Technology makes your child care business run better. The right tools in place at your school means more enrollments, more secure finances, and long term success. In this presentation, we’ll cover the key things that make your school attractive to Millennial parents, tools that will transform your Director’s office into a productivity machine, and the tasks successful preschool and childcare center owners do each day. We’ll show you how to gain more enrollments, higher profits, and happier families. Read more here: https://www.procaresoftware.com/blog/7-biggest-child-care-challenges/

1. 7 Daily Headaches
Technology Can
Instantly Cure
Presented by

2. Hello!
Ryan Gwaltney
Executive Software Consultant
ryan@procaresoftware.com
Kassia Galloway
Marketing Manager
kagalloway@procaresoftware.com

3. Presentation
Overview
What do Millennial Parents Expect?
What Do You Need?
7 Daily Headaches Technology Can Instantly Cure
How to Automate Your Day
Getting Started with Procare
Q&A Session

4. Your Target
Customer:
The Millennial
Parent

6. ““To build and keep your enrollment when the
competition is breathing down your neck...you
must be open to what your parents want and
need, and to changing the way you market and
provide your child care services. “
Julie Wassom
Childcare Exchange Magazine

7. Millennials
Born:
1981-2005
80 Million
Generation X
Born:
1963-1980
65 Million
Baby Boomers
Born:
Before 1963
75 million

9. $200 Billion
is spent each year by Millennials alone.
50%of Millennials are Moms.
71%
of Millennial Moms work outside the home.

10. 80%
of babies born this year to Millennial parents
11 Million
Millennial households in the U.S.
84%
of Millennials consider a brand’s value
before they purchase

11. Google
has always been a verb.
is the speed at which they expect information.
Everything
is what they use technology to do.
Instant

12. ““The relentless focus on perfecting technology has
set a new standard across the industry that
millennials now accept as the norm. Retailers must
be able to provide streamlined, user-friendly
systems and processes in order to retain the
millennial.”
How Millennials are Changing Retail Patterns | Forbes

13. 100is the number of times Millennials
check their phone each day.

15. 71%of Americans sleep with or
next to their mobile phones.

17. Mobile Devices
serve as a wallet.
Self-Service
solutions are comfortable & expected.
Customization
and personalization is best.

18. ““Millennials and their children use technology in the
service of making their lives better...They want what
they want, when they want it, delivered how they
want it, depending on what makes sense in their lives.”
Why it Pays to Understand Millennial Parents | Nielsen

19. 80%of Millennials use the Internet
to manage their finances, pay
bills, or shop online.

21. 80%Of Millennials believe being eco-friendly
improves their quality of life.

22. ““Businesses should be careful not to throw
clunky, alienating technology, systems, or
processes at these customers and expect
patience or understanding as customers
struggle to find a workaround.”
Micah Solomon | Forbes

23. Running a Childcare
Center Business
What do you need?

24. Your Day,
Illustrated

25. Running your
Childcare
Center Business
• How can I be in two places at once?
• What tasks can be pushed to tomorrow?
• Am I providing my staff with enough support?
• Do my families feel like they are a valued
part of our school’s community?

26. Running your
Childcare
Center Business
• Am I going to meet my enrollment goals
for this month?
• Do I have time to follow up with the
inquiries that came in today?
• Am I up-to-date on state standards and
requirements?
• Is the curriculum being implemented in
the best and most effective way
possible?

27. “What you do today
can improve all your
tomorrows.”
Ralph Marston

28. 7 Headaches
Technology Can Instantly Cure

29. 512 Hours
per year are saved by
automating your day.

30. Headache:
Collecting Tuition
On Time
1

31. Collecting
Tuition on Time
• Collecting tuition on time is critical to
your cash flow. It’s the heartbeat of your
business.
• Families with overdue accounts walk in
every day.
• Asking to be paid can be awkward.
• Drop-off and pick-up times are hectic;
handling collections then is challenging.
1

32. The Cure
• Set tuition payment expectations at
enrollment.
• Give frequent reminders
• Offer multiple ways to pay:
• Recurring bank withdraws
• Scheduled credit card payments
• Convenience is king with millennial
families.
1

33. The Procare Solution:
Family Accounting +
Tuition Express

34. Procare
Software
Solution
Pay Tuition Button
for your website means families
can pay from anywhere.
Payments Recorded
automatically in your ledger.
Checks can be added by you.
Automated Email payment
reminders and confirmations.
Account Statements
for families that auto calculate
balance, late fees, and added
program fees.
1

35. 52%of Millennials NEVER write checks
69%
of Millennials pay bills either online or with direct debit
14%of Millennials pay bills by mail

36. Headache:
Managing & Growing
Enrollment
2

37. Managing &
Growing
Enrollment
• Knowing how many spots you have
available is vital to growing your
business.
• Keeping track of when each child moves
up can be overwhelming.
• You have to be in ratio at all times.
• Check in and check out is challenging to
maintain and monitor.
2

38. The Cure
• Be prepared for inquiries
• Print out reports with names and counts to
have ready for inquiries and a quick look at
ratios.
• Plan ahead for classroom movement
• Set reminders to check in on birth dates.
• Electronic check in and out makes
tracking attendance easy on you -- and is
convenient for parents.
•
2

39. The Procare Solution:
Family Data +
Attendance Tracker

40. Procare
Software
Solution
Enrollment Reports
Let you easily print & track who
is enrolled, when they move up,
manage your wait list and
available spots.
Online Registration/Wait List
Available with MyProcare
Parent Portal
Class size/ratio reporting
ensures you are in compliance
and offers a quick reference
when building enrollment.
Electronic Check in/out
for your school makes
attendance numbers quickly
accessible and convenience for
families.
2

41. Technology allows
you to save time
and deliver
experiences that
your millennial
consumers want.

42. Headache:
Keeping Track of
Family Records
3

43. Keeping Track
of Family
Records
• Your day is hectic. Quick access to key
records and documents is a real need.
• Knowing details about each family is
important. This information must be easily
accessible at any time.
• Years of child forms and family records add
up. Storage space becomes scarce.
• Immunizations records are a serious
matter. Regular updates are imperative.
3

44. The Cure
• Schedule a 6-month review of your records.
• Purge documents that are no longer
needed.
• Check in with parents to make sure records
are still accurate.
• Ensure key staff members also have access to
the records.
• Emergencies happen. Someone else may
need to know the details.
• Eliminate paper where you can.
3

45. The Procare Solution:
Family Data +
Procare Cloud

46. Procare
Software
Solution
Quick Access to all your
child and family information
Add Forms such as
authorized pick up and
emergency contacts to each
record
Import Photos of child and
authorized pick ups for
easy reference
Multiple Users allow for
simultaneous use
3
Electronic Storage saves
wasted space and paper
Immunization Tracking and
alerts
Easy Reference to bus runs
and transportation lists
Log Notes and Details that
are unique to each child

47. 70%of businesses would fail if they suffered catastrophic paper
loss in a fire or flood.
30-40%Of a typical employee’s time spent looking for information in email
or filing cabinets.
3-5%of an organization’s files are misplaced at any given time.

48. Headache:
Juggling Family
Communications
4

49. • Families love your school, yet it still
takes several reminders to be sure the
important information gets through.
• Paper fliers and letters take a lot of your
valuable time to create and they add up
in printing costs.
• Papers sent home with children can be
easily misplaced and create clutter.
4
Communicating
with Families

50. • Create a template for communication
once, then use it over and over again.
• Duplicate it, then assign your team parts
of it to complete.
• Make your communications frequent
and deliver them to their phones.
• Email, text, social, your school website
• Don’t forget Dad!
• Be sure your contact files include primary
emails for both parents.
4
The Cure

51. The Procare Solution:
MyProcare
KidReports

52. The Cure
4
MyProcare App satisfies the
need for instant mobile access
to school life.
Mobile Payments give your
customers the convenience
they demand.
Interactive Parent Portal keeps
them connected and informed.

53. 2 Millionthe number of Millennial Dads who do not work
outside the home.
86%of Millennial Dads watch YouTube videos for guidance
on key parenting topics
62%increase in grocery purchases made by Dads since 2013

54. Headache:
Bookkeeping is Hard
5

55. How is your school spending money?
(Operating Expenses)
Who owes your school money?
(Accounts Receivable)
To whom does your school owe money?
(Accounts Payable)
Is your business profitable?
(Profit & Loss)
5
Bookkeeping
Is
Hard

56. • The time it takes to enter each line item
takes you away from running your center.
• Business expenses can get out of control
easily and cut into your bottom line.
• Whether you’re within the budget you’ve
created can be a mystery.
• Families rely on you to provide accurate
billing.
5
Bookkeeping
Is
Hard

57. The Cure
• Set up a system you can stick to.
• Link accounts
• Set long-term budget goals and check in on
them at regular intervals.
• Keep all business expenses in one place.
• Link your accounts and use business credit cards
for business only.
• Batch purchases by category when you can.
• Let your systems talk to each other.
• Payroll, expenses, accounts receivable should
come together automatically.
5

58. The Procare Solution:
Family Accounting +
Expenses and Ledger

59. Profit & Loss Statement
shows you the big picture
Track Deposits and registration
fees easily
Set Up Recurring & Late Fees
for auto-computing that won’t
be forgotten.
Accounts Aging Report
tracks overdue family accounts
with an
QuickBooks Compatible
with for easy exporting of data
Close out the Month & Year in
your books and reconcile your
checkbook
School Budget Summary
so you know exactly where
your income is going
Year-End Tax Statements
for families
Set Up Custom Billing
for divorced and subsidy
families
Procare
Software
Solution
5

60. The average center
director spends
several hours a week in
the office managing
paperwork,
administrative tasks,
reporting and
financials.

61. Headache:
Managing Staff
Schedules & Payroll
6

62. Managing Staff
Time & Payroll
• In childcare, full staff coverage isn’t just
important, it’s required.
• Compiling and recording complete and
accurate employee data is critical.
• Vacations are essential, but can wreak
havoc with your staff schedules.
• Tracking employee time and issuing
paychecks by hand is time-consuming.
6

63. The Cure
• Create a digital record of hours worked
and PTO.
• Track hours and PTO accurately.
• Require staff requests for PTO be
sent via email.
• Share your weekly schedule consistently.
• Distribute it on a recurring day.
• Be a dependable employer so you
can have dependable employees.
6

64. The Procare Solution:
Employee Data + Payroll

65. Digital Employee Records
organize and securely store
employee data for instant
access
Digital Forms
Print employee forms and
reports
Digital Schedule
Create and share employee
schedules
Track Benefit Hours
Easily monitor vacation
hours, sick time, etc.
Calculate Payroll
One step payroll calculation,
including accurate
withholdings
Create Reports
Track payroll costs and create
tax deposit reports
Time Tracking
Combine with Procare Touch
computer for easy time
tracking
Procare
Software
Solution
6

66. Federal agencies require
that you keep employee
records up-to-date.
Records must be kept for
an additional year after
they leave your
organization
And 3 years of payroll
records must always
be available.

67. Headache:
Security & Attendance
7

68. Security &
Attendance
• Safety and security of the children in
your care is of paramount importance.
• Part of keeping kids safe is having
accurate attendance records.
• Attendance records are essential for:
o Licensing requirements/audits
o Planning enrollment numbers
o Maintaining ratios
o Staff forecasting/FTE’s
o Transportation/field trips
o Subsidized care
7

69. The Cure
• Print our your attendance sheets ahead of
time.
• Restrict entry into your school by having a
receptionist unlock doors for drop-off/pick-up.
• Check your attendance sheets hourly to
ensure all scheduled kids are at your center.
• Charge parents a small fine for missed
sign-in/outs.
7

70. The Procare Solution:
Attendance Tracker +
Hardware

71. Procare
Software
Solution
Attendance Accuracy
Digital attendance provides
accurate attendance records
for safety and security
Authorized Access Controls
Only the people you digitally
identify can enter your
center
Real-Time Views
See exactly who is in your
center at any time from any
Procare computer
Automatically Calculate
Hours for Tuition
Use digital check-in/out to
automatically bill for
attendance, overtime, late
pickup, etc.
Create Reports
Attendance summaries,
absence and overtime
reports, authorized signature
reports and more
7

72. Remember, safety
and security is one
of the top 4 things
that millennial
parents look for in a
child care center
they are considering.

73. 512 Hours
per year are saved by
automating your day.

74. Will Procare work
for you?
About the Schools that use
Procare Software

75. 30,000
Centers, preschools, and after-school programs
across the country have purchased Procare Software.

76. “
We are able to manage so many areas for our
accounts and employees. Endless possibilities.
Great support team. Very helpful and very
friendly.
Teresa B.
Juno Beach, FL

77. Fewer than 50
Enrolled Students
50 - 99 Enrolled
Students
100 +
Enrolled Students
Number Enrolled

78. Procare Software Modules

79. Why Procare
Software?

80. Easy Transition
Our dedicated teams make Procare easy to
install and use.
Customized Training.
Our instructors are experienced and you never
have to leave your office.
Unmatched Customer Support
Our support team is available, experienced,
and offers learning extra tools for your success.

81. ““That there are so many options and so
many reports to use that are helpful. I love
that I can call and get someone and they
can help me without making me feel like I
don’t know what I am doing.”
Brooke K.
Sugar Land, TX