Nov 5, 2018 5 min read

8 Benefits of Revamping Your Daycare Record Keeping

Procare By: Procare

Time-consuming administrative tasks like staffing, daily planning, and payment collection can slow your daycare down and, at times, even grind your operation to a halt. Keeping physical records is likely the norm for no other reason than that it is how you’ve always done it. But, there are valuable daycare solutions available that make digitizing your records a breeze.

Making sure that your daycare record keeping strategy is simple, efficient, and accurate is an essential part of every center, simply because it has a ripple effect. With a more organized record keeping system in place, everything else that comes with the territory of operating your business will become a little easier.


As a provider, improving your organizational capabilities is a daily challenge. In this post, we will explore what makes improving these capabilities so valuable, and what the organizational benefits can be.

Digitizing Your Daycare Record Keeping

Going paperless is a direct route to simplifying your processes, and it’s the environmentally conscious route as well.

Over time, your daycare will become more complex. This may be due to handling more students and families, expanding your staff, and/or becoming more entrenched in the business of child care. Committing to moving your records to a digital format with record keeping software will improve efficiency and compliance while accounting for all of your students.


We understand that on a day-to-day basis, the main focus of your center is to provide the best care for the kids. However, as we have talked about in the past, keeping your daycare organized from top to bottom gives you more time to focus on what matters.

For this reason, we’ve outlined the major ways that better organizing your records can improve your daycare.

8 Benefits of Enhancing Your Daycare Record Keeping Capabilities

By using record keeping software, you can effortlessly keep track of your staff, the children in your care, and their parents, but the benefits go beyond that. We have identified 8 specific benefits for you to consider when thinking about making the switch to digital.

1. Adapt to changes

Situations for parents and children change all of the time. By centralizing this information, you can guarantee that nothing will slip through the cracks. As a result, you will be more in-tune with the needs of both the parents and their children who attend your daycare.

2. Keep everything safe & secure

Not only does keeping paper files take up space, but it also leaves all of your records vulnerable to being misplaced or other outside forces that could put them at risk. Keeping these records backed up with software ensures that everything is safe and secure.

3. Get easy access to records

Record keeping software allows for multiple users at once, as your authorized staff can access records simultaneously. It will be easier than ever to comb through your enrollment, schedules, and other notes.

4. Increase productivity across your center

By spending less time on keeping your records in order and avoid having to dig through paperwork to find what you’re looking for. With the right record keeping software, there will be less of a strain on your staff, and noticeably improved workflow.

5. Save space & reduce clutter

This is one of the simplest and most obvious benefits of going digital with your records. You can open up space for more activities and as a whole, your daycare will be more organized and easier to manage.

6. Take an environmentally friendly approach

Not only is going paperless a direct route to simplifying your process, but it’s also the environmentally conscious route as well. Did you know that the average office worker uses ten thousand sheets of paper each year? Your daycare can do its part and limit that environmental footprint by adopting record keeping software.

7. Keep up with the competition

Child care is a competitive space and centers are constantly looking for ways to improve their operations. Adjusting your process for record keeping is something that can make your center more desirable, and everyone involved with your daycare will benefit from this.

8: Make planning easier

Historical records around current class size, child/teacher ratios, etc. will provide you with the information needed to more effectively plan both short term and long term strategies. Record keeping software allows for a bird’s eye view of your daycare, and helps make the appropriate decisions to ensure that it continues growing.

Final Thoughts

Renewing emphasis on record keeping will make your daycare run smoother, and help you grow as a provider. We hope that these benefits are taken into consideration, so that you can have more time to focus on developing the children in your care while effectively managing the paperwork that comes along with it.

Are you looking for more ways to organize family data at your daycare center? Learn how Procare can help!

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