More time with the kids, less time in the office.
A childcare center's office never stops: tour requests, waitlists, enrollment packets, weekly tuition, staff clearances with renewal dates, attendance records and a steady stream of parent questions. CTS builds automation for Pittsburgh childcare centers that follows up on every inquiry, keeps the waitlist moving, collects tuition on time, tracks staff renewals before they lapse, and keeps parents informed — built around the childcare software and accounting tools you already use.
Enrollment, tuition, staff, and parents
The paperwork that keeps a center open, and what happens to it once it's automated.
Inquiries, Tours & Waitlist
A parent who asks about an opening and hears nothing calls the next center. Every inquiry gets a reply with tour times, tour no-shows get a follow-up, and when a spot opens in a classroom, the next family on that age group's waitlist is offered it automatically.
- Instant reply with tour times
- Follow-ups after tours
- Waitlist by age group and start date
- Open spots offered in order
Enrollment Paperwork
Enrollment packets, emergency contacts, health forms and immunization records are requested online, and the office sees what's missing for each child. Forms with expiration dates get a renewal request to the family before they run out.
- Enrollment packets sent and tracked
- Missing-form list per child
- Expiring records requested ahead of time
- Everything filed in one place
Tuition & Payments
Weekly or monthly tuition goes out on schedule, sibling and part-time rates are applied the same way every time, and late balances get polite reminders. Subsidy attendance is lined up for reporting from the same attendance records.
- Scheduled tuition invoices
- Autopay and payment links
- Gentle reminders on late balances
- Attendance summaries for subsidy reporting
Staff Clearances & Training
Every staff member's background clearances, health assessments and training hours are tracked by date. Renewals get a reminder to the employee and the director well before they lapse, and new hires get their onboarding checklist on day one.
- Clearance renewal dates tracked
- Training hours per staff member
- Reminders before anything lapses
- New-hire checklists
Three weeks at a childcare center
The inquiry that became an enrollment
A parent fills in the website form on Sunday night. She gets tour times right away, books Wednesday, and gets a thank-you with the enrollment packet that afternoon. The director sees the finished packet, not a phone message to return.
A spot opens in the toddler room
A family gives notice. The next three families on the toddler waitlist are offered the spot in order, with a deadline to reply. The first yes gets the enrollment packet and the start date.
Nothing lapses quietly
Sixty days before a teacher's clearance expires, she and the director both get a reminder, and again at thirty days. The director's dashboard shows every renewal due this quarter, so nothing waits until the last week.
Asked by every center director
We already use childcare management software. What's left?
Usually the parts around it: inquiries that arrive by phone, email and the website, waitlists kept in a spreadsheet, staff renewals tracked on a calendar, and reports put together by hand. The AI Readiness Scan looks at what your software already does, so we connect to it instead of replacing it.
How do you handle children's and families' information?
Carefully, and as little of it as possible. Records stay in the systems you already use, access is limited to the staff who need it, and we don't put children's information into public AI tools. Where an automation only needs a name and a date, that's all it gets.
Does this replace our regulatory recordkeeping?
No. The automations remind people and keep records organized; your director still owns compliance with your licensing requirements. What changes is that renewal dates, missing forms and attendance summaries are in front of you before they become a problem. Every engagement starts with an AI Readiness Scan of how your center runs today.
Under the hood of a childcare build
Workflow Automation
Inquiry replies, waitlist offers, tuition reminders and renewal notices are each a flow built under AI workflow automation, with an approval step wherever a family is charged.
Data Cleanup & Reporting
Waitlists, enrollment records and staff files are often spread across spreadsheets and folders. Data cleanup & reporting brings them into one clean list and builds the monthly numbers from it.
Systems Integration
Childcare software, website forms, email, text messaging, payment processing and QuickBooks: systems integration connects them so an enrollment reaches billing and the books on its own.
Keep It Running
The office and classroom computers, the Wi-Fi the tablets use, and the backups behind family and staff records. Managed IT covers that foundation, with security suited to the information you hold.
Give your director the afternoons back.
The AI Readiness Scan is a fixed-scope, flat-fee look at your enrollment, billing and staff records, with a graded scorecard and five prioritized moves at the end. Other industries: roofing contractors, HVAC contractors, landscaping & lawn care, masonry & hardscape contractors, general contractors & remodelers and salons & spas.