For Childcare centers, preschools, and early learning operators with one or several sites
See classroom ratio coverage gaps before the day starts
Schedules are built a week ahead, but attendance, call-outs, and early drop-offs change every morning. Directors end up covering rooms themselves or moving teachers on the fly, and the gaps cluster at opening, nap, and close.
What it can cost you
Example: 2 hours a day of director coverage x $30 per hour x 250 days = $15,000 a year of director time spent in rooms.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Compares scheduled teachers to expected children by classroom and time block.
- Flags blocks where expected children would exceed your required ratio.
- Checks staff call-outs logged for the day against room coverage.
- Shows rooms that are overstaffed for their expected attendance.
- Tracks which time blocks run short most often.
Where it reads from
- Procare
- Brightwheel
- Kangarootime
- Famly
- Lillio
- Gusto
What happens when it fires
The director moves a float or adjusts breaks. The system suggests who is available based on the schedule and hours worked.
Autonomy level: Suggest only. The brief tells you what changed and what to do. Nothing happens without you.
What we guarantee
Ratio coverage for the next day is checked every evening against expected attendance. 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
Does it know our ratio requirements?
You enter the ratio for each age group and room. It checks against your numbers, and does not interpret any rules for you.
Does it track children by name?
It works from counts per room and time block. Child details stay out of the AI.
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.
- 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.
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