The Child Care Management Checklist

published | 5/12/2016

Child care Billing Budget Business Planning

Being a child care director is both a challenging and exceptionally rewarding job. The nuances of combining physical care and education in a nurturing environment requires a special person, because there is so much to do.

More than providing high quality care for each child, building curriculum and working together with parents to ensure development, you are also running a business. This means taking care of time consuming administrative tasks to ensure the continued success of your center, such as collecting tuition, calculating payroll, managing supplies, and more.

Of course, there are also state licensing requirements that must be addressed to ensure your child care business complies with legal standards. These include attendance and meal tracking, monitoring employee training and certifications, and assuring that proper teacher-student ratios are met. 

Child Care Management Checklist

Here we have created a mini-checklist to guide you through the many management tasks in your center, as well as solutions to help streamline the process.

Receive Payments

While receiving just one payment might seem like a small thing, accepting the check, writing a receipt and recording it in a ledger or spreadsheet can be a 5 minute task. Easy, right? If you have 60 families and you’re handing payments this way twice a month, you could be spending up to 10 hours on managing payments alone. That is once you have tracked each payment down. Parents are busy and can often forget when their next payment is due, leaving child care providers to track them down at check-in time or the end of the day.

Procare’s Tuition Express® gives you easy options to process all payments at once or let parents pay at check-in and online. Since it’s fully integrated with Procare, each payment is automatically posted to the the family’s ledger.

Maintain Room Ratios

Juggling teachers, aides and children between rooms is an all-day, everyday chore. If one teacher goes on a break, you could go over your limit. In addition to licensing requirements for each age group that dictate a certain number of staff members must be present per child, ratios can also affect your finances. Having too many teachers staffed on a day when there are fewer students means you are spending money unnecessarily. That is why an accurate view of how many children are in your care on a daily basis is necessary.

Procare’s dashboard offers you at-a-glance classroom counts and shows any that may be understaffed.

Track Meals

You know the drill—climbing a mountain of paperwork each month to compile your meal reports. If you’re participating in the CACFP and you’re not using Procare’s Meal Tracker to handle meal counts and help with reporting, you’re working too hard.

Laugh at Your Bottom Line

Weekly and monthly financial tracking by itself, is a full-time job. If you don’t have a bookkeeper on staff, you know that tracking, reporting, and reconciling takes time. Procare’s Expenses and Ledger module handles these tasks and more… tracking expenses, generating overall financial reports, and helping you manage your budget all year long.

Final Thoughts

Child care management is a dynamic job that requires interpersonal skills as well as business acumen. With this checklist, child care professionals can ensure they are maintaining their business, while saving time. 

Learn how Procare helps child care providers complete administrative tasks everyday.

Share This Article

social-icon_facebook social-icon_twitter social-icon_pinterest

Related Articles

 A Complete Guide to Managing Child Care Billing

A Complete Guide to Managing Child Care Billing

The child care billing process at your daycare, preschool, or after school program can be a complicated and time-consuming operation. With staff looking after kids and planning lessons, and busy ...

Read Article 
 A Complete Guide to Successful Daycare Management

A Complete Guide to Successful Daycare Management

Professionals seeking to pursue a career in child care or daycare management are motivated by their passion to improve the lives of their students. In order to do this, it is important that ...

Read Article 

5 Questions to Consider Before Opening a Daycare

Whether you are an entrepreneur who has a passion for childcare that strives to gain the necessary expertise, or a trained professional with years of experience already under your belt, opening a daycare center will present challenges.

Read Article 

Get Started Today!

Bring a new level of productivity to your center.

Request a Demo
Customer Reviews

Peggy
Pottsville, PA

Procare has been nothing but very helpful every time a call is made. They do not make you feel rushed or that it is a problem. They are there to listen to the question and answer it immediately.

Procare Software User Support

User Support - Our Job is to Make Your Job Easier

Our U.S.-based support team is dedicated to providing solutions, training and tools with the option of remote support technology to diagnose and repair your issues.

We also have an entire support website dedicated to helping you succeed with videos, articles, tips, live webinars and more.