Daycare Provider Hub, Childcare Management System, Enrollment Tracker (Digital Download)

About this product

DAYCARE & CHILDCARE PROVIDER HUB — the whole business, in one file that works offline

Home daycare owners run real businesses, with real money and real legal obligations, and almost no decent tooling. The software built for centres costs $60–150 a month and assumes you have an office manager. Everyone else ends up with a shoebox, three notebooks and a spreadsheet that has never quite worked.

This is the alternative. A complete childcare management system in a single file you download once and own forever. It opens in any browser, it works with the internet switched off, and nothing you type ever leaves your device.

65 screens. 258 features. 13 calculation engines. A 41-tab Excel workbook included free.

WHAT MAKES IT WORTH IT

• THE RATIO CHECKER — the screen that keeps your licence
• Ratios are the thing a programme is closed down over. They are different in every state, they change with the age mix on the day, and in a mixed-age home the answer is rarely obvious.

This works out BOTH ways a licence can be written — weighted fractions, and the whole group at the youngest child's ratio — shows you both, and enforces the one yours uses. Then it checks three hard caps separately: licensed capacity, the under-two limit, and the largest group of any one band. It tells you which one is actually binding.

It also answers the question you get asked on the phone: "could I take one more?" For every age band, against every cap, with the revenue each would bring — and how many more you could take if you added a second adult.

• THE OPENINGS FORECAST — what an empty place is costing you
• A childcare programme does not lose money on the children it has. It loses money in the weeks between one child leaving and the next one starting.

Twelve months out: who leaves for school, who moves up a band and frees an infant place, and who on the waitlist would actually fit it — checked against their age at THEIR start date, not today. Plus what a gap costs, in dollars, for one to twenty-six weeks.

• TUITION AND INVOICING THAT RUNS ITSELF
• One button generates a week of invoices — one per enrolled child, with the sibling discount applied, the agency share subtracted so the family sees what the family owes, and last week's late-pickup fees already on it. Live balances, five ageing buckets, weeks-behind per family, printable statements, and a six-step escalation for chasing that is written out so you never have to improvise it.

• THE TIME-SPACE PERCENTAGE — the number most providers guess at
• The one figure that turns your mortgage interest, your utilities, your insurance, your repairs and your household supplies into a business deduction. Calculated in five visible steps from four figures, then applied to every shared cost you record. It also shows you, in dollars, what one more honest hour a week is worth.

• THE FOOD PROGRAMME CLAIM
• Meal counts at your own tier rates, cross-checked against attendance — any day claiming more meals than children present turns red before a reviewer finds it. The monthly claim laid out ready to submit. And the tax side, which is separate: standard meal rates against actual grocery cost, both calculated from the same counts, with the better route named in dollars.

• THE LICENSING CALENDAR
• Twenty-six recurring items that expire — licence renewal, inspections, insurance, CPR, first aid, background checks, registry clearances, TB tests, training hours, alarm tests, extinguisher service, records reviews, handbook reissues. Each with days remaining and what is already overdue. Plus every staff certificate counted down, drills with the cadence your licence uses, and fourteen common findings with where each is tracked.

EVERY SCREEN

THE PROGRAMME — Dashboard · Today, sign in and out · This week · Calendar · Jobs & reminders · Provider journal

CHILDREN & FAMILIES — Children register · Families & contacts · Authorised pickup · Allergies & diets · Immunisation records

ENROLMENT — Enquiries · Waitlist · Openings forecast · Contracts & paperwork

ATTENDANCE — Attendance log · Absences · Hours & overtime · Late pickup

RATIOS & CAPACITY — Ratio checker · Capacity & occupancy

BILLING — Tuition plans · Invoices · Payments · Balances & ageing · Subsidy & agencies

THE BUSINESS — Expenses · Profit & loss · Break-even & rates · Time-space percentage · Tax preparation · Mileage

MEALS — Menu planner · Meal counts · Food programme claim · Food cost

HEALTH & SAFETY — Incident reports · Illness & exclusion · Medication · Drills & emergency · Sleep & safe sleep · Nappies & toileting

LICENSING — Licence dashboard · What is due when · Inspections · Policies & handbook · Training hours

STAFF — Register · Schedule · Timesheets & payroll · Credentials

LEARNING — Lesson plans · Activity library · Observations · Developmental milestones · Daily sheets

GROWING IT — Marketing · Rate review · Supplies & ordering · Family communication

RECORDS — Printable reports · Backup & cloud · One-click setup · All 258 features · Your data

ONE-CLICK SETUP

Six short screens and the file rebuilds itself around your programme: your licence number and capacity, your state's ratios typed over one of four presets, how many children of each age, your weekly rates by band, your food programme tier, and four figures for the tax percentage.

It then builds your register, your groups, your rate plans, puts every child on the right plan from their age in months, schedules twenty-six licensing items and dates thirty-five business jobs into the right month of the year.

Or keep the worked example first — a licensed family home with ten children, eight families, a year of attendance, invoices, meal counts, incident reports and a licensing calendar — so every screen shows you what it does before you type a word. One tick clears it.

ONLINE BACKUP, EXPLAINED PROPERLY

This file holds children's dates of birth, home addresses, medical conditions, allergies, doctors' names and who is allowed to collect them. So it makes no network calls at all — there is no account to be breached and no server to be subpoenaed.

Instead, one button writes your backup file straight into a folder your own Google Drive, Dropbox, OneDrive or iCloud app is already watching, and that app does the uploading. You keep the offline guarantee and you get the off-device copy.

• Six tabs in the app and a fifteen-page chapter in the guide cover it in full:
• Setting the cloud folder up once, with the folder paths for every service on Windows and Mac
• Backing up in one click, overwriting the same file so your cloud keeps one tidy copy
• A reminder on the dashboard at your own interval
• Restoring, step by step, with a plain confirmation first
• Moving everything to a new computer
• Six ways to open and read a backup file outside the app — including in Notepad and in a browser
• Five CSV exports: everything, attendance, money, meal counts
• A records retention table, because attendance and food programme records have legal minimums
• Ten things that go wrong with backups and exactly what to do about each

INCLUDED FREE: THE 41-TAB EXCEL WORKBOOK

The same arithmetic as live formulas you can see, check and change. 6,196 formulas, no macros anywhere. Ratio checker, capacity, openings forecast, invoices with live balances, ageing, time-space percentage, expenses split business against shared, profit and loss, break-even, tax preparation, meal counts and the food programme claim, compliance calendar, staff credentials, emergency cards.

White cells are yours. Shaded cells calculate themselves. Opens in Excel, Google Sheets, LibreOffice and Numbers.

WHAT YOU DOWNLOAD

1. Daycare & Childcare Provider Hub (Web).html — the app. 65 screens, 258 features
2. Daycare & Childcare Provider Hub (Excel).xlsx — 41 tabs, 6,196 live formulas, no macros
3. Quick Start Guide (PDF) — 20 pages, including the full backup and export chapter
4. All 258 Features (PDF) — the complete list, grouped

Instant download. Yours forever. No subscription, no account, no upload.

WHO IT IS FOR

Licensed family child care homes · Group family child care homes · Small centres · In-home providers · Nanny shares · Preschool and pre-K programmes · Anyone starting a daycare and trying to work out what they will actually earn

Works on Windows, Mac, iPad and Android. Chrome and Edge can write backups straight into your cloud folder; Firefox and Safari download them instead and you move the file once.

A RECORD BOOK, NOT AN AUTHORITY

Ratios, exclusion periods, immunisation ages, food programme rates and tax figures in this file are the common published ones, and they are there so the arithmetic has something to work with. Your state licence, your food programme sponsor, your insurer and your accountant outrank every default in it — and every one of them is editable. For anything medical, the child's doctor is right and any file is out of date.

Digital download. Because of the nature of instant-download files, all sales are final.