Can Caredence manage billing and attendance for a preschool?

Yes. Caredence generates tuition invoices, accepts online payments, and records payment history, and it tracks attendance per child with arrival and departure times that you can review by child, classroom, or date range.

Can teachers communicate with parents through Caredence?

Yes. Teachers send messages, photos, and daily updates from a phone or tablet, and parents receive them in the Caredence parent portal with push notifications.

Can Caredence support multiple classrooms?

Yes. You can create a classroom for each room with its own capacity and age range, assign children and staff to it, and view enrollment against capacity for every room.

Do parents need to install an app?

Caredence is available on the Apple App Store and Google Play, and also works in any modern browser.

Can I move a child between classrooms mid-year?

Yes. Changing a child's classroom assignment updates the rosters, attendance screens, and the family's view together, so there is no second record to correct.

Preschool Management Software for Growing Programs

Run a multi-classroom preschool from one system — classroom rosters, enrollment records, tuition billing, attendance, daily reports, and family messaging without a stack of binders and spreadsheets.

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What is preschool management software?

Preschool management software is an administrative platform that keeps a preschool's records and daily operations in one place. It stores child and family records, organizes children into classrooms, tracks attendance, handles tuition invoicing and payments, and gives teachers a way to send daily reports, photos, and messages to parents. Directors use it instead of paper files, spreadsheets, and separate messaging apps.

Built for programs that outgrew spreadsheets

A preschool with three or four classrooms runs differently from a single-room program. Children move up by age group during the year, teachers change rooms, and every classroom has its own roster, capacity, and rhythm. The administrative work is not harder because there are more children — it is harder because the same information now lives in several places at once.

That is where most preschools lose time: a child's enrollment paperwork is in a filing cabinet, their classroom assignment is on a whiteboard, tuition is in a spreadsheet, and the parent's phone number is in three of those with two different versions. Directors spend their week reconciling records instead of supporting teachers.

Caredence keeps one record per child and one record per family, and every part of the system reads from it. Change a classroom assignment once and the roster, the attendance screen, and the parent's view all reflect it immediately.

Classroom organization across age groups

Create a classroom for each room in your program with its own name, capacity, and age range in months. Children are assigned to a classroom, so rosters build themselves and moving a child up an age group is a single change rather than an edit in four places.

Teachers are assigned to classrooms too, so each room has a clear staff list. Directors can see every classroom side by side — how many children are enrolled against capacity, and who is assigned to teach them.

Enrollment and child records

Each child profile holds date of birth, enrollment status, classroom placement, allergies and medical notes, emergency contacts, and both parents' names, emails, and phone numbers. Documents such as signed forms or immunization paperwork can be uploaded to the child's file.

Because the profile is the single source of truth, teachers see the allergy note on the child they are actually serving lunch to, and the office sees the same record when a parent calls to update a phone number.

Preschool tuition and invoicing

Set a tuition plan per child, generate invoices on a schedule, and let families pay online. Payments post back against the invoice, so the balance a parent sees and the balance your office sees are always the same number.

Invoice emails go to both listed parents, which matters in preschools where two households split tuition. Payment history stays attached to the child, so answering "did we get paid for March?" takes seconds.

Parent communication from the classroom

Teachers send messages, photos, and updates from a phone or tablet in the room. Parents receive them in the Caredence parent portal — available from the Apple App Store, Google Play, or any modern browser — with push notifications when something new arrives.

Conversations are tied to the child, so a teacher taking over a room in the spring can see the family's history rather than starting from an empty inbox.

Staff records and classroom assignment

Keep a staff directory with role, department, contact details, hire date, and employment status. Staff accounts have permissions scoped to the center, so teachers see what they need and administrators see the rest.

Assigning staff to classrooms gives directors a clear picture of coverage per room alongside enrollment counts.

Daily reports and attendance history

Attendance is recorded per child with arrival and departure times, and the history is available by child, classroom, or date range for enrollment reviews and licensing requests.

Daily updates — what the day looked like, along with photos — go to families the same day rather than as a note in a folder at pickup.

A week in a four-classroom preschool

Monday morning: teachers open their classroom roster and record arrivals as children are dropped off.
Midweek: a family updates a phone number in the parent portal and the office record updates with it.
A child moves from the two-year-old room to the three-year-old room; the assignment change updates rosters, attendance, and the parent's view at once.
Recurring tuition invoices generate on schedule and email both listed parents; online card payments post against the balance.
Friday: the director pulls attendance and enrollment figures per classroom for the month without reopening a spreadsheet.

Related Caredence features and guides

Attendance trackingDigital check-in, rosters, and attendance history.Tuition billingInvoices, online payments, and payment history.Parent communicationMessaging, photos, and daily updates for families.Enrollment recordsChild profiles, family records, and classroom placement.Preschool daily scheduleA practical sample schedule for preschool rooms.Staff-to-child ratio guideHow ratio requirements shape classroom staffing.

Preschool management software FAQs

What is preschool management software?: It is an administrative platform that holds a preschool's child and family records, classroom rosters, attendance, tuition billing, and parent communication in one place, replacing paper files and separate spreadsheets.
Can Caredence manage billing and attendance for a preschool?: Yes. Caredence generates tuition invoices, accepts online payments, and records payment history, and it tracks attendance per child with arrival and departure times that you can review by child, classroom, or date range.
Can teachers communicate with parents through Caredence?: Yes. Teachers send messages, photos, and daily updates from a phone or tablet, and parents receive them in the Caredence parent portal with push notifications.
Can Caredence support multiple classrooms?: Yes. You can create a classroom for each room with its own capacity and age range, assign children and staff to it, and view enrollment against capacity for every room.
Do parents need to install an app?: Caredence is available on the Apple App Store and Google Play, and also works in any modern browser.
Can I move a child between classrooms mid-year?: Yes. Changing a child's classroom assignment updates the rosters, attendance screens, and the family's view together, so there is no second record to correct.

See Caredence with your own classrooms

Apply for free access or book a walkthrough and set up your preschool's rooms, rosters, and tuition plans.

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