For Childcare centers, preschools, and early learning operators with one or several sites
Catch staff certifications expiring before they lapse
Certifications are tracked in a binder or a spreadsheet that one person updates. When that person is busy, a CPR card or required training lapses, and the director finds out at the worst time.
What it can cost you
Example: 3 staff pulled from rooms for lapsed training x 8 hours of cover x $22 per hour = $528, plus the scramble.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Lists every staff certification and training with its expiration date.
- Flags anything expiring inside the window you choose.
- Flags new hires missing any required item.
- Checks scheduled staff against current certifications for each room.
- Shows certification status by site.
Where it reads from
- Procare
- Brightwheel
- Famly
- Lillio
- Gusto
What happens when it fires
The director schedules renewals. The system drafts reminders to each staff member and tracks proof of completion.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every certification expiring inside your window is in the weekly brief. 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
Where does it get the dates?
From your center software or HR tool where they are stored. If dates live in a spreadsheet, it can read that too.
Does it decide what training is required?
No. You list which certifications each role needs, and it tracks the dates.
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.
- 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.
- 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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