How Kokomo24/7’s Host™ Solution Became A Game Changer For Childcare Management And Payroll Processing

With the average pre-K parent either working a full-time job or spending their days supervising their kids, it is no surprise that the childcare industry is a growing industry. The caveat is that the inevitable logistics associated with offering a childcare service, especially for companies with multiple providers and locations under their management, is often a challenge.  

Industry projections indicate that the pre-K marketplace in the United States alone will hit $95.13 billion by 2034. This is a significant sum and leads to an expectation among parents that pre-K providers are not spending non-childcare hours on burdensome logistics and paperwork.

In fact, this industry (which includes daycare providers, in-home providers and pre-school programs for working families) requires not only attendance management – usually in the form of a check-in/check-out process that doubles as a child-centric visitor management system – but also invoicing and payroll. Both of these logistical processes are a critical part of the childcare industry.

Payroll management is especially important for the childcare agencies that manage multiple providers and locations. Increased demand for services and the expectation that both parents are either working or need an additional resource for their pre-school children has seen the rise of professional caregivers, many of whom could be classed as independent contractors.

While the benefits of the connected society have digitized every industry, the rapid market expansion in childcare services over the last 20 years has not always kept up with the latest technology. According to Abby Uppal, Executive Director at Weslock Day Care Services, the need to update the workflows and associated logistics elements was a key reason for contacting Kokomo24/7®.  

As part of the Wee Watch community, a Canadian network of over 160 licensed providers and around 1,440+ children, the agency was spending a not-insignificant amount of its day-to-day operations tracking check-ins, check-outs and payroll with pen and paper. On average, she said, payroll processing alone could take up to 48-72 hours every fortnightly pay cycle.

What she wanted was an easy-to-use software solution that not only reduced the time spent on manual processes but also digitized and streamlined the process for all end users.

“All check-ins, check-outs, and payroll data were tracked using pen and paper,” she said. “This led to long processing times, inconsistent records, and a high administrative burden to manually calculate pay across different program types and overtime rules.”

Childcare providers can vary in age, experience and digital literacy, all of which can impact how the provider does their job. Older caregivers, for example, might use a mobile device as opposed to a desktop to run the visitor management side of a business but it is not unreasonable to assume that day-to-day activities of a location involves more than just checking children in and out or sending photos via communication portals such as WhatsApp.

Abby also had to ensure that the day-to-day childcare provided was not disrupted by a steep learning curve or additional hardware in the childcare location. For that reason alone, Abby sought advice from (among others) her payroll provider as to the best path to take. A vendor recommendation from Wee Watch’s CFO also convinced her that Kokomo24/7 was worth checking out.

“We were referred to Kokomo by ADP in early 2023. I hadn’t heard of them before, but I’m so glad we followed the recommendation—it’s been one of the best decisions we’ve made,” she said. “Since the day we started to work together, the Team has always been very attentive to our needs. We got tailor made results. The Team is very efficient, mindful of clients’ needs and amazing in executing.”

In her initial reach-out to Kokomo24/7®’s solution team, Abby identified four specific challenges that were top-of-mind. These included the digitization of attendance tracking, streamlining payroll processing, a reduction in manual effort, and the ability to ensure pay accuracy across all childcare providers. She also wanted a software-only option that didn’t need hardware installation, and which could be deployed remotely.

Kokomo24/7®’s HOST™ solution ticked all the boxes. Kokomo24/7® was the perfect fit for an agency that would admit that its analog processes were largely responsible for preventable headaches for providers and staff alike. Implementation began in early 2024 and was completed in around three months. This included onboarding providers of all ages and training these professionals to use the software effectively.

For Abby, the “aha” moment came almost immediately.

“I told the Kokomo24/7® team what I envisioned, and they made it happen— exactly how I pictured it. It felt too good to be true, they truly delivered and exceed my expectations.” Abby explained. “Every time I’ve asked, ‘Can we digitize this?’ the answer has been yes and they’ve followed through every time.”

Attendance is now tracked digitally, tied to “care codes” that determine pay eligibility, and automatically generates customized payroll reports sent directly to ADP Workforce Now. What once took days now takes just 3 hours.

According to Abby, the two integrated features that have had the most impact – the Log Book and the payroll processing – have not only modernized the agency but also delivered an end user experience that simplifies provider management, irrespective of location or the number of children being cared for. Every request made has been met with a solution, with Abby citing Kokomo24/7®’s willingness to face the challenges presented with a proactive and thoughtful approach making a huge difference to how the agency operates.

This alone, she said, has allowed her team to focus “more on supporting our providers and families.”

“Digitizing our data with Kokomo has truly been life changing. For years, we relied on manual processes that were time-consuming and prone to error. With Kokomo, it felt like they read my mind and built exactly what we needed, before I even finished explaining it.”

If you are a provider that sends regular invoices or child tracking data to a third party, then you need effective reporting and reimbursement functions.  Kokomo24/7®’s HOST™ solution both eases the process and delivers an experience that Abby is happy to describe as a “game changer.”

“Before Kokomo24/7®, payroll took up to 72 hours every cycle; it was completely manual and incredibly time-consuming,” Abby said. ”Now, with Kokomo HOST™, we complete it in just 3 hours. The time we’ve saved allows us to better support our providers and focus on the families we serve. The Kokomo24/7® team has been responsive and thoughtful, especially with building custom reports and helping us integrate smoothly with ADP. We’re looking forward to continuing our work together.”

About Kokomo24/7® 

Since 2018, Kokomo24/7®’s configuration-based platform has helped over 120 national and global organizations respond quickly to safety, wellness, and compliance needs. From visitor management to behavioral threat assessment and emergency alerts, Kokomo24/7® powers holistic school safety for a better everyday experience.