Digital Timecard Clock-In
Captures digital staff clock-ins via tablet kiosk. Automatically calculates regular hours, overtime, and break durations, exporting directly to QuickBooks, ADP, or Gusto.
Features · Staff Administration & Scheduling
AI-Driven Staff Scheduling & HR Management
Align educator shifts directly with child arrival heatmaps, trimming 10 to 15 unneeded payroll hours weekly while maintaining ratio compliance. Automate 90-60-30 day credential expiry warnings, log provincial or state wage enhancement grants, and export verified digital timecards straight to payroll.
- AI Arrival Heatmap Scheduling
- Automated Ratio Protection
- 90-60-30 Day Expiry Alerts
- 1-Click Payroll Exports
Core features
Schedules built on real arrival curves, not guesswork
AI Smart Scheduling Around Child Arrival Heatmaps
Analyzes historic child sign-in timestamps to construct optimized shift schedules. Staggers teacher start and end times to match peak child density, saving 10 to 15 labor hours per week in unnecessary payroll.
Real-Time Staff-to-Child Ratio Guardrails & Floater Balancing
Evaluates total child coverage across classrooms before approving shift swaps or time-off requests. Recommends floating staff assignments to cover lunch breaks and teacher planning periods without ratio breaks.
Automated Expiries Tracking Dashboard
Monitors staff CPR certs, first aid training, criminal background checks, and annual ECE professional development clock-hours. Sends proactive alerts 90, 60, and 30 days before credentials expire.
Task-Based ECE Wage Top-Up & Grant Allocation Logging
Tracks hours worked by qualified ECE staff under government wage enhancement grants (e.g., Canadian Provincial ECE Wage Top-Ups), producing itemized payroll grant allocation reports.
More Staff Administration & Scheduling Features to Explore…
Also: QuickBooks, ADP, Gusto & Paychex Payroll Sync · Multi-Location Floater & Cross-Center Staff Sharing
“Our staff scheduling is significantly more efficient now too, as we can easily see where staff are at all times.”
— Corina Jeppesen, COO, Active Start Child Care
All-in-one child care management software & app
Check out more ChildFriendly Pro Features
Billing & Online Payments
Billing & Online Payments
Automate tuition collection, government subsidies, and NSF failure recovery with $0 in monthly software fees.
ChildFriendly Pro processes family ledger billing across daily, weekly, and monthly cycles, automating subsidy splits for CWELCC and state child care assistance vouchers alongside parent copayments. The system executes ACH direct debits and pre-authorized debit (PAD) transactions, flags NSF rejections with automated collection notices, and generates digital child care tax receipts without per-transaction software surcharges.
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Tours, Waitlists & Registration
Child Care Admissions CRM & Waitlist Automation
Keep every classroom at full capacity with automated tours, paperless enrollment, and waitlist tracking.
ChildFriendly Pro models center capacity across infant, toddler, preschool, and after-school rooms by tracking birthdates against age-transition thresholds, upcoming withdraws and new enrollments to keep classrooms full. The admissions pipeline eliminates paper forms by automating the entire enrollment sequence—transitioning families from initial web inquiry, scheduled tour, and digital application directly into the registered roster or priority waitlist with automated email updates at every step.
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Attendance & Digital Kiosk
Space-Based Attendance & Touchless Check-In
Enforce real-time room ratios and track child locations room-by-room across classrooms, playground and transit.
ChildFriendly Pro tracks classroom occupancy via time-stamped, e-signed guardian drop-offs and pick-ups. The system calculates real-time staff-to-child room ratios across rooms, playground and transit vehicles, issues alerts before licensing ratios are breached, and displays visual roster indicators for food allergies and legal custody pickup orders.
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Automation, Tracking & Reports
Digital Licensing Logs & Audit-Ready Reports
Replace clipboards and binders with automated licensing logs, CACFP claims, and customizable daily compliance workflows.
ChildFriendly Pro replaces physical center paperwork with a fully automated compliance hub. Beyond evaluating immunization records against state and provincial health mandates, the platform automates CACFP food program documentation, incident and illness logs, digital allergy alerts, and e-signed medication administration workflows—among dozens of daily operational tasks designed to keep centers audit-ready.
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Staff Administration & Scheduling
Teacher Scheduling & Staff Compliance
Build ratio-compliant shift schedules, track mandatory staff credentials, and sync timesheets to payroll.
ChildFriendly Pro simplifies child care workforce management by aligning staff schedules directly with real-time child arrival curves to prevent overstaffing while protecting mandatory teacher-to-child ratios. Beyond shift optimization, the platform centralizes digital timecards with direct payroll export, enforces kiosk-based punch-ins, and tracks CPR certifications, background checks, and professional development hours with automated renewal warnings before documentation expires.
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Parent Communication & Engagement
Parent Communication & Family Portal
Connect families to daily classroom activities, progress milestones, billing, and direct center messaging.
The ChildFriendly Pro parent app centralizes daily family engagement into a unified hub, eliminating fragmented communications. Guardians receive real-time digital daily sheets, media updates, developmental progress reports, and incident notices alongside self-serve access to attendance records and tuition ledger payments. Two-way direct messaging and email broadcast tools include standardized message templates and multi-channel delivery to keep staff and families aligned without phone tag or paper slips.
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Classroom & Learning Tools
Classroom Management & Learning Tools
Customize curriculum, map developmental milestones, and build digital portfolios with shared classroom calendars.
ChildFriendly Pro equips educators to build custom, standards-aligned lesson plans or select from pre-loaded learning activities tailored to program goals. Teachers capture real-time classroom observations, tag developmental milestones, compile media-rich child portfolios, and generate formal progress reports for family conferences. Integrated classroom calendars, shared photo journals, learning documentation, and newsletters keep daily room schedules organized and curriculum progress accessible to parents.
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Accreditation Compliance
Industry-First Digital Accreditation Hub
Replace physical three-ring binders with an integrated digital workflow for NECPA accreditation standards.
ChildFriendly Pro replaces heavy three-ring compliance binders with a digital self-assessment platform built around official NECPA accreditation standards. Staff tag and organize classroom observation evidence, curriculum plans, and educator credentials directly against accreditation rubrics. Uploaded documentation photos are automatically stamped with unalterable site IDs, room numbers, and dates, while secure, time-limited portal links let external assessors review complete evidence portfolios remotely.
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AI & Smart Automation Features
ChildFriendly Pro AI Assistant
Turn brief teacher observations into framework-aligned learning stories and refine family messages instantly.
ChildFriendly Pro Pilot streamlines daily documentation by polishing parent emails and messages for tone, clarity, and professionalism while providing instant multi-language translation. The assistant transforms teacher field notes into detailed classroom journal entries, standards-aligned learning stories, and formal student report cards with minimal manual writing. Built strictly for early childhood privacy compliance, all child data, developmental records, and center communications operate inside isolated, secure environments that never train public AI models.
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Onboarding & Easy Data Migration
Free 24-Hour White-Glove Data Migration
Switch from Procare, Lillio, Brightwheel, or your current system with zero setup fees, zero downtime, and dedicated coaching.
ChildFriendly Pro eliminates the friction of switching platforms with a full-service, 24-hour migration guarantee managed directly by dedicated data specialists. Our team extracts, cleans, and re-formats existing child rosters, guardian profiles, and family billing ledgers from legacy child care management systems or spreadsheets without disrupting daily operations. To ensure complete financial accuracy, ledgers are run in parallel prior to launch, while role-based video training modules quickly get directors, lead educators, and parents up to speed.
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Platform Security & Setup
Enterprise Cloud Security & Data Privacy
Protect child and family records with enterprise Microsoft Azure encryption and strict regulatory compliance.
ChildFriendly Pro safeguards sensitive child care data through Microsoft Azure cloud infrastructure featuring 256-bit AES encryption at rest and in transit under a 99.9% uptime SLA. Tuition payments and bank accounts are protected within PCI DSS Level 1 certified vaults, ensuring zero local storage of raw financial details. Granular, role-based user permissions restrict document access to authorized personnel, maintaining compliance with PIPEDA, FERPA, and COPPA data privacy mandates backed by unalterable security audit logs.
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Dedicated support
Immediate Help From People Who Know Child Care.
No ticketing queues. No generic responses. When you reach out, you connect directly with experienced operators who know how to resolve subsidy questions, ledger balances, and room ratios on the spot.
Frequently asked questions
Clear answers to common questions about ChildFriendly Pro’s Staff Administration & Scheduling
Read more FAQsHow does AI scheduling save 10 to 15 labor hours a week in unnecessary payroll?
ChildFriendly Pro analyzes historic child sign-in and sign-out heatmaps. Rather than assigning static 8- hour blocks, the system staggers teacher shift start times to match actual child density, eliminating overstaffed early morning and late afternoon hours.
How do staff credential expiry alerts prevent licensing citations?
The Expiries Dashboard monitors staff CPR, first aid, background checks, and ECE credit hours. Automatic notifications trigger 90, 60, and 30 days before expiration, prompting teachers and directors to upload renewed credentials before cards expire.
Does the scheduling system prevent staff-to-child ratio violations during shift swaps?
Yes, before approving a shift swap or PTO request, the system runs a ratio simulation across affected classrooms. If a swap creates a coverage gap, the platform blocks the approval and recommends floater coverage.
How does ChildFriendly Pro track provincial ECE wage top-ups and grant enhancements?
The timecard engine logs exact hours worked by qualified ECE staff, separating base wages from provincial/state wage top-up grants for clear payroll reporting.
Does the staff kiosk automatically track unpaid lunch breaks and rest periods?
Yes, staff clock out for breaks at the tablet kiosk or mobile app. The system logs exact break durations and enforces mandatory rest period rules based on labor law standards.
Can directors save recurring weekly schedules as master templates?
Yes, administrators save optimized weekly schedules as master templates, deploying them across future weeks in 1 click while adjusting for approved time-off.
How does ChildFriendly Pro export timecard data to accounting software?
Approved timecard summaries—including regular hours, overtime, and break deductions—export to QuickBooks, ADP, Gusto, or Paychex and other payroll file formats.
Is employee HR data kept secure and compliant with privacy laws?
Yes, all staff HR files, background clearances, and payroll records are stored in encrypted cloud vaults with strict role-based access controls.
Ready To Cut Unneeded Payroll Hours?
See AI shift scheduling, ratio guardrails and the expiries dashboard live — or create your free account today.