Childcare businesses are always trying to find ways to be more productive at a lower cost. Computers and software have played a key role in increasing productivity in many businesses, but cost continued to be a factor, especially for small business.
You had to purchase desktop computers and software to run on them. Then, you had to purchase upgraded computers and software updates. Eventually, you had to hire someone to maintain all of your IT ware from your internet connection to the server(s) you used to provide facility-wide access to certain software programs.
Cloud-based childcare software solutions are changing the second half of the "productivity plus cost" equation.
Doing it old school
For decades, childcare facilities have been required to provide enrollment and attendance data to the Department of Education and Training. Fortunately, automation was within reach, and the numbers could be tracked using a rudimentary childcare management system. Over the years, more features were added to increase productivity and simplify record keeping but other issues came to light.
When software was loaded onto a single computer, only one person at a time could access that program. When your IT became sophisticated enough to put the programs on a server tied to workstations, more people could access the applications, but you were still bound to the facility and the desk where the computer sat. If the power was out in your building, you were simply unable to use the computer at all.
These systems were security risks as well. If a laptop was stolen or damaged, you lost your data and potentially exposed your clients to identity theft.
Then, along came SaaS aka Software as a Service. “Good-bye, on-premise solution” and “hello, cloud.”
SaaS vs. PaaS
SaaS = Software as a Service
PaaS = Platform as a Service
SaaS is the most common cloud service platform available. It literally means providing a software program as a subscription service instead of requiring the user to purchase the program and be responsible for buying newer versions in the future to load onto the computer.
SaaS is an easy method of making a program connect to a single database that works with multiple computing solutions and mobile devices. In fact, the popularity of mobile devices had driven a healthy portion of SaaS adoption.
Some examples of SaaS solutions are Salesforce.com and Constant Contact email marketing service.
PaaS is more complex than SaaS. Instead of a single software solution, PaaS is more like a server in the cloud that provides access and interaction with multiple programs. PaaS provides a computing solution that is available from anywhere; it can be accessed by a mobile device as well as a Mac or PC.
An example of PaaS is G Suite, Google’s cloud service that provides the equivalent of Microsoft Office delivered through a web browser. Many Microsoft documents do not render well on a mobile device, whereas Google Sheets and Google Docs were adapted for mobility.
The benefits of cloud computing for childcare management
Access
As was already mentioned, one of the main benefits of cloud-based software is the ability to access it anytime from anywhere using any device. As long as you have a web browser or an internet connection, you can use the software via a specialized portal or across the browser.
Users can log in from any place and access all elements of the program, using it just as though it was an application loaded on a desktop. You receive the same rich set of features as that software package you used to buy off the shelf but part of the subscription guarantees that the software is updated on a regular basis at no extra cost to you.
Any changes a user makes are saved and automatically synchronized across the platform to be accessible at the next log-in, regardless of location or device.
SaaS also allows multiple users to access and work with the software without interfering with each other. For a childcare business with a multitude of tasks, the ability for any number of people to do a variety of activities without being tied to a desk is the low-cost productivity engine you have been looking for.
Unrelated tasks can be performed simultaneously. For example, while you set up a billing account for a family, a teacher is performing morning check-in. Yet another staff member is scheduling activities or meals. It all happens at once.
Reduced costs
Cloud-based childcare software minimizes your overhead. You no longer need someone to take care of updating each computer in the facility or to run a server with all your business software on it. In fact, Software as a Service is more affordable than some of those software packages you used to purchase outright.
On-boarding time for new applications is significantly reduced, especially when you consider you do not have to go to each machine and load software one at a time. Less IT support and less expensive hardware is required.
Secure data
Security is the primary focus of a SaaS company. They know that without access to their product they have no company. They will do all they can to maximize uptime and create a secure connection.
If a laptop is damaged or stolen, you don’t lose your data and your clients’ sensitive information isn’t leaked. If the power goes out at your day care, you can access the software over a mobile link or from anywhere with a wi-fi signal.
Streamlining operations
Cloud-based childcare management software takes over where on-premise software leaves off. You have the same capabilities as always:
- Attendance
- Menu tracking
- Staff and activity scheduling
- Payroll
- Billing and invoicing
- Drop-off and pick-up
- Financial management
- Document creation and storage
Other capabilities have been added:
- Secure parent portal
- Central database
- Anywhere anytime access
- Access with any device
- Collaboration on documents and projects
- Task tracking
Cloud-based childcare software completes delivery on the promise made years ago. Not only is productivity boosted yet again, but the cost savings comes along with it. You have all the advantages of childcare management software plus the flexibility and lower cost to continue doing the business you love.
