Icare

Start your day in Icare by setting up the essentials: create rooms, define ratios, and load your calendar with holidays, closures, and special events. Import family data from a spreadsheet or connect your website form so new inquiries flow straight into a central pipeline. Build digital registration packets with e-signature, custom fields, and health questions, then move applicants from waitlist to active placement with drag-and-drop rosters. Assign tuition plans by age or schedule, configure multi-child discounts, and map subsidy rules so billing is accurate from day one.

When families arrive, use a kiosk, PIN, QR code, or mobile app to record sign-in/out with timestamps and location. Real-time headcounts update as children move between rooms; ratio alerts ping staff if coverage dips below your threshold. Mark naps, snacks, medication, and incidents on the spot and attach photos or notes that push to the family feed. Post lesson plans, track developmental observations, and auto-generate daily summaries so teachers spend less time on paperwork and more time with children. If a child needs a drop-in day or an ad-hoc schedule change, add it in seconds and the system updates billing and staffing.

Finance teams can run tuition automatically: choose weekly or monthly cycles, apply late fees, and schedule reminders that nudge families before balances age. Parents pay via card, ACH, or wallet; recurring autopay reduces chasing. Reconcile deposits against invoices with one click, then export ledgers to your accounting system. Generate subsidy attendance statements, year-end tax summaries, and aging reports in bulk. Time and attendance for staff feeds into payroll exports with overtime rules and shift differentials. Forecast occupancy and revenue by classroom and site to support hiring and budgeting.

Directors keep everything compliant and visible. Build role-based permissions so teachers see what they need and administrators have full audit logs. Immunization and form expirations trigger automated reminders. Licensing and food program reports pull in attendance and meal counts without manual tabulation. Multi-site operators compare performance across locations with dashboards for enrollment pipeline, utilization, revenue, and staffing. AI-powered hints flag anomalies in attendance, spot billing gaps, and project upcoming ratio risks, helping you prevent issues before they interrupt the day.