iCare Childcare Management Software

Childcare Management Checklist Every Childcare Center Should Have

Running a successful childcare center can be an extremely fulfilling job, not only for you, but also for the parents and children you serve. But it’s a constant challenge to keep your center up to date and competitive. To help you, here’s the childcare management checklist your childcare center needs.

Maintain compliance with licenses/regulations

Maintaining a license to operate a childcare center is crucial. You should be prepared for a site visit from the state or local regulatory body at any time. Each state’s regulations are different, and you should pay close attention to any changes from a state’s licensing board.

As you work through your checklist, here are some things to keep in mind:

  • Child-to-teacher ratio for each age group. Your state sets forth a rule for how many children can be in a room with one adult. Be sure you know these rules and follow them. Different age groups have different required ratios. Mixed age groups often require a ratio in line with the requirements of the youngest child in the group.
  • Total enrollment may affect whether or not you’re required to file for a license. Smaller, in-home childcare centers may not need a license if enrollment is below a certain point.
  • Another factor in your licensing can be whether or not you care for a child in its own home or in your home.

When regulations change or your licensing status changes, you should notify parents. If for any reason you change your policies on your student-to-teacher ratio, you should also share that with parents because they might care, and open and honest communication can build trust and loyalty.

Accept payment

It’s the 21st century and the ease and convenience of recurring payments and online payment options has become status quo. Because we can make automatic payments for our utilities, streaming services and more, we expect it for services like childcare.

If you only take checks, it might deter parents from choosing your childcare center. They don’t need one more thing to think about each Monday morning when they drop their child off.

iCare Software is a childcare management software that provides a way to accept recurring payments so you have one less thing to worry about. Parents can be billed on a scheduled basis and based off of their enrollment choices, such as part-time or drop-in care.

Manage enrollment

One of the largest tasks that you constantly have to manage is enrollment. Children grow and graduate from the infant room to the toddler room, and then what happens? You’re left with an opening that prohibits you from maximizing your center’s capacity and earning potential.

If you have a wait list, you need to know a timeline for when you will have an opening so you can inform prospective parents. But managing all that on paper is time-consuming and stressful.

Childcare management software, like iCare Software, can automate these processes and show you at a glance where you have openings and how enrollment is shifting and changing. Managing enrollment will remain on your checklist constantly because it’s a never-ending job.


Are you profitable? Do you regularly meet your budgeting goals for supplies and maintenance? How do you manage paying the salaries for your teachers and staff?

Strong bookkeeping can ensure the long-term viability and success of your childcare center. No matter the size of your childcare center, bookkeeping will always be important. You should know all about your money coming in and funds going out. The more you know, the better your enrollment fees and supply charges for your students can be.

While you can use a standard bookkeeping platform like QuickBooks, programs that are tailored to childcare centers are much more user-friendly and beneficial to your business. iCare’s Childcare Software helps you manage your finances with seamless integration to the direct deposit functionality where you receive tuition from parents.

Sign up for a free demo of the platform to see how iCare can help you check the boxes on your to-do list.

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