How Smarter Scheduling Can Transform Childcare Billing

A Smarter Way to Manage Childcare Schedules & Billing

Managing schedules and billing in a childcare centre can be challenging, especially when dealing with multiple locations, payers, and varying attendance plans. We understand the challenges centres face, which is why we’ve completely revamped our scheduling tool to offer a more powerful, flexible, and automated solution: Multiple Schedule Feature. 

A more flexible and intuitive scheduling system makes all the difference. With the ability to create multiple schedules per child, apply location-based invoicing, and track attendance with built-in conflict validation, centres can now manage their operations with more accuracy and less manual work. Whether it’s handling split schedules, adjusting fees seamlessly, or simply reducing time spent on administration, this update is designed to bring childcare centres the efficiency and flexibility they need.

Want to take advantage of it? Our team is ready to activate it for you here

What You Can Now Do with Multi-Scheduler (That You Couldn’t Before)

The Multi-Scheduler feature has been purpose-built to solve real challenges centres face daily. Here's how it transforms everyday operations:

• Create multiple schedules per child, across different locations, classrooms, and payers

• Assign multiple payers with unique fee structures, even splitting coverage across specific days or alternating weeks

• Set day-level subsidies per payer, automatically calculated and applied

• Generate location-specific invoices with correct discounts, subsidies, and pricing rules

• Enable full visibility into a child’s current, upcoming, and past schedules with an interactive timeline

• Prevent billing and scheduling errors with smart conflict validation

• Support even/odd week patterns and separate invoices for each payer accordingly

These capabilities weren’t possible in the previous version of our scheduling tool and represent a major leap forward for admin efficiency and billing accuracy.

What’s New? A Side-by-Side Comparison

How The Multi-Schedule Solves Major Pain Points for Centres

We’ve seen how much centres struggle with rigid scheduling systems that don’t accommodate the real complexities of parent needs and billing. When families have varying schedules, different payment structures, or children attending multiple locations, managing it all manually can become overwhelming. Without an adequate system, many track changes across spreadsheets, adjust invoices by hand, and reconcile attendance records separately, leading to billing errors, scheduling conflicts, countless administrative hours lost, frustrated parents, missed revenue, and operational inefficiencies.

The new Multiple Schedule feature is designed to eliminate these challenges by allowing centres to create and manage multiple schedules per child with automated accuracy. Instead of being limited to one fixed schedule, staff can assign children to different locations, classrooms, and payers, ensuring that each schedule reflects their actual attendance needs. With a clear, interactive timeline, administrators can view, track, and modify schedules without errors or conflicts. Automated validation prevents double bookings and inconsistencies, while real-time adjustments ensure that schedules remain up to date without the need for manual corrections.

Beyond scheduling, this feature also transforms accuracy and financial management. Instead of manually adjusting invoices for children attending different locations, the system applies the correct pricing, discounts, and subsidies automatically. Invoices are generated per location with error-free tracking, reducing administrative workload and ensuring timely, accurate payments. Parents receive clear, transparent billing statements, minimizing disputes and improving trust.

Summary of Key Features of the New Multiple Schedule Tool

1. Create & Edit Child Attendance Schedules

• Staff can create multiple schedules for a child across different locations.
• Schedules include location, classroom, start/end dates, products, payers, and subsidies.
• Conflict validation prevents errors when setting up schedules.
• Schedules can be edited anytime, except for location & classroom changes.

2. Interactive Timeline View

• A new Timeline Tab provides a clear, organized view of:
  • Active, scheduled, and expired plans.
  • Plan details including location, start/end dates, and status.
  • Fully invoiced plans, which remain visible but cannot be modified.

3. Seamless Schedule Navigation & Switching

• Users receive a save prompt before switching schedules to prevent data loss.
• Double-clicking a schedule in the timeline instantly opens it in the Schedule Tab.

4. Smarter Invoice Generation

• Staff can now generate invoices per location, ensuring pricing rules match the site’s policies.
• Discounts, taxes, and subsidies are applied based on location-specific settings.
• Invoice creation is blocked if a child isn’t registered at the selected location, preventing errors.

How to Get Started

Want to start taking advantage of Multi-Scheduler? It couldn’t be easier, contact us now.

This release is a must-have for centres looking to streamline scheduling, optimize billing, and eliminate manual errors. Let us help you automate your processes, reduce workload, and ensure accuracy, all in one place!