Top 6 Common Mistakes When Buying a Childcare Program Management Solution

At Sproutary we talk to many daycare and after school child care programs about using software solutions to modernize and improve their operations. Many have an existing solution but it does not meet their needs. Some even have multiple solutions — maybe one purchased a long time ago that does billing well — and one implemented recently that does family communication well.
The trouble with these approaches is that it doesn’t offer a complete solution. Here are some quick items to consider when evaluating daycare management solutions.
#1 Failing to identify the full list of problems you are trying to solve with software.
Before making a purchase, make sure you have the list of features you need for your center. Many solutions are amazing in one area but fall flat in another. Use the trial period to check off all of the desired features on your list.
#2 Purchasing “free” products a putting your families’ data at risk.
“Free” products are never truly free. Instead of paying a monthly fee, you are paying fees on top of credit card processing instead. Or, even worse, the product you signed up for is selling your families’ data for profit.
Always Review the terms and conditions to ensure your business and families’ data is safe.
Checkout our article where we researched and posted how much popular Daycare software solutions actually cost:
#3 Purchasing a “one time” cost product with hidden costs and fees.
Some products offer a one time fee for software. This is usually something you install on a computer in your office. What happens when you’re computer goes kaput? Or worse it’s stolen? If you’re at home or on the go, how can you check a families account?
The solution “one time” cost products offer is a monthly fee for backup and/or remote access. On top of that, they might even charge implementation and development fees, fees for additional users or locations, maintenance fees, and upgrade fees. In the end it could take 10+ years for you to come out even with an online, software as a service solution (not to mention all of the updated features you are missing out on over that period of time).
#4 Losing ownership of your data and becoming locked into a product.
Many software vendors try to lock you in to their platform and making moving as difficult as possible. Make sure before you buy that you can export your data at anytime and go somewhere else. The best solutions will also help you import your data at no additional cost.
#5 Signing up for a software without implementation support.
The success of your new solution requires a great implementation that helps you, your staff, and the families you serve get up and running smoothly. Make sure the solution you select is ready to support everyone who will use the software beyond just providing a link to a help site.
#6 Buying a solution that isn’t flexible and committed to solving problems for you.
Many child care management and communication software requires you to completely change your processes or policies to fit the tool. The best solutions, however, are flexible enough to evolve and grow with you. With technology constantly advancing, make sure the software you select is committed to developing new features and enhancements to meet your needs.
Making a decision for your center is tough — let us help you! Schedule a demo of Sproutary today — and let us know in the comments below what you’ve experienced.
