How Smarter Scheduling Can Transform Childcare Billing

A Smarter Way to Manage Childcare Schedules & Billing

Managing schedules and billing in a childcare centre can be challenging, especially when dealing with multiple locations, payers, and varying attendance plans. We understand the challenges centres face, which is why we have completely revamped our scheduling tool to offer a more powerful, flexible, and automated solution: the Multiple Schedule Feature.

A more flexible and intuitive scheduling system makes all the difference. With the ability to create multiple schedules per child, apply location-based invoicing, and track attendance with built-in conflict validation, centres can now manage their operations with more accuracy and less manual work. Whether it is handling split schedules, adjusting fees seamlessly, or simply reducing time spent on administration, this update is designed to bring childcare centres the efficiency and flexibility they need.

Want to take advantage of it? Our team is ready to activate it for you here.

What You Can Now Do with Multi-Scheduler (That You Couldn’t Before)

The Multi-Scheduler feature has been purpose-built to solve real challenges childcare centres face daily. Here is how it transforms everyday operations:

• Create multiple schedules per child across different locations, classrooms, and payers.
• Assign multiple payers with unique fee structures, even splitting coverage across specific days or alternating weeks.
• Set day-level subsidies per payer, automatically calculated and applied.
• Generate location-specific invoices with correct discounts, subsidies, and pricing rules.
• Enable full visibility into a child’s current, upcoming, and past schedules with an interactive timeline.
• Prevent billing and scheduling errors with smart conflict validation.
• Support even and odd week patterns and generate separate invoices for each payer accordingly.

These capabilities were not possible in the previous version of our scheduling tool and represent a major leap forward for administrative efficiency and billing accuracy.

What’s New? A Side-by-Side Comparison

Feature	Old Scheduling Tool	New Multi-Schedule Feature
Flexibility	Single, fixed schedule per child.	Multiple schedules per child, per location, and per payer with unique fee structures.
Permissions and Access	Limited permissions and user roles.	Controlled access through the Billing Module, activated by Super Admin.
Schedule Creation and Editing	One schedule per child with no support for multiple locations.	Multiple schedules with real-time conflict validation for accuracy.
Invoice Customization	Location-based pricing not supported.	Invoices generated per location with correct pricing, discounts, and subsidies.
Timeline View	No clear view of active or expired schedules.	Interactive timeline with schedules labeled active, scheduled, or expired.
Reporting and Visibility	Limited insight into payment history.	Full visibility of past, current, and upcoming schedules.
Subsidy and Multi-Payer Management	Manual payer changes required.	Automated multi-payer support with split days, odd/even weeks, and subsidies.
Multi-Location Support	Child must be re-registered per location.	Unified child records with cross-centre scheduling.

How the Multi-Schedule Feature Solves Major Pain Points

Many centres struggle with rigid scheduling systems that do not accommodate the real complexities of parent needs and billing. When families have varying schedules, unique payment structures, or children attending multiple locations, managing it manually can quickly become overwhelming.

The new Multiple Schedule feature eliminates these challenges by allowing centres to assign children to different locations, classrooms, and payers with automated accuracy. A clear, interactive timeline provides full visibility, while real-time validation prevents double bookings and errors.

Beyond scheduling, the system applies correct pricing, discounts, and subsidies automatically. Invoices are generated by location with complete accuracy, reducing administrative workload and improving parent trust.

Summary of Key Features of the New Multiple Schedule Tool

1. Create and Edit Child Attendance Schedules

• Create multiple schedules across different locations.
• Include location, classroom, dates, products, payers, and subsidies.
• Conflict validation ensures schedules are error-free.
• Schedules can be edited anytime except for location or classroom changes.

2. Interactive Timeline View

• View active, scheduled, and expired plans in one place.
• See key details such as location and date ranges.
• Fully invoiced plans remain visible but cannot be edited.

3. Seamless Schedule Navigation and Switching

• Save prompts prevent accidental data loss.
• Double-clicking a schedule opens it instantly.

4. Smarter Invoice Generation

• Generate invoices per location with correct pricing rules.
• Location-based taxes, discounts, and subsidies applied automatically.
• Invoice creation blocked if a child is not registered at that location.

How to Get Started

Want to start using Multi-Scheduler? It could not be easier. Contact us now.

This release is a must-have for centres looking to streamline scheduling, optimize billing, and eliminate manual errors. Let us help you automate your processes, reduce workload, and ensure accuracy all in one place.

Book a no-obligation meeting today and see how Parent App can make your operations smoother, easier, and more efficient.