Daycare Archives - Kinderlime

Lesser Known Features in Kinderlime

Many of you know your way around Kinderlime. However, some of you may only use one or two aspects of our all-inclusive solution. This article is a brief introduction to the other smaller, yet highly commended, features for childcare and afterschool programs who would like to get more out of our childcare apps.

You know our main features:

  • Sign in Sign out
  • Online Billing
  • Photo Sharing
  • Daily Sheets

But here are a few lesser known and underutilized features of our system:

Staff Timeclock

How do you currently track your teacher’s clock in-out times? Make your life a bit easier and start tracking with our staff timeclock.

Your staff will use the same pin pad as your parents to sign themselves in and track their time. No need for paper timesheets, you have an all-in-one system to track time and build staff reports.

With the staff timeclock you are able to track student-teacher ratios throughout the day based on on each classroom and check in-out times. Many states have different regulations regarding the maximum number of students per teacher, this will help you stay within those permitted ratios.

Attendance based billing for afterschool

Both parent-paid and state-funded afterschool programs rely on attendance tracking in order to keep your program open. This feature works in conjunction with our attendance tracking allowing you to easily convert student’s attendance into billing invoices and reports for either parents or investors.

This has helped many of our afterschool customers reduce their administrative work during audits and monthly and yearly reporting. In some cases, saving them days worth of work.

Newsletters

Many programs utilize our Newsletter feature to send weekly or monthly updates to the parents and guardians. This is a great way to inform parents of upcoming events, important dates, and more. Many programs use these Newsletters to showcase the fun their students are having, capture fun activities, and show parents why your program is best for the their child.

Newsletters can be a powerful tool to help inform parents and give them periodic updates. It can also be a great marketing tool to help spread your program to other families in your community. The digital copies make it easier to be shared on your social media channels and can be shared among parents. Parents are always looking for programs, the more readily available your material, the more likely you are to draw recognition and potential new families.

The Newsletter feature is synced up with parent & guardian contact information already in Kinderlime. All you need to do is create, select recipients, and send.

Tags

Thanks to some great suggestions from our current customers, we recently introduced the “Tags” feature to Kinderlime. You now have the ability to create new tags for tracking and quick access to children or families associated with those tags. For example, you could tag children with allergies, families who only pay for half-days, or parents paying by credit card. No more scrolling and searching individually. Simply create a tag and attach that to the appropriate children for quick accessibility later.

 

CACFP

The Child and Adult Care Food Program (CACFP) funded by the USDA supports many child care providers and provides nutrition meals to millions of children across the country. Now, Kinderlime helps you reduce that CACFP paperwork by recording meals, providing meal counts and reporting it to your sponsors. We will help you be CACFP Compliant.

 

IMPORTANT REMINDER – Nonprofit 501c3 tax-exempt status

“To be tax-exempt under section 501c3 of the IRS, an organization must be organized and operated exclusively for exempt purposes set forth in section 501c3, and none of its earnings may inure to any private shareholder or individual.” (Check here for more).

What does this mean? It means ALL PUBLIC AFTERSCHOOLS QUALIFY (if a part of a public school) and some childcares may be able to file as nonprofits. Why is that important? This status will get you major discounts across most third party vendors, including Kinderlime, payment processors, and provide tax benefits.

Here is a guide to help you fill out these forms and get you that 501c3 status.

 

We have several features in the works. In the meantime, if you have any suggestions on future capabilities you would like to see, please send us a note at contact@kinderlime.com.

Mobile Apps are Revolutionizing Childcare Operations

More and more childcare programs are looking towards innovative apps to help run their sign in-out, billing, and daily parent communication. Their goal is simple. Find a solution that is easy to use, quick to understand, and solves their paper problems. In the past, there was one choice in childcare management, that was the older, in-house system, like Procare. Today, when looking for a solution to help manage your daycare, you have an option between new childcare management apps and older, in-house, childcare management systems.

So which is right for your program?

This article aims to break down the differences between childcare management apps and these older systems.

Modules v All-In-One

Traditional Systems

Traditional companies have modules. One module for a family database, another for sign in-out / staff timeclock, and a third one for family billing. Each of these modules are in their own silo, making it difficult for the information to pass between one another without technical guidance and backend maintenance. This usually means you need to go through extensive training or have a tech savvy staffer to help maintain the system.

Cloud-based Systems

Cloud based software does away with the need for buying these modules individually. Instead, with minimal training and no technical background, you can manage your daycare all in one place, via website or your mobile device. It’s one solution for everything you need to run your program.

“With the old system [we] spent hours doing error checks and fixing mistakes, but with Kinderlime the billing process was practically error free” Paul, Administrator at NCC Preschool.

Local v Cloud Data

Traditional

When you have all your student data sitting on your personal computer, keeping your student data secure costs you an expensive server, antivirus, technical expertise, and more. And if your server crashes? All your family billing data is lost in an instant. As a busy business owner, you don’t want to worry about IT and maintaining a server to prevent such a disaster.

Cloud

Solutions, like Kinderlime, utilize a web and cloud-based daycare management offering – which is maintained on Amazon servers (the same servers used by Amazon itself and companies like Dropbox and in some cases banks as well). This means that if you have a power outage, all your information is secure and accessible when your power comes back on. There is no information stored on your phone or laptop, so should you lose either, you will not need to worry about the information being accessible to others.

Upgrades & Maintenance

Traditional: Manual

Do you want to be responsible for paying for upgrades then upgrade it yourself? Probably not. That is the old model of management systems. These maintenance fixes and upgrades do not come cheap. This will require you to either contact your provider and schedule a time to fix your system, OR you will need to have the technical know-how to fix it yourself.

Cloud: Automatic

With cloud-based childcare apps, updates and maintenance occurs regularly at no extra cost to you. Issues are fixed much more quickly and typically fixed late at night as not to interrupt your daily use of the system.

Pricing

Cloud-based software

Priced on a monthly or annual subscription basis. They require little to no upfront investment, only the license fee. For a small or medium sized childcare program with little technology budget, this option is typically better as everything is included in the monthly or annual subscription. For larger programs, with many locations, a solution like this could help centralize all your data making it easier to manage without the need to hire an extra IT personnel and no ongoing maintenance, upgrading, or support fees.

On-premise software

These systems typically require purchasing a perpetual license for a substantial upfront fee. There are no recurring license fees, but extra (hidden) fees may apply for implementation, support, maintenance and updates. Imagine your on premise software being out of date and upgrading it could be risky. You may have to upgrade your servers as well together with a potential of losing your data.

BONUS: Parent communication and apps

Everyone uses a smartphone now. Everyone expects access to everything via their phone. With this app, parents could communicate with you via their app and pay through the phone. Imagine seeing payments come in the next day after you send the invoices out. This is all made possible with instant communication and engaged parents, which comes easier when it is available on their phone. Parents view their balances and receive a notification on their phones when you send out tuition invoices. No more paper billing.

Conclusion

The approach to childcare management software has evolved. Daycares expect simplicity, all features included, and for companies to handle all the technical work. We agree and that is what we do. It allows you to focus your time and energy on what’s important to you, the children.

You can try the our childcare software for free by going online and just signing up for a Free 14-Day Trial. For an easy way to impress your parents, grow you business, and liberate yourself from difficult software, then try Kinderlime’s childcare apps. Manage everything in one place and take your daycare program to the next level.

Fun Summer Activities and Better Parent Communication

Summer Fun for Kids

Summer is in full swing. Are you running out of creative activities yet? Hopefully not. But here are a few ideas to keep you going through the summer and to help you capture these special moments to increase parent communication.

It’s Slime Time

What child doesn’t like slime? And how do you give them what they want, but without all the mess? Well, it seems slime has evolved quite a bit since my childhood. They now have mess free slime, which is perfect for any child no matter how messy they are.

Here is a video to create quick, easy, and safe slime for your kids to play with: Mess-free slime

Plant a Seed (literally)

Fun Gardening Activity

**Before you begin, make sure to check your student’s’ records for allergies.**

This is a great outdoor activity (as it could be VERY messy).

You are teaching not only a fun useful skill, you also have the ability to teach them about growing their own food to give them a sense of appreciation for where their food comes from. They also make great gifts for parents.

Science Day

No matter how old you get, it’s always fun learning about science and building something with your hands. Here are a few ideas to pique their scientific curiosity.

Homemade Playdough

You can make this at home and bring it in. Make plain colored playdough and bring it in with different food coloring and plastic gloves for the kids. The kids will be able to make the playdough any color they want and have something fun they can take home and continue to play with.

Healthy Ice Pops

Who doesn’t like an ice pop in 90 degree weather? Here are some creative, and healthy, ice pop creations you can make with your students this summer. Or you can freestyle. Simply put out the ingredients, show them how to fill the mold, and let them be as creative as possible mixing any ingredients they want. What better way to get a student to eat well!

Puppet Shows

Have the children make one or two puppets using some items around the house. Have them create a story around their puppet(s) or have their puppets sing their favorite song. You can have endless hours of entertainment using puppets.

Water Day Activities

As a kid in a camp or childcare program, you live for water day. Nothing is better than running through a sprinkler, sliding down a slip-n-slide, having a water balloon fight or water balloon painting on a hot day. As for you, your students will be tired out at the end of the day, meaning you have a nice calm end to the day.

Photo Sharing & Parent Communication

Don’t forget to capture all your fun moments with Kinderlime’s Photo Sharing and Parent Communication App and share them directly with parents. Or put them directly on social media and attract new families to your program! Show them how much fun the students in your program are having and show them what makes your program unique.

The Childcare Center’s Guide to Social Media

Childcare

Whether you’ve been running your childcare business for 5 days or 5 years, you need a presence on social media. You’ve heard this over and over again, and yet, 1 out of every 2 daycares either don’t have a social media presence or don’t use it regularly. This article will provide some ideas on where to get started and how to create an engaged audience of parents.

Why it’s important For your Childcare center

Engagement

Parents want to show off their children and what their children are doing. Social media enables you to do this in a simple way, catered to your audience and easy to share. You have the opportunity to provide them with the images, content, and fun posts they crave, starring their very own child!

Growth

The more engaged a parent is, the more likely they are to share their experience with their friends and family. They want to see their children learning, socializing, and most importantly, enjoying themselves. Parent-to-parent communication is essential in the growth of your program.

Social Media Platforms

Facebook

If you don’t have a website (and don’t have the time/money for one), Facebook should act as your program’s main site. Invite all your parents to join your Facebook page. Include all the relevant information: Name of your program (be sure to double check the spelling – some are careless with spell-check and it can hurt your brand!), logo, location, description, daily hours, contact information, marketing material (like this), and pictures to capture what your program is and does. This will be your main page for providing information and showcasing your program.

Twitter

Twitter is a quick way to share real-time updates of activities and events – like pumpkin carving, field trips, water days and more. This depends on the reach of your program. If you are a local, one-site childcare program, you most likely don’t need to be on Twitter. The more platforms you use, the more time it takes you. Facebook should suffice for a smaller program. For those with larger programs, or multiple locations, this is a great way to reach your widespread audience.

Pinterest & Instagram
Pirates
“A picture is worth a thousand words”

Both platforms use the power of pictures to capture your creative posts. Don’t just post pictures of the kids, get creative! Post a video, craft, or project of the day (see below). These types of posts are more likely to spread or go “viral” within your community.

All it takes is 1-2 updates per week on one or all of these platforms to build an engaged audience. Of course the content you post matters.

Get Creative

Get creative with your posts. You have arguably the best resource for adorable pictures, quotes, and more at your disposal: the kids! Show your current parents, and all the other parents looking for a new childcare program, how much fun the kids are having with you. Here are some ideas:

  • Post a short video of a child in a giggle fit – laughter is contagious!
  • Post a short video of a dance-off or sing-along
  • Hold a drawing contest and post all the artwork
  • Capture a moment of pure sincerity when one child shares with another
  • Ask parents to share pictures of their children with their pets

Creativity is free and fun for everyone. But remember, don’t post everything. You only need 1 or 2 posts to engage the audience. Pick out your favorite pictures of the week and send them out. 

If you want to send out pictures on a regular basis, using an app like Kinderlime is a better way to go, rather than to risk overloading any one media service.

Kinderlime

You will probably be taking WAY more than 2 pictures every week. These parents want to be updated on what their children are doing (both good and bad). That is why we came up with our Daily Sheets and Photo Sharing childcare app. It not only allows you to record activities for each child throughout the day (meals, naps, mood, bathroom breaks, etc), but also allows you to share pictures of the kids directly to the parents via the app. Keep parents connected and engaged throughout the day.

Learn more about our free Photo Sharing / Daycare Daily Sheets app today!

Complete Childcare Software Helps NCC Save Time

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The Neighborhood Christian Center team prides themselves on providing the highest quality education and care to their preschoolers. When you walk on the campus it is immediately apparent that NCC puts an incredible amount of thought and care into how their preschool and childcare center is run.

paulAs the office manager at NCC, Paul’s job is to ensure the administrative side of NCC meets their high standards. If an issue or problem arises, Paul is determined to find the solution. However, Paul knows he not only needs to find a solution to the problems that arise, but find the right long lasting solution that works for them.

When Paul first arrived at NCC the billing process was a nightmare. It became apparent early on that something needed to change with how they invoiced their families.The school had a billing software already implemented, but they found it still took 15 days and 4 staff to complete the billing administrative work. The software they used was not user friendly, time consuming, and prone to mistakes.

With manually having to create invoices and collect payments each month, they were bound to have data entry mistakes come up. Not only did the billing process take enormous amounts of time, but the NCC team also found themselves spending hours fixing small billing errors. Paul needed a system that would greatly reduce the time spent invoicing families and help create a billing process that was error free.

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Paul and the NCC team were already using Kinderlime for child sign in-out and parent communication. The school had saved large amounts of time and paper with Kinderlime’s sign in-out software, and the parents loved Kinderlime’s photo sharing app. They decided to look into Kinderlime’s billing software, and see if it may be a better fit. Paul and the NCC team began to switch over to Kinderlime’s billing system and could immediately see that it was the right software for them.

With the old system they spent hours doing error checks and fixing mistakes, but with Kinderlime the billing process was practically error free. Instead of manually creating invoices and recording payments, they now could create and send all of the invoices at once. However, what truly made Kinderlime amazing was its ability to bulk charge families online. Families quickly set up their account with automatic online billing, and at the end of each month, NCC was able to collect all of their families tuition at once. Data entry mistakes and late fee payments became practically extinct.

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They went from 4 staff spending 15 days, to 2 staff spending 2 days to complete the billing process for all 200 of their families. The difference was night and day. Kinderlime made the lives of the NCC staff much easier, and families loved the new system as well. Parents no longer needed to worry about remembering a check book, or having to look through emails and papers to find how much they owed. They simply logged into the Kinderlime parent portal and could access how much they owed, their yearly statements, and manage all of their billing online. The school was getting their tuition payments on time, and parents were avoiding obnoxious late fees.

Paul and the NCC team were amazed at how large of a difference Kinderlime made to their billing process, and began to wonder what other problems Kinderlime could help the NCC team solve. They had been using a staff clock in-out system made for all types of companies, but Kinderlime’s staff clock in system was made with preschool programs in mind.

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Soon NCC had all 50 of their staff clocking in-out on Kinderlime. Staff simply needed to remember a 4 digit pin code, and enter it on the Kinderlime sign in-out app. Kinderlime made it easy for NCC to collect and report staff hours, but what made the system truly special was its ability to report ratios. Kinderlime’s live ratio report allowed the NCC team to easily view the staff to child ratio at any given time, helping ensure children were safe and each group of children always had the perfect amount of teachers.

Kinderlime was incredibly simple for staff and parents to use, and made a huge difference in the everyday processes at NCC. It became obvious that Kinderlime’s complete child care software was the right fit for them. In one software Paul and the NCC team were able to easily manage child sign in-out, attendance tracking, billing, staff clock in-out and parent communication.

Kinderlime helped NCC continue to be a preschool that staff and parents could be proud of. There is no other preschool quite like NCC, and this is all due to the amazing thought and care the NCC team puts into everything from the childcare software they chose, to the nurturing and thoughtful care they provide.

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