By Ashley Spence, April 29, 2025, at 6:45 AM

There’s no denying that technology has transformed the daycare industry. From digital check-ins to parent portals, automated billing, and real-time messaging, going digital has never been easier. These tools promise efficiency, organization, and seamless communication.

But let’s be honest—not everyone is thrilled about it.

Many daycare owners, staff, and parents still love the reliability of paper forms, face-to-face updates, and handwritten notes. Technology can feel impersonal, overwhelming, or like just one more thing to manage.

So where’s the balance? Should your daycare go fully digital, stay old school, or meet somewhere in the middle? Let’s break it down.

The case for digital

The biggest argument for embracing technology is simple: it saves time and reduces human error.

Digital check-ins eliminate the need for messy sign-in sheets and prevent attendance mix-ups. Online billing means no more chasing down checks or dealing with lost invoices. A parent portal allows families to access updates anytime, reducing the flood of daily texts and calls.

For daycare directors, technology can streamline compliance and record-keeping. Licensing agencies often require detailed attendance logs, incident reports, and medical records. Digitally storing everything means pulling up what you need in seconds rather than digging through filing cabinets.

Let’s not forget communication. Apps and digital messaging keep parents informed in real-time. If a child has a great day, you can send a quick update. If an emergency happens, parents are notified immediately.

For many providers, the shift to digital has been a game-changer. But that doesn’t mean it’s perfect.

Automating attendance and check-ins

Manually tracking attendance can be time-consuming and prone to errors. Digital check-in systems allow parents to quickly sign children in and out through a PIN, QR, or app-based check-in. This eliminates paper logs and provides accurate records for reporting and compliance.

The case for keeping it physical

Some things just work better the old-fashioned way.

Many daycare teachers and parents prefer face-to-face communication over an app notification. There’s something personal about handing a parent a daily report and having a quick chat about their child. Digital messages can feel impersonal, and not every parent checks their phone regularly.

Paper systems don’t crash, glitch, or require Wi-Fi. If your center has unreliable internet or staff members who aren’t tech-savvy, a fully digital system might create more frustration than convenience.

There’s also a learning curve. Not every daycare worker or parent is comfortable navigating an app—especially if English isn’t their first language or they aren’t tech-literate. Transitioning to digital systems requires training and patience, and not every center wants to invest the time and money into that.

Then there’s the issue of privacy. Some parents feel uneasy about their children’s data being stored online, especially in an age where data breaches are common.

So, if tech isn’t always the answer, what is?

Finding the right balance

The best approach isn’t all or nothing—it’s finding a mix that works for your daycare and your families.

Start small

If you’re hesitant about going fully digital, introduce technology in phases. Try an app for attendance tracking or parent communication before committing to a complete software overhaul.

Offer choices

Not every parent wants to use an app—but many do. Give families the option to receive paper reports or digital updates and see what they prefer.

Keep face-to-face interactions a priority

Even with digital tools, personal connection matters. Use technology to enhance—not replace—conversations with parents and staff.

Train your team

If your daycare is going digital, make sure staff are comfortable using the tools. Provide hands-on training and allow time for adjustments.

Be transparent

Parents should understand how digital records are used and stored. If privacy is a concern, clearly outline how you protect their data and provide options for opt-out.

Should you go for it?

It depends on your staff and parents and what makes your center run smoothly. Some daycares thrive with fully digital systems, while others work best with old-school and modern solutions.

There’s no one-size-fits-all answer. The best approach is the one that keeps your team organized, your parents informed, and your operations running without unnecessary stress.

Where do you stand on the tech debate? Are you all in on digital tools, or do you prefer to keep things traditional? Let us know—we’d love to hear how your daycare handles the shift!