Childcare enrollment system
A complete digital intake workflow for childcare programs — replacing paper packets with a parent-facing form, admin dashboard, and licensing-ready exports. Built for North Carolina, adaptable to any state.
This is a working system — we use it with live clients. A public demo version with fake data is available on request; we route demo access manually so we can walk you through the dashboard. Use the contact form below to request access.
What the system does
Parent-facing enrollment form
A responsive web form that captures the legally required fields (child and family demographics, emergency contacts, medical history, authorized pickups) with inline validation and a save-and-continue option for families on their phones.
Auto-generated PDFs
On submission, the system generates a signed enrollment packet as a PDF — correctly formatted for the state licensing file. No more transcribing paper forms into spreadsheets.
Admin dashboard
Program administrators see a live dashboard of enrollments: pending, incomplete, ready-for-review, and approved. Missing documents (e.g., immunization records) are flagged automatically.
Communication log
Every email and SMS sent to the family is logged against the enrollment record. When a licensing monitor asks when you contacted the family about a missing form, the answer is one click away.
Reporting exports
One-click exports for licensing reports, CCDF reporting, and internal program review. All disaggregated by site, age group, and cohort.
What a deployment looks like
A North Carolina childcare network with three sites was using paper enrollment packets. Families walked in with folders; staff photocopied forms and filed them. Missing documents were tracked on a sticky note. A licensing visit required two days of file-pulling.
Same network, four months later. Families enroll on their phones from home. Missing-document alerts email the director daily. Licensing visits run from the dashboard; the auditor reviewed 20 enrollments in 45 minutes.
Pricing
Deployments are priced by site count and level of customization. A typical single-site deployment is under $15,000 all-in; multi-site networks and state-specific customizations scale from there. We host the system on your behalf — no IT staff required on your side.
Want to see the dashboard in action?
We do a 30-minute live walkthrough — director-facing, not a pitch deck. Bring your current enrollment pain points; we'll show you how the system handles them.