Frequently Asked Questions

ChildWatch^® is cloud-based childcare management software built for childcare centers, home-based providers, and CACFP sponsors. It handles client billing, attendance, scheduling, immunization records, the USDA food program, parent communication, and electronic payments — all in one place, accessible from any device.

It is designed to be affordable and approachable for non-technical users, whether you run a single home daycare or oversee dozens of centers.

The easiest first step is to schedule a free demo. We will walk you through the features most relevant to your program, answer your questions live, and help you choose the right plan. There is no obligation and no pressure.

If you are ready to subscribe, you can also browse plans and sign up directly. Your account is ready immediately after payment.

We offer something better than a trial: a 60-day money-back guarantee for first-time subscribers. Sign up, use the real system with your real data, and if you are not satisfied within 60 days we will refund your subscription in full — no questions asked. Most free trials give you 14 days of a watered-down demo environment; our guarantee gives you two full months with the actual product.

No setup fees and no long-term contracts for single-location accounts. You pay a flat monthly subscription and can cancel at any time. Multi-site enterprise accounts may have a one-time configuration fee; contact us for details.

Yes, free training is included with every plan. We offer:

• A self-paced video training library covering every module
• Written documentation and step-by-step guides
• Live support from real people during business hours (Mon–Fri, 9am–5pm CT)

You are never handed a manual and left alone. New staff members can be trained on their own schedule using the video library.

There are four plans, each building on the last:

• Core Management — Business management tools: billing, attendance, scheduling, immunizations, records. No parent portal.
• Business + eServices (Family) — Everything in Core plus the full parent portal, online registration, child daily journal, and the option to add ePay electronic payments.
• Business + CACFP — Everything in Family plus USDA CACFP food program administration and meal capture.
• CACFP Only — Food program tools without the business management module. Designed for CACFP sponsors who manage the food program separately.

See the full pricing page for current rates and detailed feature comparisons.

Plans start at $49.95/month with active ePay. Rates vary by plan and by whether you use our ePay electronic payment service, which reduces your monthly subscription cost. View current pricing for all plan rates.

All plans include unlimited families and child records. There is no cap on enrollment. See the pricing page for any per-plan notes.

Each location uses its own ChildWatch^® account, keeping data and staff access separate. Accounts can still be managed centrally — administrators at a main office can log in to any location’s account from anywhere.

When using ePay, a single merchant account can cover multiple locations if all deposits go to one bank account. Multi-location businesses are often eligible for volume discounts; contact us to discuss.

Nothing to install, ever. ChildWatch^® is 100% cloud-based — you open a browser, go to your unique account link, and log in. It works on any device with a modern browser: Windows, Mac, iPad, Android tablet, iPhone, Android phone. No IT staff required.

ChildWatch works with all current versions of Google Chrome, Microsoft Edge, Mozilla Firefox, Apple Safari, and Opera. Chrome is most commonly used by customers and generally delivers the smoothest experience, but any modern browser works fine.

Yes. Except for the entry-level plan, there is no limit on simultaneous users. Office staff can process billing while teachers record journal entries on tablets, parents pay at the kiosk, and a director reviews reports — all at the same time, all in real time.

All data is stored in a professional data center with SSL encryption, automated daily backups, and redundant systems. You do not need to manage backups yourself. See our Data Center & Security page for full details on infrastructure and compliance.

There are three mobile apps, each serving a different purpose:

• Family App — For parents. Account summary, payments, attendance history, child journal, and staff messaging. Available on Android and iOS.
• Kiosk App — For your front door. PIN-based check-in/check-out for children and employees, eSignature capture, and kiosk-based ePay. Works offline and syncs when connectivity is restored. Android and iOS.
• ePos App — For CACFP meal capture at the point of service. Records meal counts and attendance from any Android or iOS device, even without an Internet connection.

All three apps are free to download; the subscription plan determines which features are available.

Yes. The Kiosk App stores transactions locally on the device during an outage and syncs automatically the moment your connection is restored. Attendance records are never lost due to Internet interruptions. The ePos meal capture app works the same way.

ePay lets you accept credit/debit cards and eChecks (ACH). A plan that includes eServices (Family or Business CACFP) is required, because parents manage their own payment methods through the parent portal — your staff never touches raw card or bank account numbers.

Once a parent enters their payment method, they can pay at the kiosk during drop-off, from the Family App on their phone, or from the parent portal on any device. You set the billing rules; ChildWatch handles the rest.

Possibly — ChildWatch is compatible with major processors including First Data, Elavon (Nova), TSYS (Vital), and Vantiv. However, using an alternate acquirer means your monthly subscription is priced at the non-ePay rate, which is higher. In many cases, using an RSI merchant account results in a lower overall cost. Contact us to compare rates for your situation.

The CACFP module (included in the Business CACFP and CACFP Only plans) covers the full food program workflow:

• USDA meal pattern menu planning and nutritional analysis
• Meal and attendance capture via the ePos mobile app (point-of-service, offline-capable)
• Automated edit checks and USDA disallowances
• Electronic claims preparation and submission
• Budget and expense tracking
• Central management for sponsors overseeing multiple sites

Yes. ChildWatch is designed for both independent centers and sponsoring organizations. A sponsor can manage CACFP claims, menus, and meal counts across multiple provider sites from a central account while each site maintains its own data and access. Schedule a demo to see how the sponsor view works.

Parents with eServices access can:

• View their account balance and full ledger history
• Make payments by credit card or eCheck
• See real-time attendance records for their children
• View the child daily journal and photo gallery
• Complete online enrollment and registration forms
• View the events calendar and receive notifications
• Update their own contact information, emergency contacts, and payment methods
• Message staff directly

All of this is available through a browser on any device or through the ChildWatch Family App.

Yes. With eServices, prospective families can submit enrollment requests and waitlist applications directly through the parent portal from any device. You review and approve them, and all the data flows automatically into the business management module — no re-keying required.