For Childcare centers, preschools, and early learning operators with one or several sites
See open seats coming before a child moves up
A child moves up to the next room and the seat they leave sits empty for weeks. The waitlist has families for that age group, but nobody connected the move-up date to the waitlist in time.
What it can cost you
Example: 4 seats empty for 3 weeks each x $300 weekly tuition = $3,600 a quarter.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Calculates enrolled versus capacity for every classroom and age group.
- Lists upcoming move-ups and the seats they will open.
- Lists withdrawal notices and their last day.
- Matches each upcoming opening to waitlisted families for that age group.
- Compares fill rate across sites.
Where it reads from
- Procare
- Brightwheel
- LineLeader
- Kangarootime
- Famly
What happens when it fires
The director picks which families get offers. The system drafts the offers and tracks replies.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every upcoming opening is matched to the waitlist at least a few weeks before the seat opens. We agree on the metric before the Sprint starts and measure it over the first 20 business days after go-live. If we miss it, you get half your Sprint fee back. Dollar savings are tracked in your monthly saves log, reported rather than promised.
Questions
We do move-ups by readiness, not just birthdays. Does that work?
Yes. It uses the planned move-up date your staff enters, not an age rule.
Can it handle part-time schedules?
Yes. It counts full-time equivalent seats, so two part-time children can fill one spot.
Do I need new software for this?
No. The system reads from the tools you already use, with read-only access by default. A guardrail layer controls exactly which data the AI can see.
What does it cost?
A 3-week Sprint is $6,000 fixed and includes the morning brief plus one automation tied to an agreed metric. Ongoing support is $1,500 a month, or $500 a month to keep it running without new automations. If the agreed metric is missed over the first 20 business days after go-live, half the Sprint fee is refunded.
How is this different from a dashboard app or a free AI kit?
A dashboard app shows numbers when you go look. A free AI kit gives you the parts, and you do the setup, the upkeep, and the checking. Here the alarms are built for your kind of business, they watch outside data like market rates and rule changes alongside yours, and on Run or Keep-Running, the person who built them keeps them working and logs what they caught.
More alarms for childcare and preschool operators
Seven more things worth watching.
- 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.
- 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.
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