Drop In Childcare Center Management Software
Only Professional and Affordable Solution"
asked questions about DropInCare Sage™
following is a list of pre-sale questions and answers. Many of
the questions you might have about our software are probably asked
and answered in this list.
Q. Why is your software so much less expensive
than the competition?
We are asked this question a lot, and the answer is simple. Our
goal was to offer the Childcare provider community a complete
and professional management package that is also affordable. We
keep our expenses low and pass the savings on to you. We don't
buy full page ads in multiple childcare related magazines, we
don't send out glossy information packages, and we don't employ
a large marketing staff. We spend money where it should be spent,
on enhancing and supporting the software. However, the real question
should not be why our software is so affordable, but why our competitor's
software is so expensive?
Q. When does the 60 day money-back guarantee
The return period begins the day your order is placed because
the software is immediately available for download. In the unlikely
event that you want to return the software, we will accept any
valid return as long as the postmark is within 60 days of your
order date, the green serial number envelope is returned still
sealed, and you call us or email us first to get an RMA number.
Q. Do I need to buy two programs to run
it on two computers?
Our license follows the center, not the computer, so you can install
the program on as many computers as you like at your center, at
home, on laptops, etc, including networking the program.
Q. If we have more than one center,
do we share the software or purchase another?
A. If you keep
all the children from all the centers in 1 database, you can use
1 copy of our software. If each location uses its own database,
you have to buy a copy for each location.
Please call us for specific license requirements and pricing for
your center or centers.
Q. What is the cost for upgrades and how
often do you upgrade?
First year updates and support are free and included with the
purchase price. Annual support and updates after the first year
are $100 for regular support, or $125 for networking support which includes support for using our software over a network.
Our support includes all updates released during the support period.
We never force you to repurchase the software. We normally release
an update every 6 months.
Q. Do you offer a demo or trial of the
If you would like see a live online demo, or try the software
installed on your computer, please call us or send us an email.
Q. Do you have references from centers
in my area?
We provided references in the past, but stopped offering them
in 2005. Our reservations about providing references are:
....a) we turn our users into unpaid salespeople, and we have
no idea how long a call will last,
....b) we have to call the centers in your area to get permission
to give out their information, which interrupts their work, and
....c) we offer a 100% 60 day money back guarantee.
Q. Does full documentation come with the
program to look up needed examples or functions?
The program comes with full manuals and guides, tutorials, and
set up samples that cover every part of the system.
Q. I have a question about the registration
code is: Do you have to give me a code to enter into the program
before I can start using the program? Each time my current program
fails I must call tech support to get a code entered into my computer
before I can use the program again?
Our program doesn't work that way. We give you a serial number
once to register the program. That same serial number is always
Q. I am looking for software that will
allow parents to sign in and out by computer.
This software will allow parents to sign in/out by computer and
includes a timeclock program that you can install on a separate
computer so that no one will have access to your main computer,
or to the DropInCare Sage.
Q. Could you please explain the Time Clock
Feature in a little more detail? What type of hardware is needed?
How do you transfer the information back into the main office
The timeclock is a separate program that is included with the
DropInCare Sage package. We recommend that you install the timeclock
on a different computer than the main office computer (the computer
does not have to be new, it can be as old as 5 or 6 years.) To
transfer the timesheet records, you can either network the 2 computers
together, or use a USB stick drive (about $20) and our Timeclock
Link program to transfer timesheets between the computers. The
system is very easy to set up and use.
Q. Can I just use another monitor and keyboard
for the timeclock?
Although you can just use another monitor and keyboard wired into
your main computer, you wouldn't be able to use your main computer
while people were signing in/out, and those people would have
full access to your main computer.
Q. Do you have swipe card capability with
the time clock application?
No, we have found that the costs involved in swipe cards do not
justify their usefulness. The problem is that each parent and
pickup person must have a swipe card and they frequently get lost.
You can assign each child, staff member, parent and pickup person
up to a 5 digit code which the staff or any pickup person can
use to sign in/out. It takes just as long to enter a 5 digit number
on a keypad as it does to take out your card, swipe the card,
and wait a moment for it to process. We also offer a fingerprint
scanning addon for signing in/out.
Q. We have a drop-in center. We were just
wondering if this program can be adapted to this type of center.
It looks like the record keeping capabilities are exactly what
we are looking for, but wonder if the Time Clock feature will
work in an hourly center.
We offer a special version of the DropInCare Sage for drop in centers. Please go to www.dropinsage.com.
Q. Can your program control a door?
Yes, but you will need to purchase a circuit board that lets the
computer open the door (please see the door strike manual on our
Resources page.) Since you still need a computer to run the timeclock,
which will open the door, this functionality is best used in a
location that has an indoor area where the computer can be set
Q. Does your software produce schedule
Yes, the system produces reports that count how many children
arrive and leave every hour as well as how many children are at
the center in each class for every hour based on either scheduled
hours, attended hours, or both. The reports even show staffing
requirements for each class for each hour. There are also staff
schedule sheets that show which hours each staff member is scheduled
Q. I am interested in buying your software.
I just want to know what integrated accounting reports can be
generated from your package? Do I have to buy an accounting
software like Quickbooks to do my accounts P&L and B/S in
addition to your software? Is there a check writing facility?
You can run reports like total income, total payments received,
total payments made to staff, general balance reports that show
who owes for charges, center expenses, etc. The accounting functionality
is comprehensive but does not include check writing.
Q. Is this software compatible with any
other accounting software such as Peachtree or Quickbooks?
Yes, with Quickbooks Pro, Premiere and Accounting.
Q. Does this system support year-end tax
Yes. For parents, the system will generate a report that contains
all charges and payments or a report that breaks apart childcare,
other expenses, and payments. For the center, there are reports
that contain childcare charges, payroll payments, center expenses,
and net income.
Q. Can I post expenses on your software?
You can post expenses for both Child accounts and center expenses
such as rent, utilities, etc.
Q. One of my questions is does the software
actually do employee paychecks including taxes and or deductions?
Yes. Payroll and paycheck printing is built into the software.
Q. How many years of business does the
system keep? Are there at least 2 years of reports available for
Unlimited, the system will keep all records until you delete them.
We also have a year end cleanup utility that will clear prior
year charges, expenses, payments, and timesheet records.
Q. By what means is the photo placed in
the child’s file? Is it saved and uploaded or what?
The software can display any photo that is saved on your computer.
You simply use a digital camera to take the photo, upload the
pictures to your computer and copy the pictures into a picture/photo
folder. You then click on the photo area in the contact card and
select the photo file. If you don’t have Microsoft Word on your
computer, you must save the file as a .bmp format, otherwise you
can use .jpg or .bmp format.
Q. Can other photos be included in the
Up to 7 photos can be included for each child. (1 for the child,
2 for the parents, and 4 for other pickup persons)
Q. I printed off screen shots which seem
small. Also, can users modify/define fields?
Users cannot modify or define the screens. Keep in mind that the
screenshots are not actual size and all of the screens are larger
than the screenshots.
Q. Does the program provide any alerts,
i.e., for immunization boosters?
Yes it does. There are reports that list all immunizations due
for any period you specify and immunization histories.
Q. How does the program back itself up?
There is an automatic weekly backup to your hard drive, plus the
system can back itself up to an external drive that you specify.
We recommend that you purchase a USB keychain drive (also known
as a flash drive, jump drive, cruiser, microvault, etc) to use
for backups. The cost for a 4GB USB drive (which will hold 100's
of backups) is about $15.
Q. Does the program keep track of all needed
trainings and completed training per employee?
Yes, the program uses the same area to keep track of immunizations
for children and certification/training for staff.
Q. Does the report function include an
emergency contact list? Is there the ability to add to a child's
attendance schedule after it has been entered and can it be entered
daily for a month?
Yes to all.
Q. We have clients in need of a day care
software package capable of monitoring the federal food program.
Does your package have that feature?
Our system can plan and store menus and meals, and it can track
which meals each child ate at the center. The system will produce
all necessary CACFP compliant reports including meal counts, reimbursement
tier reports, and menu charts.
Q. Does your software have password builts
in? If yes, is it a level password (i.e. different password protecting
basic information from accounting)
There are 5 built in password levels.
View- lets parents see their child’s account by entering
in the child’s ID. Doesn’t allow changes.
2) Change- lets staff change child’s account, but doesn’t
let them see other staff, or change financial info.
3) Child- adds the ability to change child financial information to the change level
4) Accounting- can do everything except change the passwords
5) System- all functionality
Q. Since I do not live in the US, and therefore
make use of a different currency, does this software let you amend
the $ sign from all reports, records and invoices?
Yes, the software will use whatever the default Microsoft Windows
currency format is.
Q. How long before you expect to be able
to accommodate Canadian addresses etc.
The program currently has 2 address lines and a city, state, zip.
You can use the second address line for the Canadian city, province
and zip code. You can use the city as the country.
address would like:
123 Main Street NW
Montreal QC H37 Y27
only problem with this is that you will not be able to search
for contacts by city, state, zip, but in the childcare program,
that should not be a problem.
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