Owner OS for childcare and preschool operators
Alarms for childcare and preschool operators
“We have families on the waitlist and open seats at the same time, tuition slips past due, and a staff certification expires before anyone checks.”
A childcare center lives on filled seats and the right number of teachers in each room. The center software handles check-in and billing, but it rarely shows the owner open seats, the enrollment funnel, and staffing side by side, across sites. Money slips through seats that sit empty after a child moves up, tours nobody follows up on, and tuition that ages quietly.
Eight alarms we build for childcare and preschool operators
- Ratio coverage gapsCompare scheduled teachers to expected children by classroom and time of day, and flag rooms at risk of running over your required ratio.
- Open seats and age transitionsTrack open seats by classroom and age group, plus upcoming move-ups and withdrawals, and match each opening to families on your waitlist.
- Tour follow-up gapsFlag childcare inquiries with no reply, tours with no follow-up, and families who toured but never enrolled, by site and source.
- Stale waitlistFlag childcare waitlist families with no contact in months, start dates already passed, and fees paid with no update, so your list stays real.
- Tuition past dueFlag childcare tuition past due, failed autopay charges, and families falling behind, by site and age, so balances stay small and conversations stay kind.
- Third-party payments lateTrack when tuition paid by third parties, like subsidies or employer benefits, is expected versus received, so late payments do not squeeze cash.
- Staff certifications expiringTrack CPR, first aid, and required training expiration dates for every childcare staff member, by site, and get a list well before anything lapses.
- Families likely to withdrawFlag childcare families with dropping attendance, schedule cuts, or rising balances, so the director can check in before a withdrawal notice.
Reads from the tools you already use
- Procare
- Brightwheel
- LineLeader
- Kangarootime
- Famly
- Lillio
- QuickBooks Online
- Gusto
Read-only by default. A guardrail layer controls exactly which data the AI can see, and anything that sends, spends, or deletes needs your approval.