Preschool Management Software
Run the whole preschool. From one screen.
Enrollment, attendance, ratios, billing, paperwork and parent updates live in one cloud-based system. Set your rooms up this morning and run the afternoon on it — nothing to install, no server, no IT help.
- ● Free forever up to 5 children
- ● $0.99 per child after that
- ● No contract, cancel any month
6 children · 2 teachers1:3 OK
11 children · 2 teachers1:6 watch
18 children · 2 teachers1:9 OK
One system for the front desk, the classroom and the family
Everything below is part of the same child record. Enroll once and the room, the invoice and the parent app already know.
Enrollment and admissions
From the first inquiry to a signed packet without printing anything. The inquiry form sits on your own website, the lead lands in one list, and the signed packet fills the child record, the room and the tuition plan in a single step.
The day, as it happens
Check-in and check-out with a signature, live room ratios as children move, staff schedules, meals and CACFP records, incidents, medication and health checks — logged in the room, not copied up later.
Money and families
Tuition invoices and online payments, subsidy and agency billing, daily reports with photos to the parent app, messages and newsletters, and learning observations against your own templates.
Running a spreadsheet for tuition, a clipboard for sign-in and a group chat for photos? That is the gap this closes. See childcare enrollment software for how the admissions side works.
Set it up once. Run it every day.
Three steps, and most preschools are through them before lunch.
Build your rooms
Name your rooms, set the ratio each one must hold, and add your staff. Programs — infant, toddler, preschool, pre-K, before and after care, camp — each get their own rooms and schedules.
Bring your children in
Send us your export and we import children, guardians, rooms and balances. Or open enrollment on your own website and let families complete the packet on a phone.
Run the day on it
Teachers log the day from the room. Parents watch it arrive. Tuition invoices go out on schedule and the reports build themselves.
It bends to how you teach
Observation templates, daily sheet fields, learning domains and milestone lists are yours to name and reorder. Two rooms in the same account can keep completely different records.
Montessori
Work cycles, prepared environment, and individual progress recorded by material rather than by week.
Reggio Emilia
Project documentation carried by photographs, with emergent themes instead of a fixed plan.
Waldorf
A rhythm-based daily flow and narrative observations, not checkbox assessment.
HighScope
Plan-do-review notes written against your own key experiences.
Play-based
Activity logs, stages of play and milestone checklists that a teacher can fill in one hand.
More than one school
Multi-site and shared-services accounts keep each school separate, and give the owner one place to see enrollment, revenue and ratios across all of them.
What to check before you sign
Most preschool platforms cover check-in and billing. The differences that cost money later sit further down the list, and they rarely appear on a pricing page.
Comparing us with one platform in particular? See Brightwheel, Procare or Kangarootime.
Before you choose a preschool management system
How to choose the right preschool management software for your center?
Start from the job that costs you the most hours this month, not the longest feature list. Write down your five most repetitive tasks and ask each vendor to show you those five in a live account. Then check three things people forget: whether the free or entry plan can run a real room, whether there is a contract, and who migrates your existing children and balances. If a vendor will not show a price or a working screen before a sales call, that tells you how the rest of the relationship will go.
How to compare preschool management software pricing and contracts?
Compare the total for your real enrollment, not the headline. Ask for the per-child rate, the minimum billable children, any setup or onboarding fee, the contract length, the notice period to cancel, the payment-processing rate, and which modules cost extra. Many preschool platforms publish no price at all. MyKidReports is free for up to 5 children and $0.99 per child per month after that, with no setup fee, no contract and no annual commitment — you scale up or down by the month as enrollment changes.
Are preschool management systems customizable for different teaching methods and programs?
The good ones are. In MyKidReports you name your own observation templates, daily sheet fields, learning domains and milestone lists, so a Montessori room, a Reggio-inspired room and a play-based room can run in the same account with different records. Infant, toddler, preschool, pre-K, before and after care and summer camp each get their own rooms, ratios, schedules and tuition plans.
How can preschool management systems improve communication between teachers and parents?
By making the update a by-product of the work instead of an extra task at 5pm. A teacher logs a meal, a nap, an activity or a photo as it happens and the parent sees it in the app immediately. Announcements and newsletters go to one room or the whole school, and messages stay on the child's record instead of somebody's personal phone.
Is there a free trial of preschool management software?
Better than a trial — the free plan does not expire. Up to 5 children is free forever with no card required, so you can enroll real children, run real attendance and send real daily reports before you decide anything.
What is the best preschool management software for tours and inquiries?
The one that keeps the inquiry form, the tour request, the follow-up and the enrollment packet in the same place. If those live in four tools, families fall through the gaps. MyKidReports includes the website and the inquiry form, so a family who finds you on Google lands in your lead list rather than in an inbox.
Do I need cloud-based preschool management software?
For anything with more than one room, yes. Cloud-based means no server in the office, no install on each tablet, no version three updates behind, and no data sitting on a laptop that could be lost. It also means a director can check ratios or send an announcement from home.
Can it run more than one preschool?
Yes. Multi-site accounts keep each school's rooms, staff and tuition separate while giving the owner one place to see enrollment, revenue and ratios across all of them. Shared-services organizations can run a set of centers under one account with per-center reporting.
How long does it take to switch from our current system?
Most preschools are running in a few days. You send the child and family export from your current system, we bring in children, guardians, rooms and balances, and you keep the old system read-only until the first invoice run matches. Setup help is included and there is no setup fee.
Run your next enrollment on it
Create an account, add a room, enroll one child. Free forever up to five children, no card required, no contract.