ezCHILD CARE SOFTWARE

The Definitive Guide to Buying Child Care Software

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So many options. One perfect fit.

Today there are so many childcare management software solutions available to you that choosing a system is more complicated than ever! While sorting through the options can be a tedious task, knowing what your goals are can help you narrow your choices quickly and achieve an end result that will make your job easier and give you more time to focus on what really matters: your students, staff development, or your annual spring concert.

This buying guide is designed to help you understand the vast landscape of childcare software and how it can be navigated to best serve you. Using the following self-assessment questions and feature checklists, your software-buying experience will be a breeze.

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Determine your needs (and your wants).

Priced from as little as $100 to as much as $4,000 or more, programs range from simple manual databases to

full-featured automated systems.

Evaluating your needs is critical to ensuring you’re choosing software that’s right for you.

1. Pinpoint your Must-Haves.You can determine your must-have tools and features by

asking yourself one simple question:

What’s the main problem you’re hoping to solve with childcare software?

If billing is dominating your daily task list, then smart billing features are your “must have” when evaluating childcare software systems. If keeping track of children’s schedules is a hassle, then a system that simplifies scheduling is key.

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Any systems lacking your features or functionality can be immediately crossed off your list.

2. List your Nice-to-Haves.Once you’ve identified your absolute must-have features, make a list of any tasks that take too much time in your daily, weekly, or monthly routine.

What can a childcare software program help you simplify?

Tip: Make your decision even easier! Cross off any system that lacks more than two of your nice-to-haves.

3. Set your goals.After completing your list of “like-to-have” features, give some thought to any tasks or activities that may not be part of your regular routine today, but could become routine in the future as you grow.

What would you love to achieve within twelve to eighteen months?

Goals can include:

• Enhance or expand your offerings

• Plan a fundraising event

• Implement a staff development strategy

• Launch a marketing campaign

Once you identify your goals, cross off any software that doesn’t support these services.

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Consider setup, training, and support.

Never underestimate the value of services designed to ensure you’re set for success from the moment you purchase your software and beyond. Check out the below breakdown of offerings you may want to consider when evaluating software solutions.

SetupWhen you invest in childcare software, it’s important to start off on the right foot. A thorough setup of your software system is needed to make sure your data is properly transferred and the fields and functions you’ll depend on are functioning properly.

As you investigate, be sure to ask specific questions about setup, like:• Do you have an implementation team that will work with me to set up my system?

• How long is the implementation process?

• If I want to add or change fields down the line, am I able to change them myself?

TrainingTraining options and pricing vary from product to product.

Online and webinar training: An instructor connects live to your computer and provides you with step-by-step instructions and best practices on how to use your system. These online and webinar training sessions can be private or public. Find out pricing and format to decide which is best for you.

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In-person training: An instructor travels to your place of business to walk you through features and processes one-on-one. You can meet with an instructor individually or choose to have additional staff members attend. This option is typically more expensive than online and webinar training.

An account representative should be able to provide you with everything you need to know about training options and work with you to determine which type of training is best for your team and your budget.

Support What level of support are you looking for and how much are you willing to pay?

Support options typically include telephone, email, and chat.

The package that’s right for you can be determined by asking yourself the following questions: Do you prefer to call and talk to a live person if you have questions or issues?

Do you prefer chat and email support so you have documentation of resolutions and can share them with your staff?

If you think all of these options can be useful, find out if you can opt for all three at a reduced rate. If you can spare one or two, save on support by sticking with a single method and add additional support later if you see a need for it.

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Installed vs. Online Software: What’s best for you?

Should you go with installed childcare software or online? This question’s an important one, because there are differences between the two. Check out the benefits of each to decide what’s right for you.

Benefits of Installed SoftwareWith installed software, you’ll typically pay a one-time upfront fee and receive upgrades on a periodic basis. For centers in rural areas that may not have reliable internet connection, installed software gives them the ability to work in their system without having to worry about spotty web connection.

Benefits of Online SoftwareTypically subscription-based, online software gives you the flexibility to pay as you go and the convenience of automatic updates that don’t disrupt your workflow. Your data is secured in secure data centers outside of your office. Many of today’s browser-based applications allow you to access your online software system from any connected device, including desktop computers, smartphones, and tablets.

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Set your budget.

How much are you willing to pay for software that can speed up payments and billing or automate reminders for your staff?

Imagine what you could do with even 2 more hours in each day. Determine your budget by putting a price on that time and the goals you can achieve with it.

Consider your return on investment with software that meets your needs, includes your nice-to-haves, and solves the issues that caused you to seek out the software in the first place.

Once you set your budget by determining the amount you’re willing to allocate for childcare software, you’re ready to evaluate your options using our free features checklist.

Download the Child Care Software Features Checklist, at: ezcaresoftware.com/checklist

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Make sure you’re getting the real deal.

Once you move forward with the 3 software systems that scored the most checks, it’s time to dig in a little deeper. Knowing who you’re working with is equally important as knowing what you’re working with.

Following are a few steps you can take to help you feel confident that the company you are placing your trust in will be there in the future to support your software investment.

Here are some questions your research should answer:

• What is their history of developing solutions for childcare businesses?

• Have they only recently started making products for this market? (It’s in your best interest to seek out a company that thoroughly understands the childcare community through years of experience serving it.)

• What relationships does the company have with other companies in the childcare market?

• Are they affiliated with any childcare associations?

• Does the company have any certifications with other well-known companies?

Speak to real clients. Ask for references!Before committing to a purchase, each software vendor to provide you with contact information for three who use their software.

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Here are some sample questions to kick-start your conversation:• Has the software met your expectations?

• Are you satisfied with the software and the service?

• What was it that sold you on this software? (Specific features? Time savings? Customer service? Ease of use?)

• What software if any were you using prior to implementing the new software?

• How long was the implementation process? Were there any delays?

• How customizable is the software? Is it easy to make changes?

• Did you receive training on how to use the software? Were you satisfied with it?

• How satisfied are you with the customer service you’ve received before, during, and after implementation?

• Is there anything about the software or the services that I haven’t asked that you think may be helpful?

Take your pickBy using this guide as you evaluate childcare software, we hope you can sift through options faster and make your purchasing decision with confidence. By choosing the software system that will best solve your problems and meet your unique needs, you will be sure to gain a hefty return on this smart investment.

ezCHILD CARE SOFTWARE

Think EZCare is the right fit for you? Get started at: www.ezcaresoftware.com/rightfit