In a drop-in center, new children are coming every day, and many of them may come just once. Nevertheless, for better record keeping, management and marketing, you want to have a comprehensive database with information about the activities and accounting for children and parents.

This information should require the least amount of effort to enter and be so well organized and accessible that you can truly utilize the system as your business matures.

What you need

Your most important need is to eliminate office and cashier work while maintaining accurate accounting. For this you need

• Speed. iCare provides a quick and easy way to enter new families in the database and set up their accounts
• Awareness. iCare recognizes registered parents and allows them to check in and out children, input what their children need that day, pay the right amount and obtain a receipt.
• Simplicity. iCare eliminates much paper and computer-based work. iCare is easy to use, so teachers can use it and extra staff is not needed.
• Efficiency. iCare provides managerial and financial ‘checks and balances’, so you run the center in the most efficient way.
  

How iCare will help

Self-Registration: Let parents enter the enrollment data – child data, emergency contacts, medical and allergies – by themselves. Parents will immediately get their password for self check-in.

Self-Check-In: Parents can check in and check out their children themselves. This attendance data is integrated with accounting, so parents will automatically be billed.

Self-Enter Child’s Needs: During check-in, parents can answer RSVP questions, such as 'What will the child eat today?', 'When will the child be picked up?', 'Will the child attend today's field trip?', etc. These questions are integrated with accounting, and parents can be billed automatically for the cost of a lunch, field trip, etc.

Quick Drop-in Billing: iCare has several pre-programmed rate charts, one of which will surely fit your billing model. Bills are generated automatically from each child's attendance data.

Sundry Items Sales: Quickly process miscellaneous charges like a birthday party, diaper, t-shirt, etc.

EFT or Cash Payment Processing: Instantaneous processing of credit cards and ACH is directly integrated within iCare. iCare can also control an integrated cash drawer and 3” receipt printer.

Processing of Pre-paid Packages: iCare provides excellent handling of pre-paid discount packages, which can include prepaid hours or prepaid money.

Cash and Cashier Management: iCare provides Cash Ledger reporting for reconciliation of cash drawers for individual or multiple cashiers.

Multi-site Integration: With iCare, you can run multiple drop-in sites with one central database with site level accounting.

Managerial and Financial Checks: iCare provides analytical tools for managerial and financial checks like

• Staffing efficiency review
• Checks for billing of all attendance
• Checks for accuracy in payment and billing 
• Trends analysis for better planning
  

Recommended Modules

• Children, Family and Contacts Database
• Staff Database
• Accounts Receivable
• Attendance Manager
• Drop-in Manager
• Lobby Interface
• iCareWeb Enrollment Form