Most daycares, childcares, and afterschool programs still use paper and pencil to record the total hours worked by their employees. When I worked at a daycare, I recall having to fill out a paper timesheet every day for checking in, checking out and transitions. Often I, along with other staff members, would forget to check in on the timesheet. By Friday, I would be so dazed that I could barely remember what I had for breakfast, let alone the exact time I came in and left throughout the week. So I would fill in estimated times, rounding to the nearest quarter-hour. Now, that didn’t affect me much, but for an owner or director with multiple staff members, this could end up costing hundreds or thousands of dollars a month!
If you’re in the same boat, it’s time to make your life easier by incorporating a little technology.
It’s important to know how long your staff works each day and each week. Not only so you can pay them appropriately, but so you can track expenses and accurately plan out your budget for the next year.
Our staff timeclock feature enables staff to punch a unique 4-digit code in order to track their time down to the second. This is done via the same pinpad that parents use to sign their children in and out. Each timestamp is tracked in real time on the administrator’s dashboard for added visibility. Here are a few timeclock and payroll tips for your program.
As an owner or director, you may constantly be looking for opportunities to save. With more insight into your classroom ratios, you can cut down on costs every week.
Depending on what type of program you run (daycare, preschool, or after school), the required ratio ranges from 1:5 to 1:20. Our system allows you to track the raw data, as long as the students and teachers/staff are properly signed in and out. You can then use this data to determine how many staff members you need at your childcare at any given time of day.
As children begin to funnel out of their rooms at the day’s end, you can check our Student-Teacher Ratio feature. You have the ability to calculate the ratios across all classrooms and determine which need to be adjusted. If you see a classroom that has dwindled down to four children, yet still has two teachers present, you can send one of the teachers home for the day. Over time, you may see a similar pattern occurring in specific classrooms and can schedule your teachers accordingly.
If you’re interested in tracking student-teacher ratios but don’t know where to start, request a demo with us. Learn how Kinderlime Childcare software can help save you time, cut operational costs, and make running your program much, much easier!
Goodman Oaks is a free, Thursday-only childcare service that has been operating for 30 years. Children ages 3-5 attend the program to get acclimated to the school environment before kindergarten. They have been, and continue to be, a staple in their community. In several cases, generations of families have passed through their doors, showcasing the trust they have built within their community.
We have had the pleasure of working with Goodman Oaks going on 5 years. Program Director Alan Underwood was kind enough to share his experience with Kinderlime.
Like most schools, Goodman Oaks was using standard paper sign in-out sheets along with a paper list of approved guardians. The process was tedious. Teachers were forced to take additional time to properly store and track attendance information at the end of every month.
The list of approved guardians also proved to be time-consuming. It involved asking all unfamiliar faces to show proof of identification with a photo ID. This would delay the sign in-out line while distressing grandparents and close family members. The children’s safety is and has always been a top priority; however, this process may have made some feel unwelcome, which is far from what Goodman Oaks represents.
While struggling with these problems, Goodman Oaks received a recommendation for Kinderlime from another childcare program. After a brief demonstration of the product, they decided to give it a try.
A few app downloads and a quick webinar was all it took to get started. Alan and the teachers now had the ability to track attendance with the push of a button.
Parents also downloaded the Parent App, enabling them to see updates for their child, to view their pin code and to communicate directly with teachers.
Benefits from Day One
When asked how the Sign In-Out app helped change their program, Alan highlighted how Kinderlime established a sense of security as parents dropped off and picked up their children. Referring to issues around maintaining a parent list, Alan prefers the simplicity of the unique 4-digit PIN codes given to all parents and guardians. As pin codes are entered on the Sign In-Out app, student attendance is tracked and recorded. Parents also receive a notification when their child is picked up by anyone other than themselves. Parents LOVE the added security. They know exactly when their child was dropped off or picked up, and by whom.
Kinderlime’s attendance tracking is in real-time and viewable by parents, the teachers, and the administrators. Alan can now easily monitor trends and ratios, or track which child has missed multiple weeks in a row. In several such instances, Alan calls to check in on the child and family. “It enables me to be more actively engaged with the families we serve.”
An added bonus was the ability to clearly dispute any potential disagreements with evidence, should any come about. In fact, not too long after implementing Kinderlime, an issue arose with the dispute between a child’s parents. Luckily, Kinderlime was able to track pin codes and ensure the potential problem never escalated.
We are happy to serve the Goodman Oaks Thursday School and many others in our customer community. We strive to make our childcare app easy to understand and ensure that our customers have an enjoyable experience.
You have a lot to worry about when running a daycare. It’s hard enough keeping them fed, clothed, and within your sight. But the most important thing to always be conscious of is their safety. Here are some of the most common daycare safety mistakes and quick fixes if you are experiencing any of these pains in your program.
Falling Objects & Curious Toddlers
Children love exploring. They are not intentionally trying to escape your sights, but sometimes, they manage to sneak away. When they do, children are open to the rest of your home or daycare space. That mean if gates are not put up, or if the area is not properly secured, there is potential for them to get hurt.
Ensure all your bookcases and shelves are secured to the wall. A few screws in the top of the bookcase is an easy solution. Shelves should be out of reach whenever possible and items on these shelves should be secure. Cabinets should have self-locking latches. These are some of the most common reason children are injured.
If you have the time, here’s an intensive guide to falling object safety procedures and other child and daycare safety hazards.
You don’t need the floors to be so clean enough you can eat off of them. Of course we all know those children who will let nothingstop them from eating that hair-infused hot-dog slice, so clean floors would be a positive. It may not be a bad idea, for your own self health, to have hand sanitizer and disinfecting wipes scattered throughout your daycare. However, this relates more to the general organization of the area. Do the children have cubbies? Is there a designated toy chest? Is there a designated “clean-up” time?
These small changes can get you on your way to an organized and clean daycare environment.
Not only are you preventing any unnecessary injuries, but you are creating a presentable environment for the parents. They will be impressed with your organization and attention to detail. They may even come to envy you. Word of mouth spreads fast in this community of parents. Make sure you leave a lasting impression.
Lack of Clear Parent Communication
Transparency is essential.
In the event anything happens, you need to have a plan to contact the parents and vice versa.
Say a parent is drawn away for whatever reason and needs to send someone last minute to pick up their child, they need to inform you. But what if they forget? You wouldn’t let their child go with someone you’ve never met before.
If something should happen at school, from a sick child who needs to be picked up immediately to an earthquake and everything in between, you need to have a way to connect with parents directly. Sometimes texts and email are better received than a phone call. So how would you be prepared to handle the children and notify all the parents at once?
Rather than you calling or receiving dozens of calls at once, daycare apps, like Kinderlime, offer the ability to notify all parents immediately in the event of such an emergency. Saving you and the parents headaches in the process.
Well Documented Procedures
Most Daycare programs are home-based small programs serving their friends, family, or local community. Many of these programs are lacking a simple documented set of procedures. Everything from “What happens if a parent is late to pick up their child?” to “What if an earthquake, flash flood, or an other emergency were to take place?” should be addressed. Parents should know what to expect. An ambiguous plan is an immediate red flag and will keep parents away from your program.
View this checklist to see how you can best organize and create a quick booklet of procedures. Parents love a childcare owner who has contingency plans in place. It conveys how important their children are to you and establishes trust they won’t find with the average daycare center. Are you up to the standard of today’s parents? This is what they look to avoid in a daycare.
Whether you are experiencing all-time attendance highs or a lull this year (hopefully not!), increasing attendance should always be top of mind for your afterschool or childcare program. Obviously creating the right environment and ensuring the students are getting the most out of your program is priority number one, but how do you fill those seats?
Analyze your Program
When looking to increase attendance, you must first take a look internally. What is working? What isn’t? Who is your target demographic? Do you provide a fun and secure learning environment for the students?
Parents want a well rounded program were their kids are learning, socializing, working with others, and having fun. If you cannot promote these qualities, you should look to make changes internally before looking to increase attendance. The happier your student’s parents are, the more likely they are to spread the word about your program.
Check out this guide we made to help you get started and boost your social media presence.
Here is a more in-depth look at how you can expand your program’s digital presence.
Make sharing easier for parents
Parents love the idea of sharing the accomplishments of their kids. Parents today are very active on Facebook, Twitter, and Instagram. Simplify their ability to share and they will take advantage. Utilize the social media tips in this guide. You should aim to post fun photos, images, memes, quotes from students, and other creative content or blogs to inform and excite your student’s parents.
Make the afterschool activity feel inclusive. Allow both students and parents to get a sense of the activity, program, or club. If you have a larger program, it may be good to provide tours the first couple weeks of the program as well as the last few weeks to really show what your program has to offer.
After the tour, hold an ice cream social. Your current students and their parents will receive a great treat while your potential new students and their parents will have a chance to meet your current registrants and get a better sense of the program.
Offer more variety
Maybe your program is focused primarily around one activity, like soccer, painting, STEM, etc. If that is the case see tip 6.
If your afterschool program offers a number of activities, try to build variety among these programs. You want to ensure you reach kids of varying interests whether it be chess, cooking, or athletics. If your facility can handle multiple activities. Make your facility the one-stop shop for afterschool fun in your area. To figure out which activities to bring onboard, poll your current students or their parents. Find out what kind of activities they enjoy at home. Perhaps 16 kids love cooking or baking and creating new fun food. Maybe science, technology or gaming are an important part in several of your students’ lives. Be sure to poll available times as well. Would once a week suffice? Which day and for how long? Check out this article for attracting youth and building around a schedule. Use this to build another activity and bring in new students.
How to draw more interest if your program has one focus
For those afterschool programs with one focus, it’s important to highlight more than that sport or activity. Students who enjoy that activity will join, those unsure of what they like will need more than a poster or email around what the program is. This is where video and images take on an important role. Hire a local freelance photographer to take high resolution pictures throughout a normal day at your program. If possible, have them take short videos as well and compile them into a 30-60 second introduction video which you can spread across your social media channels, website, and share with parents.
Highlight the fun and excitement involved in the program.
Maybe interview a student about why they love soccer.
All kids want to be involved in a program if their friends are involved. Enlist the parents to help spread the word in exchange for discounts, free ice cream day, or action photos of their children having fun throughout the day. Get creative! Students will join if they see their friends having fun.
Your program is more than just the activity. You are creating a social emotional environment to help students build confidence, make new friends, learn a fun new skill, and learn how to work with others. All these skills will help them in the future – you are helping them today.
Make life easier for parents
Thanks to smartphones and all the apps available today, we all expect convenience. That means parents expect more out of afterschool programs. Luckily, there’s an afterschool app for that! Kinderlime’s afterschool software allows parents to pay online or via their phone. They can also sign in or out their child upon pickup to eliminate your need for timesheets. In addition, you can send out notifications or alerts directly to the parents phones and email.
Ensuring your students get the most out of your program is essential for growth. The best afterschool programs are the one who show passion for what they do and for the well-being of the students they have. Simple things like remembering all the students’ and parents’ names, having ice cream socials, and sending out thank you cards will ensure your program sees the same students year after year along with a bevy of new student interest.
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.
But here are a few lesser known and underutilized features of our system:
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.
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.
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.
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.