👩🏽‍💻 The Power of CCMS Tools

Today’s Issue: What’s Cinco de Mayo All About?, Reader Poll, Why Implement a CCMS Tool, ECE News, AI Hacks for ECE = 1 cup of coffee.

Cinco de Mayo Come and Gone: Cinco de Mayo is a favorite holiday celebrated across the US. While all of us like to celebrate with tacos and margaritas, not many folks know the origins of the holiday. 🌮 The holiday marks the anniversary of the 1862 victory by Mexican troops over invading French forces at the Battle of Puebla. I didn’t know that! Now fast forward to 2025. Not much has changed with the celebrations. From sombreros to Coronas, we hope you all had a great Holiday! Salud!

Summer is right around the corner! We’d love to hear from you to see what you do to keep the families entertained during the summer months.

📡 Why 2025 Is the Year You Need a Childcare Management System (CCMS)

I got my start in early childhood education in April 2001—not in a classroom, but as a Software Consultant with Procare. A few months earlier, I’d interviewed with Jeff Blum, Procare’s founder. Jeff spent nearly two hours walking me through his modest Medford, Oregon office, answering questions and proudly showing me their new equipment for burning CDs to ship their software. (Yes, it was the early 2000s!)

When I accepted the job, I told my wife, “I’m not sure how many child care centers want to buy software, but this could be a fun job for a couple of years.” Fast forward 23 years — I only recently stepped away from my career at Procare.

I’m telling you this because after two decades in this space, I’ve never seen a more critical moment for centers to adopt a CCMS than right now.

The Pressure Is Real

Our industry is shifting fast. If you're not adapting, you’re falling behind. Just look at what we’re all up against:

● Rising labor costs and chronic staffing shortages

● Parents with Amazon-level expectations for real-time updates and seamless digital experiences

● Complex licensing requirements

● Corporate-backed centers entering the market with sleek tech, massive marketing budgets, and streamlined operations

It’s a lot. But here’s the good news: you’re not powerless. A robust CCMS can give you the edge you need.

What Happens If You Don’t?

● Manual processes = lost time, more mistakes, and missed revenue

● Uncollected tuition = money left on the table

● Burned out staff = higher turnover and lower morale

● Frustrated parents = bad reviews and declining enrollment

Too many owners are forced to sell or close their centers—not because they lack passion, but because their systems can’t keep up. That’s heartbreaking, especially when we know how essential community-rooted child care providers are to families and neighborhoods. We need you. Your community needs you. Your kids need you.

How a CCMS Helps You Thrive

● Automated billing: No more chasing payments

● Digital enrollment & attendance: Say goodbye to paperwork piles

● Built-in parent communication: Keep families informed and happy

● Business dashboards: Get insights without drowning in spreadsheets

● More time for kids: Less time lost to admin chaos

Why Now?

Because 2025 is a turning point. Today’s CCMS platforms are more user-friendly, affordable, and customizable than ever. Many integrate with tools you already use, like QuickBooks. And let’s be honest: if parents are Venmo-ing their dog groomer, they’re expecting digital communication and billing from your center, too.

Meanwhile, regulation is only getting tighter, and consolidation in the industry isn’t slowing down. Waiting to adopt a CCMS means falling further behind.

What to Look For in a System

Not all software is created equal. Choose a CCMS that offers:

● Easy setup and usability

● Responsive customer support

● Integrations with your existing tools

● Scalability as you grow

● A development team that’s actively improving the platform

Consider your budget, team comfort level, and unique program needs. The time you spend evaluating and implementing the right software will have a multiplying effect on the cost savings it creates.

What We’ve Learned from 10,000+ Centers

At The Ecential, our team has worked with thousands of child care owners. The difference between those who thrive and those who struggle is crystal clear:

Thriving owners fully embrace technology. They don’t dabble — they implement systems and use them to drive their operations.

Struggling owners often buy software but never fully use it. They stay buried in day-to-day tasks, letting the business run them instead of the other way around.

And the big groups snapping up centers? They’ve figured out how to run ECE like a business — leveraging systems to improve outcomes and maximize resources.

Don’t Get Left Behind

If you're not using a management system by the end of 2025, it's not just inconvenient — it could be a liability.

This isn’t hype. It’s what we’re hearing every day from centers across the country: the game isn’t just changing — it already has.

So here’s your call to action:

● Research your options

● Book a few demos

● Talk to other owners who’ve made the leap

● Choose a system that works for you — and use it

Procare Promotion!

Notice anything new? We are excited to announce that Procare Solutions is sponsoring The Ecential for April & May. During these months we are focused on content related to leveraging technology (specifically a CCMS) in ECE and the team at Procare wants to help our readers. During these months, Procare will be offering 3 months FREE! So when exploring CCMS solutions, be sure to check them out!

AI ECE Hack

In the U.S., about 22% of children under age 8 live in homes where a language other than English. AI can help with translating all your documents into other languages to support ESL families. Just follow these steps!

• Choose a tool: Free options like ChapGPT.

• Ask the right prompt: ”Hey ChatGPT, can you translate these documents for me into Spanish and Arabic? Can you provide me the documents in Word or PDF format?”

• Attach the documents: Either upload through the link in the chat window or drag and drop.

• Let it do the work! Voila! You’re all set.

ECE in the News:

Governors Committed to ECE: Recently, 48 state governors gave their state of state addresses. 63% across party lines all expressed their commitments to funding ECE programs and providing access to quality care for families. We’re excited to see our state leaders taking action!

Los Angeles Free Centers to Close: While several leaders have been touting their commitments to ECE, the city of Los Angeles announced that it will close its free childcare centers across the city. The centers opened in 2021 during COVID to provide care in disadvantaged areas. The centers’ funding was tied to federal relief funds. As those funds now dry up, the city is faced with the tough decision to close the much needed centers.

The Internet is a Playground:

🗓️ On this Day in History: John Steinbeck won the Pulitzer Prize for the “Grapes of Wrath” in 1940. This iconic book follows a family fleeing Oklahoma during the Great Depression seeking a better life in California. We still remember it pretty well from our high school required reading. 📖

🌞 That’s Neat: With the warmer weather, who doesn’t want to have their cup of coffee in the sun. This fun tool helps you find sunny cafes around you.

🎮 Yikes! Xbox Costs up 25%?!: Those global tariffs really are impacting EVERYTHING. Microsoft announced that prices for Xbox are jumping up 25% due to the increased costs. Hope nobody’s kid is asking for a new console for their birthday!

🐾 Awww What a Puppy Sees: Who’s a good boy? This little guy.

YOUR VOICE COUNTS

Is there a topic you want more info on or want to share a funny story? Then let us know! Shoot us a quick email at [email protected]. This newsletter is for you, and well, you should have a say, don't’ you think?