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Transitioning your daycare from paper records to  digital

Running a daycare is no easy feat—juggling attendance sheets, health records, parent communication logs, and billing can quickly become overwhelming. If you still rely on paper records, now is the perfect time to consider transitioning to a digital system.

Going digital can streamline your operations, help you manage your daycare more efficiently, keep records secure, and improve communication with parents. Here is a step-by-step guide on how to make the shift from paper to digital.

Assess your current system

Many software options are available to help daycare centers manage their operations digitally. Look for a system that fits your needs and integrates multiple functions, such as attendance tracking, billing, and parent communication. Platforms like ours handle all of these tasks seamlessly, allowing you to run your daycare with less hassle.

Tip: When evaluating software, focus on ease of use, security features, and customer support. Choose a system that feels intuitive to you and your staff so the transition is as smooth as possible.

Make the switch

Pick the software you want to use, set up the back end, and enter your kids! Our team can help with this process, but you have to be the one to share what is important to you, your staff, the parents, and the kids so you can use it most effectively day to day. Then, think about what other records you need to have other than paper copies.

Tip: Focus on essential records, such as health and billing. As you move forward, gradually work through older, less critical files to avoid overwhelming yourself and your staff.

Train the staff

Transitioning to a digital system can be intimidating for staff accustomed to using paper. Take the time to train your team to use the new system effectively. Many digital platforms like ours offer tutorials, customer support, and live demos to help you and your team become comfortable with the software.

Tip: Designate a tech-savvy staff member as your “digital leader” to assist others and ensure the system is used consistently across the center.

Communicate with parents

Parents will appreciate the convenience of receiving real-time updates on their children’s activities and progress. With tools like LilyPad’s parent portal and messaging system, you can keep them informed without needing paper forms and notes. Explain to parents how the new system works and provide login instructions so they can access the information they need independently.

Tip: Start by sending a friendly email explaining the new system’s benefits. Walk parents through the platform and reassure them that their data will remain secure.

Transitioning your daycare from paper records to a digital system might feel daunting, but with the right tools, it’s easier than ever. LilyPad offers all-in-one solutions that help you manage your daycare with ease. Schedule a demo today to see how LilyPad can transform your center!