Holy Family Early Childhood represents the gold standard of Catholic early childhood education and built its reputation on providing quality care that nurtures the whole child while instilling Catholic values and morals.
The organization operates a diverse range of programs, from full-time child care at its Holy Ghost and St. Joseph the Worker locations, to school-year programs at its St. Columbkille, Our Lady of Guadalupe and Resurrection sites.
With about 160 staff members across all locations and a combined enrollment exceeding 500 children, Holy Family faces the complex challenge of maintaining consistent, high-quality operations across multiple sites.
| Child Care Center Holy Family Early Childhood |
| Location Dubuque, IA |
| Number of Locations Five |
| Number of Students 500+ |
| Website Holy Family Early Childhood |
| Download Case Study PDF Here |
The Problem
Before implementing Procare, Holy Family Early Childhood faced several operational challenges that were impacting their efficiency and family satisfaction:
Time-Consuming Billing Processes: Emily Burke, the early childhood director at the Resurrection site, recalled spending “hours” each morning manually processing billing for families. The tedious nature of individual billing calculations was consuming valuable time that could be better spent on educational programming and family engagement.
Fragmented Communication Systems: The organization was juggling multiple platforms. It used desktop software for basic management while relying on a separate app for parent engagement. This fragmentation created inefficiencies and prevented seamless communication between staff and families.
Document Management Chaos: Without a centralized system, Holy Family received “about 700 emails with submitted paperwork,” creating an administrative nightmare and making it difficult to maintain organized records for each child, Emily said.
Attendance Tracking Challenges: Manual attendance tracking was prone to errors and consumed significant staff time, while parents lacked real-time visibility into their children’s check-in and check-out times.
These operational inefficiencies were particularly challenging for an organization committed to providing exceptional care while maintaining the personal touch that families valued.
The Solution
Holy Family Early Childhood implemented Procare and gradually integrated various capabilities over time to create a seamless operational system.
By consolidating billing, attendance tracking, parent communication and document management into one integrated system, Holy Family reduced administrative time by hours each day.
The organization adopted Procare’s integrated payment processing system and moved away from manual billing processes. By implementing standardized contracts and billing formulas, Holy Family streamlined its entire payment workflow.
After testing the Procare child care mobile app with select families and staff, Holy Family was impressed and made the switch. This transition allowed families to access attendance information, receive photos and updates and complete all necessary paperwork through one centralized platform.
The implementation included Procare’s fingerprint door system, which automatically tracks check-in and check-out times while providing parents with QR code alternatives for added convenience.
Through Procare’s eDocuments, families can now submit all required paperwork digitally, with documents automatically stored in each child’s profile for easy access and compliance tracking.
And Holy Family now uses Procare to send newsletters, with individual classrooms sending monthly updates and the center director distributing organization-wide communications to maintain strong family connections.
(Families) like seeing when their children are clocked out and when they’re clocked in. They like being able to submit all the paperwork on one site and then be done.
–EMILY BURKE, DIRECTOR OF HOLY FAMILY EARLY CHILDHOOD CENTER
Seeing the Results
Procare delivered immediate and measurable improvements across Holy Family’s operations:
Dramatic Time Savings: Emily’s billing process transformation represents the most significant efficiency gain. What previously required “hours” each morning now takes minutes. “I sit and I check, check, check, check, and send it off, process it, and it’s done,” Burke said, highlighting how the streamlined system has freed up valuable time for more meaningful work.
Enhanced Parent Satisfaction: The transition to Procare has strengthened family engagement significantly. Parents appreciate the convenience of accessing real[1]time attendance information and the ability to submit all required documentation through one platform.
Eliminated Email Overload: The digital document management system has virtually eliminated the administrative burden of managing hundreds of email submissions. All paperwork now uploads directly to Procare and remains accessible within each child’s profile throughout their enrollment.
Improved Operational Consistency: With fingerprint door systems and automated attendance tracking, Holy Family has achieved greater accuracy in their record-keeping while providing parents with the transparency they value.
Let Procare Help Your Child Care Center
Holy Family’s experience demonstrates that the right technology investment can deliver immediate returns in both time savings and family satisfaction.
By consolidating multiple systems into one comprehensive solution, the organization has not only saved countless hours of administrative work but has also enhanced its ability to focus on their core mission of nurturing the whole child.
This success showcases how even busy directors can quickly adapt to and benefit from integrated childcare management systems.
“It is smooth, it is fast… being able to do it for my families and kind of figure out exactly what we need has been really beneficial,” said Emily.
As Holy Family continues to grow and serve their community, its partnership with Procare positions them to maintain their high standards of care while operating with maximum efficiency.
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