP eligibilities and up to 6 meals per day.

Enrollment
Capacity

Center/ Preschool/ Montessori

Drop-in
Center

After-school
Care

Placement
Agency

Automated Billing

Maximize revenue with iCare’s accurate and full automated billing system, which includes:

  • Start or stop the recurring bills anytime
  • Flex period options – hourly, daily, weekly, and monthly, etc.
  • Flat rates or rates connected to rate charts
  • Schedule or attendance-based charges
  • Overage charges when attendance is beyond scheduled hours and days
Direct Deposit

Automated recurring payment collection set by admin or parent. It includes the following features:

  • Start or stop anytime
  • Credit card or ACH option
  • Flex period options – weekly, bi-weekly, semi-monthly, and monthly
  • Automatic updates of expiration dates*
Rate Chart Modeler

More than 30 factors that can be set to calculate bills dynamically. Examples:

  • Number of schedules or attended hours and days
  • Number of siblings attending
  • Bracketed income levels
  • Age-based rates
  • Program or enrollment type
  • Membership type
  • Special days or hours
Billing Overage Charges

For flat charges like weekly or monthly that have a set schedule, charges for attendance beyond schedules is automatically calculated and posted.

Late Pick-up and Late Payment Fee

Charges for pickups after closing time or if payment is not made on time are calculated and posted automatically.

Billing Preview

This action report allows you to pull future bills for verification.

Lowest Processing Rates

With iCare you get a direct merchant account with the processing house. With no middleman involved you will save significantly on processing fee.

Batch Updates

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

Children’s bills can be split into multiple subsidy and private accounts. With separate ledgers, these accounts are managed very easily. Posted transactions can even be transferred from one account to another; for example, when a charge disputed by that subsidy must be transferred to the parent.

Enrollment
Capacity

Center/ Preschool/ Montessori

Drop-in
Center

After-school
Care

Placement
Agency

Journaling

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:

  • With the autofill feature you can quickly enter activities and milestones reached without having to repeatedly typing the text
  • Parents can choose to instantly access the notes at any time of the day or wait to receive the Daily Report at the end of the day.
Instant Photos

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.

Virtual Classroom

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.

Grades

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.

Curriculum

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.

Enrollment
Capacity

Center/ Preschool/ Montessori

Drop-in
Center

After-school
Care

Placement
Agency

Messaging
Improve communication between admins, teachers, and parents through emails, texts, alerts, and notifications.
Email Service

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.

SMS Texting

iCare uses a carrier-based SMS service, which makes texting completely free for you.

You can send individual or batch messages.

Chat

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.

Bulletin Board/ Calendar

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.

Daily Report
At the end of the day, if a child has any journal notes or new photos, the Daily Report is emailed to the parents.
Notifications

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.

Alerts
Receive SMS or email alerts for absences, registration checklists, document renewal, immunization due dates, and late payments.

Enrollment
Capacity

Center/ Preschool/ Montessori

Drop-in
Center

After-school
Care

Placement
Agency

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:

  • Self-register
  • Maintain their profile information
  • Fill required documents including medical records and immunization records
  • View their ledger
  • Pay online
  • Set up Direct Deposit for automated recurring payments
  • View their child’s journal and see class photos
  • Join a Virtual Class
  • Be part of their children’s parents’ group
Teacher Login

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:

  • Journaling – enter activity and development notes
  • Share class photos with parents
  • Check children in and out especially the before and after school children
  • Curriculum planning
  • Message or chat with parents or other teachers

Enrollment
Capacity

Center/ Preschool/ Montessori

Drop-in
Center

After-school
Care

Placement
Agency

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/Sick
P

Home Visits

Home Visits

Family Demographics

Family Demographics

Provider Demographics

Tracking licensing

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