Childcare Management Software: Features, Examples & Development

If you're running a childcare center in Canada, you know how difficult it is to give quality child care.

The administrative work is so overwhelming that it consumes most of your time.

It impacts your core responsibility– the care of children.

Well, this is not only your problem. Most daycare centers used to face the same issue. 

But things have changed now.

In 2024, over 75% of childcare centers are adopting software solutions to simplify routine tasks like billing, attendance, and parent communication. 

There is an increased demand for childcare management software.

A sharp growth in preschool enrollments and the rising number of working parents has raised the demand for an efficient and reliable childcare solution.

Through this blog, we will help you build innovative daycare software that even inspires competitors.

Let's Explore the Challenges of Childcare Centers & How Technology Helps Providers

When working parents are busy in their daily rush, the childcare industry plays a big role. 

But it's not easy to run a childcare center. It comes with its own challenges. Here, we will explore some of them.

1. Administrative Burden

There are several administrative tasks that a daycare center handles. It includes enrollment, attendance, billing and paperwork. 

Some successful startups like Owly are helping these childcare agencies automate routine tasks by providing tech support.

2. Strict Compliance Requirements

Compliance needs to be followed, otherwise it may lead to hefty fines. 

Daycare software provides some robust tools that take care of compliance tracking, scheduling, and record-keeping.

3. Engaging Parents in a Digital Age

Parents want regular updates on their children for their assurance. 

Childcare software can provide them with real-time updates, messages, photos, and videos.

4. Financial Pressures

Running a profitable childcare is not an easy task. Basic expenditures like rent and wages are a constant challenge. 

Childcare software can optimize the resources and save time & money.

Global Childcare Management Software Market 

In 2023, the value of the global childcare management software market was $190.3 million. 

And it is rising at an unexpected rate and is projected to reach $416.7 million by 2032.

It is growing at a CAGR of 8.9% from 2024 to 2032.

How Owly & Procare are Shaping the Future of Childcare Management Software: Real-world Examples

It’s always good to learn from leaders before building your own solution.

That’s why we have brought the top childcare management platforms, helping millions of providers around the globe. Let’s learn what makes them special.

1. Owly: Simplifying Childcare for Maltese Providers

Based out of the beautiful country, Malta, Owly supports local childcare providers.

Easy Attendance Tracking

It saves staff time that goes into attendance. The software makes sure it gives accurate results while saving time.

Live Updates for Parents

Well, we all know what parents feel when they are away from their children. 

Owly ensures parents remain connected to their kids by sending them real-time updates on meals, naps, and activities.

Activity Logging and Portfolios

Caregivers can document daily activities and create portfolios to track each child’s progress. 

It is helpful for both parents and caregivers to follow regulatory compliance.

Automated Billing

It's a main feature which makes a childcare provider smile, a seamless transaction.

Owly’s focus on local needs, responsive customer support, and adaptability have made it a trusted choice in Malta.

2. Procare Solutions: An All-in-One Platform with a Mobile Focus

Procare is a big name in childcare centers. It serves more than 37,000 centers globally with a robust payment processing system.

All-in-One Platform

Procare handles everything from registration to attendance tracking and family engagement.

Digital Payments

Parents can easily pay through a mobile app. It simplifies the tuition collection.

Mobile Access for Parents

Now, parents can easily know what their kid is doing. It gives them real-time updates and a sense of security.

Data Security

When it comes to data and privacy, Procare provides full assurance through a strong data protection system.

Procare is highly inspired by fintech and mobile-first design trends. This highlights its customer-centric approach.

Want to Build a Successful Platform Like Owly & Procare? Add These 6 Essential Features

Let’s explore some of these must-have features for a standout daycare management software.

1. Family and Child Data Management 

For better communication, It stores and manages important details like contact information, medical needs, and emergency contacts.

The storage and management of data should comply with the laws of the country in which you're operating.

2. Attendance Tracker

It records the children’s arrival and departure times and makes daily check-ins easy. 

It also provides real-time updates to parents about the arrival or departure of their kids.

3. Time and Activity Management

The software solution helps in scheduling daily activities, such as meals, naps, and lessons. 

It also tracks each child’s progress, which can be shared with parents through reports.

4. Nutrition Management

Each child has different nutrition requirements. 

The tool also provides critical information about children’s allergies and dietary restrictions. 

5. Parent Communication

When the parents feel connected to their child, they trust the center most. 

Real-time communication through video, message or notification builds parents' trust in the center. Helps in spreading positive word of mouth.

6. Reporting and Analytics 

This feature gives a complete overview of the performance of a child, attendance and financial structure of your center. 

Software highlights are the areas of improvement and other ways to monetise your services.

Trending Technology and Innovation in Childcare Management Solutions

1. Cloud-Based Solutions: Flexibility and Efficiency

When it comes to flexibility and efficiency, no one can beat the cloud-based solution. 

A. Scalability

As your center grows you can scale the cloud platform. 

It doesn't matter how many kids you enroll or the advanced features you want to integrate, cloud platform takes care of everything.

B. Cost-Effectiveness

Well, saving money is more important than anything especially when you’re running a tight budget child center. 

A cloud-based solution saves you from expensive servers or IT staff.

C. Real-Time Updates

Parents and providers can access the latest info anytime. 

From attendance to activities, everything is synced in real-time.

2. Mobile Accessibility: Easy Communication on the Go

We all use smartphones, don't we? So what can be a better solution than building a mobile application for your childcare center?

A. Convenient Access

Parents can check in on their kids anytime anywhere from their phones. 

At one tip, parents can get a live video of their kids.

B. Seamless Communication

Mobile applications let parents and providers message, share photos, and get notifications. 

This keeps everyone in the loop and strengthens relationships.

C. Streamlined Operations

The best part about mobile applications is that a provider can take care of different tasks in a few clicks. 

They can manage attendance, activities, and communication on the go.

3. AI Integration: Smarter Childcare

It doesn't matter what the industry is, AI is really doing big wonders. And the childcare industry is no exception.

A. Automating Tasks

AI streamline all the routine tasks including scheduling, billing, and attendance.

B. Analyzing Data

AI & ML (machine learning) can analyze complex data and give important insights about child development. 

It also empowers providers by helping them make evidence-based decisions.

C. Personalizing Learning

Every child is unique, including their learning pace. 

AI can create a learning plan tailored to each child's needs.