Smartcare

Smartcare

Cloud-based child care center management software

3.8/5 (259 reviews)

Smartcare Overview

Smartcare provides cloud-based child care platform that connect parents, child care center owners, directors and teachers in real-time through a mobile or a web-based interface. The product takes inputs from multiple points such as, sign-in/sign-out kiosk for parents & teachers, mobile interfaces for classroom based teachers, and iPads for directors, which enables highly optimized child care management. The product enables parents to track the activities of their children in real-time and upload their photos and videos on social networking platforms.

The product offers features such as billing & payments that include instant account set-up and approval, a fixed credit card processing fee, email receipts, split payments, and mobile invoices. Sign-in / sign-out that contain electronic signature, electronic record keeping, mobile app sign-in & sign-out, and staff alerts. Management, scheduling & payroll that include attendance, area lists and real-time updates. Reporting that contains custom reports, automatic reporting, and every data point access. Alerts which include real-time alerts, mission critical messages, staff and child arrival/departure alerts, and status & scheduled pickup alerts. Child and family tracking that includes billing, contact information details, and child birthday alerts, and more!

Smartcare partners with companies like Intuit, Care.com, ChildcareCRM and other child care marketing solutions to ensure that a quality product is delivered to the customers.

Pricing

Starting from
US$3,00/month
Pricing options
Free Trial
Subscription
Value for money

Devices

Business size

S
M
L

Markets

Canada, United States

Supported Languages

English

Smartcare Reviews

Overall rating
3.8/5
67% positive reviews
74
Excellent
100
Very good
60
Average
16
Poor
9
Terrible
Renee M.

Smartcare is missing many important features from Child Care Manager

Used Daily for 1-5 months
Reviewed on 2019/02/11
Review Source: Capterra

The transition from Child Care Manager to Smartcare we did in phases, first employees, then parents practicing with app before actually using it. It has been a difficult transition. If it wasn't for Smartcare taking over Child Care Manager we would never have changed. Seems odd that the we were told CCM would not be supported after August yet I just got a notice for a renewal of the support contract. Feel like there was dishonesty with that information. I would not suggest this program at this time due to the conflicts I have encountered.

Pros

I do appreciate that it is web based, nice to see things remotely. Like that the parents have an app and are able to view the timeline and keep tabs on their child's day. Whitney who helped to transfer all my CCM to Smartcare has been wonderful.

Cons

My biggest problem currently is the integration of Quickbooks, our old software CCM exported into individual customer accounts. Smartcare will only export into 1 Smartcare Customer making it a nightmare to balance between software. The tech support answer when emailed about a fix for this was "We have followed up with our Product Engineer and the integration of the data from Smartcare to Quickbooks is only configured for the one Smartcare named Client in Quickbooks. Unfortunately, at this time, it is working as designed" and I quote. Perhaps you should listen to the what the client needs.
The teacher app does not allow other teachers to see the timeline entries made by a teacher that clocked out prior. Can not see at a glance the class information such as when a child was last changed, fed, napped etc. Daily connect is free and does a much better job at this.
There is no way of keeping track of vacation/personal benefits or training's and certificates for employees.

Response from Smartcare

Renee,

Thank you for your feedback. It is our pleasure to provide you and your staff with our Smartcare Software & Resources.

We understand the transition from CCM can be difficult. Our goal at Smartcare is to grow with your Center and to be able to meet or exceed your expectations, with our Software solution.

Tutorial Videos
https://smartcare.com/videos/

User Guides
https://smartcare.com/user-guides/
*Tutorial Videos and User Guides are Password Protected - please use the password provided to you by your Customer Success Manager.

We also host LIVE Webinars you and your staff could attend - or sign up for recorded sessions by checking out our all new Smartcare University at http://offers.smartcare.com/smartcare-university

Finally, should you need additional assistance, please do not hesitate to reach out to our Support Team at [email protected] - or by giving us a call at (844) 762-7837.

Warm Regards,
Collette Hull
Director of Marketing

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

3.0/10
Ricarda E.

Billing issues

Used Daily for 1+ year
Reviewed on 2018/10/30
Review Source: Capterra

Overall it is OK, not as dynamic as I had hoped. I like the digital log in/out process for families. However some of our families fin the two step process hard to follow.

Pros

I like the reports that I am able to run. I like that the staff can clock in and out and only access our stuff when they are workings.

Cons

1)The most important aspect of this tool is to be able to collect on payments. The billing system is showing bills as being due the next billing cycle, rather than the current billing cycle. My parents are confused and my payments are coming in late. If this issue is not fixed, we will be starting the next year with a new company. The customer service people don't seem to see the gravity in the situation, but if I cannot collect payment in a timely manner then I don't really need the service.
2) We use this service for an after school program. The timeline is not geared towards OST but to daycare. I would like to see some prepopulated timeline items specific to older students. Diaper changes and bottle feedings are not important to us.
3) The statements that we are able to generate for families do not meet the requirements for reimbursement for childcare. I have to create separate invoices to families with flexible spending accounts.

Response from Smartcare

Ricarda,

Thank you for your feedback. It is our pleasure to provide you and your staff with our Smartcare Software & Resources!

We have an array of Tutorial Videos and User Guides available to our Smartcare Clients, on our Smartcare Website that can be accessed here:

Tutorial Videos
https://smartcare.com/videos/

User Guides
https://smartcare.com/user-guides/
*Tutorial Videos and User Guides are Password Protected - please use the password provided to you by your Customer Success Manager.

We also host LIVE Webinars you and your staff could attend - or sign up for recorded sessions by checking out our all new Smartcare University at http://offers.smartcare.com/smartcare-university

Finally, should you need additional assistance, please do not hesitate to reach out to our Support Team at [email protected] - or by giving us a call at (844) 762-7837.

Warm Regards,

Collette Hull
Director of Marketing

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

6.0/10
Bobbi D.

Kids of Promise

Used Daily for 1-5 months
Reviewed on 2018/10/29
Review Source: Capterra

Pros

1. Payment through the App is great
2. Posting is fast and easy
3. Cloud based makes it faster and easier, no need to do backups continually
4. Parents love the ease of checking in / out.

Cons

1. Reports are difficult to work with and I can't find a way to create specific reports we use. They also contain unnecessary information which requires having to do a lot of remedial work in the excel format. For example why is there a time (ie 12:00 AM) placed by the date. In order to effectively read the report I have to change every date to remove the time. Put it in a separate column so it can be deleted.
2. We can't easily move from one genre to another with a connection (Ex: If I'm in accounting and I need to check in the Children's area when I move over it doesn't connect me to the family's child I need. I have to find the child). This becomes annoying when I want to go from a child to their family and may not be sure of the family name or vice versa and have to find the second item instead of it working like a toggle.
3. In the state of Florida we need only one date on the Immunization Record (not the date of each shot). I can't use this feature to keep track of renewal dates.
4. Very difficult to create sign able attendance records for children receiving benefits from outside sources. I have to convert the all school PDF to Excel and then create a page for each child required deleting the unnecessary data.. We should be able to get this report by child or by class.
5. I would prefer to look at attendance records for children and employees in a monthly calendar format rather then the ledger format currently available.

Response from Smartcare

Bobbi,
Thank you for your feedback. It is our pleasure to provide you and your staff with our Smartcare Software & Resources!

We have an array of Tutorial Videos and User Guides available to our Smartcare Clients, on our Smartcare Website that can be accessed here:

Tutorial Videos
https://smartcare.com/videos/

User Guides
https://smartcare.com/user-guides/
*Tutorial Videos and User Guides are Password Protected - please use the password provided to you by your Customer Success Manager.

We also host LIVE Webinars you and your staff could attend - or sign up for recorded sessions by checking out our all new Smartcare University at http://offers.smartcare.com/smartcare-university

Finally, should you need additional assistance, please do not hesitate to reach out to our Support Team at [email protected] - or by giving us a call at (844) 762-7837.

Warm Regards,

Collette Hull
Director of Marketing

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

7.0/10
Danielle B.

I liked Childcare Manager better

Used Daily for 1-5 months
Reviewed on 2018/10/22
Review Source: Capterra

In all honesty I am extremely disappointed with Smartcare. If I had not required my parents/staff to adjust to ChildCare Manager then to Smartcare a short time afterwards I would look for something else.

Pros

- The tablet that the parents and staff use to check-in/out is very modern looking.
- The ladybug allows us the opportunity to screenshot a problem for tech support.
- The layout looks good and is more modern.
- Updates are being made often which increases our ease of functionality.

Cons

- There are a lot of things that we need in the childcare world that ChildCare Manager had that Smartcare is sluggish with. For example, live files vs. archived files. If I want to look back at a past child I have to unarchive them to bring them forward.
- The accounting portion does not allow corrections. I'm concerned that the "credits" we had to add to correct issues will come back to haunt us at tax time.
- Parents cannot see notes that we've added to the accounting so that they know what the charges are for (for example, field trips are not on regular billing. When parents see the charge they don't know what it is for because the "note" doesn't appear to them)
- In ChildCare Manager the reports section gave a brief synopsis of what could be included. Smartcare gives the title of the report alone, it has to be run and downloaded just for us to see that it was not what we needed.
- We still do not have a place to document employee discipline that they cannot see. In CCM we had a page that we could keep track of things, but staff could not see.
- We discovered that if a staff person downloads a Smartcare Kiosk app they can clock themselves in remotely. This we discovered in the testing phase and we had the employees delete the app (hopefully, it will stay deleted).
- The ladybugs are helpful, but not always answered immediately. Additionally, if/when the problem is corrected we are not assigned a ticket # for us to refer back to should we need to follow-up.

Response from Smartcare

Danielle,
Thank you for your feedback. It is our pleasure to provide you and your staff with our Smartcare Software & Resources!

We have an array of Tutorial Videos and User Guides available to our Smartcare Clients, on our Smartcare Website that can be accessed here:

Tutorial Videos
https://smartcare.com/videos/

User Guides
https://smartcare.com/user-guides/
*Tutorial Videos and User Guides are Password Protected - please use the password provided to you by your Customer Success Manager.

We also host LIVE Webinars you and your staff could attend - or sign up for recorded sessions by checking out our all new Smartcare University at http://offers.smartcare.com/smartcare-university

Finally, should you need additional assistance, please do not hesitate to reach out to our Support Team at [email protected] - or by giving us a call at (844) 762-7837.

Warm Regards,

Collette Hull
Director of Marketing

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

2.0/10
Katherine S.

Not an easy transition from Child Care Manager

Used Daily for 1-5 months
Reviewed on 2018/07/17
Review Source: Capterra

Pros

We like the parents ability to set up accounts and manage funds on their own. I like the reports of children not signed out of the school and the employees not signed out of the school. I like the ability to log on and see our data anywhere.

Cons

This system does not feel very streamlined. It feels cut and paste. When you are dealing with children and families, you should be able to go to the parents last name see.the children, the accounts, etc and do your functions - adding credits, changing billing items, making notes...all in one place. One stop shop. Not ten clicks to see it all and to do what you need to do.

With the transition from CCM to Smart Care some of the functions needed additional finesse to get working - the primary /secondary sponsor was a huge issue. It would be better if the parents when signing up could choose the family sponsor. Instead of us finding billing issues because this was not configured right from CCM.

Reports - Smart Care assumes everyone is going to be on tablets but unfortunately this is not the case with all preschools including ours. We need to be able to generate paper copies of all reports like we did in CCM. The reports are not as professional looking as those in CCM.

Door Access not yet an option - waiting.

Text Message notification - not everyone has the app or will put it on their phone. We need this function to work for mass text messaging. Grandparents can get texts they haven't all embraced the app.

All searches and displays should be the same. I prefer families and children listed by last name so siblings will be underneath siblings. Also, a search bar should be on every single page.

Response from Smartcare

It is our pleasure to assist you in locating our Online Resources for you and your Staff!

We have an array of Tutorial Videos and User Guides available to our Smartcare Clients, on our Smartcare Website that can be accessed here:

Tutorial Videos
https://smartcare.com/videos/

User Guides
https://smartcare.com/user-guides/
*Tutorial Videos and User Guides are Password Protected - please use the password provided to you by your Customer Success Manager.

We also host LIVE Webinars you and your staff could attend - or sign up for recorded sessions by checking out our all new Smartcare University at http://offers.smartcare.com/smartcare-university

Finally, should you need additional assistance, please do not hesitate to reach out to our Support Team at [email protected] - or by giving us a call at (844) 762-7837.

Warm Regards,

Collette Hull
Director of Marketing

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

2.0/10

Smartcare Pricing

Starting from
US$3,00/month
Pricing options
Free Trial
Subscription
Value for money

SMARTCARE FEE DESCRIPTION - $3/per child - per month
1 Smartcare Sign-in/Sign-out Kiosk*
Smartcare Online (including billing and reporting)
Access to center app (devices not included)
Remote or In Person training available
Parent App
Minimum of 20 children per location
Option to use your own equipment - or purchase through us
Credit card rate: 2.85% | ACH fee: $0.40 - per transaction | 12 month contract w/ early termination fee of $299 - per location
*A fee of $299 will be charged for the Smartcare Sign-in Kiosk, unless you provide your own.

Smartcare Features

  • API
  • Activity Dashboard
  • Activity Tracking
  • Assessment Management
  • Attendance Management
  • Automatic Notifications
  • Communication Management
  • Content Management
  • Progress Reports
  • Reporting & Statistics

  • Attendance Tracking
  • Calendar Management
  • Course Authoring
  • Customizable Branding
  • Data Import/Export
  • Learning Management
  • Progress Tracking
  • Records Management
  • Registration Management
  • Self Service Portal

Additional information for Smartcare

Key features of Smartcare

  • Accounting management
  • Attendance management
  • Automatic reminders
  • Automatic scheduled pickup alerts
  • Billing/payment processing
  • Critical messages sent to phone
  • Customer accounts
  • Easy-to-build custom reports
  • Electronic payments
  • Employee management
  • Integration with ChildCare CRM
  • Integration with QuickBooks
  • Mobile app for parents
  • Payroll management
  • Real-Time/Instant Alerts
  • Real-time monitoring
  • Real-time reporting
  • Staff alerts when child is absent
  • Track Hours/Pay/Classroom/etc.

Benefits

• Smartcare connects parents, teachers, and administrative staff with children through both mobile and web-based platforms.
• Smartcare maintains an updated database so that teachers can access parent/child data anytime, ensuring no time is wasted in emergencies.
• The billing and payment section of Smartcare offers customized settings for late fees, refunds, easy payments, automatic debits from credits cards, and account transfers.
• Smartcare allows child care centers to access accounts for tracking expenses, monitoring income, sending invoices and updating data for backups from anywhere.
• Smartcare maintains employee details, employee benefits, training, sick leave records etc. in a single employee database.
• Smartcare offers a free mobile app for parents to stay connected throughout the day.

Smartcare FAQs

Below are some frequently asked questions for Smartcare.

Q. What type of pricing plans does Smartcare offer?

Smartcare offers the following pricing plans:

Starting from: US$3,00/month

Pricing model: Subscription

Free Trial: Not Available

SMARTCARE FEE DESCRIPTION - $3/per child - per month
1 Smartcare Sign-in/Sign-out Kiosk*
Smartcare Online (including billing and reporting)
Access to center app (devices not included)
Remote or In Person training available
Parent App
Minimum of 20 children per location
Option to use your own equipment - or purchase through us
Credit card rate: 2.85% | ACH fee: $0.40 - per transaction | 12 month contract w/ early termination fee of $299 - per location
*A fee of $299 will be charged for the Smartcare Sign-in Kiosk, unless you provide your own.

Q. What are the main features of Smartcare?

Smartcare offers the following features:

  • Accounting management
  • Attendance management
  • Automatic reminders
  • Automatic scheduled pickup alerts
  • Billing/payment processing
  • Critical messages sent to phone
  • Customer accounts
  • Easy-to-build custom reports
  • Electronic payments
  • Employee management
  • Integration with ChildCare CRM
  • Integration with QuickBooks
  • Mobile app for parents
  • Payroll management
  • Real-Time/Instant Alerts
  • Real-time monitoring
  • Real-time reporting
  • Staff alerts when child is absent
  • Track Hours/Pay/Classroom/etc.

Q. Who are the typical users of Smartcare?

Smartcare has the following typical customers:

Freelancers, Large Enterprises, Mid Size Business, Non Profit, Public Administrations, Small Business

Q. What languages does Smartcare support?

Smartcare supports the following languages:

English

Q. What type of pricing plans does Smartcare offer?

Smartcare has the following pricing plans:

Subscription

Q. Does Smartcare support mobile devices?

Smartcare supports the following devices:

Android, iPhone

Q. What other apps does Smartcare integrate with?

Smartcare integrates with the following applications:

ChildCareCRM

Q. What level of support does Smartcare offer?

Smartcare offers the following support options:

FAQs, Forum, Knowledge Base, Online Support, Phone Support, Video Tutorials