Tracking Open Slots/Future Openings...Maintaining Optimal Enrollment

[MaeEast]

Hi,

I am a new director of a small center (less than 50 children). I am wondering what people use to track available slots and project openings.

The center is licensed for 49 children (we can take 48 at current ratios) but there are only 39 enrolled. It is a little confusing as things were being tracked on paper and slots are being held for children in younger classrooms to move up. I believe they have been moving the child from class to class on their birthday so that may mean they hold a slot open in the next class for months.

I would like to find a more efficient way to track this information. I looked into the management software packages but we can't afford the high prices. We also don't need most of the features. I would just like to manage this enrollment problem.

Does anyone have suggestions for a spreadsheet or time line method they use to keep track of openings in their center?

Thanks so much!
Jennifer

[blandino]

I am in the same boat, just with a lot less children. I have 3 leaving for the summer, one leaving in June for preschool, three leaving in August for preschool, and during all that we have three who will be turning 2 (therefore opening more infant spaces). Trying to track all this is crazy. And I am needing to get a grip on it, because I am interviewing for the openings we will have in June-August.

Right now, I make handwritten schedules for each month coming up. I do them monthly so I can track the changes since they will be happening so frequently during those 3 months. It isn't the most efficient - but right now it is what we have.

[MaeEast]

Any other ideas on how to keep track of openings and waiting lists? I'd really like to know how others are managing this.

[Blackcat31]

Any other ideas on how to keep track of openings and waiting lists? I'd really like to know how others are managing this.

This is not a common issue for small family providers and centers are usually willing to spend the money on the software made for this type of thing.

Other than doing it by hand like Blandino does, I don't see any other option other than buying the child care management software.

Until they come up with a version that allows you to use or buy ONLY the aspects you need, that might be the only answer.

[MaeEast]

I wouldn't mind software... I just haven't been able to find anything that works like I need it too. Some of the more expensive software is kind of hard to tell because there's no trial available.

[Blackcat31]

I wouldn't mind software... I just haven't been able to find anything that works like I need it too. Some of the more expensive software is kind of hard to tell because there's no trial available.

Have you looked into any of these?

http://www.icaresoftware.com/features/icare-child-care-software/attendance-tracking-software

http://www.procaresoftware.com/Products-Services/v10-Product-Overview-(1)/Time-Attendance-Tracking.aspx

http://www.ezcare2.com/childcare-software/childcare-scheduling-attendance.asp

http://remarkable-systems.com/

http://www.childcaremanager.com/timemanager/index.html

http://www.childcaresage.com/

http://www.staytrak.com/

http://paysimple.com/public/google_industry_verticals_child_care.html?keyword=capterra

http://www.childcaresoftware.org/child-care-software-attendance-scheduling.asp

http://daycareworks.com/

http://www.kidcheck.com/

http://www.maggey.com/

http://www.capterra.com/child-care-software/spotlight/121222/Sandbox%20Childcare%20Management/Sandbox%20Software

[MaeEast]

I've seen some of those... some are new to me. I'll check those out! Thanks

[treyes]

I have 34 kids.
What I do to keep track.

I keep an excel spreadsheet of my enrolled kids. First column is the initial of the teacher, second column is numbered 1-34 all the way down, 4th column is kids name, 5th column is age, 6th column is dob, 7th column is time they get here for after school kids, and last column is parent phone #. Each class is a different color. I update it weekly. Each teacher gets a copy on Monday and I attach a copy to the parents balances due spreadsheet I print from quickbooks for myself.

Hope this makes sense.