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Early education programs rely heavily on software to streamline daily operations and enhance communication with families. Two popular solutions in childcare management are Procare and brightwheel software.
However, a growing number of childcare programs have made the switch from Procare to brightwheel software. What’s driving this change? Brightwheel's intuitive design, comprehensive features, and painless onboarding process are just a few reasons why programs prefer it.
This article explores the key reasons childcare programs are trading Procare Software for brightwheel and why brightwheel is becoming the go-to solution for managing childcare programs efficiently.
Switching from Procare to brightwheel
Switching childcare management software is a significant decision for any childcare program. Whether driven by the need for more efficient processes, improved communication tools, or better payment systems, finding a solution that aligns with a program's unique needs is essential.
Exploring different options allows programs to identify tools that can streamline daily operations and support staff in delivering quality care.
Many childcare providers find themselves outgrowing their current systems as their needs evolve. For those using Procare, common frustrations often stem from limited flexibility, unreliability, and inefficiencies in daily operations, prompting a search for a more streamlined and user-friendly solution.
Key reasons to switch to brightwheel
Switching from Procare to brightwheel ensures a more efficient, user-friendly experience with enhanced communication, streamlined billing, and comprehensive management tools.
User-friendly and intuitive interface
Brightwheel is designed with childcare providers in mind, offering a simple, intuitive interface that even staff with minimal technical skills can adapt to quickly. Unlike Procare, which can feel overwhelming and less intuitive, brightwheel prioritizes ease of use. Setup is quick and seamless, taking days rather than weeks to get your program up and running efficiently.
Guided onboarding
Switching software can feel overwhelming, but brightwheel makes it simple with a dedicated onboarding coach for every program. From live training sessions to comprehensive tutorials, administrators and staff get step-by-step guidance through the setup process.
Brightwheel also handles data migration, seamlessly transferring rosters, rate cards, and other essential data into the platform to save time and minimize disruptions. Programs transitioning from Procare to brightwheel consistently praise the smooth process and exceptional support provided during onboarding.
Did you know? Download your info directly from Procare and our team will do the rest to upload your student, parent, staff, and billing rate card information within 24 hours.
Reliable, human support
Get ongoing, personalized support at every step with 24/7 access to chatbot, webinars, tutorials, and an engaged community. The average response time for chat inquiries is less than a minute, ensuring users get answers rapidly. You also have the option of scheduling a phone call with a member of our support team.
Dependable performance
Brightwheel ensures reliability with a 99.9% uptime, meaning the platform is almost always available and running without interruptions—a critical feature for smooth daily operations. In contrast, Procare users have reported system crashes, leading to disruptions that can negatively impact administrative tasks and daily workflows.
One platform, tailored to you
Brightwheel connects every aspect of your program—from finances and admissions to curriculum planning and classroom management. Everything is accessible anytime, anywhere, from one easy-to-use platform.
Simple and predictable pricing
Brightwheel pricing is straightforward and scalable based on your program’s needs. It includes access to key features without hidden costs. By contrast, Procare’s pricing model often requires separate payments for add-ons, increasing the overall expense. Ultimately, brightwheel’s value lies in its ability to enhance program efficiency while keeping costs predictable.
I had my training and by that next week we were switching, and I was adding billing plans and adding students. It didn’t take as long as I thought. It probably took a week for me to feel confident.”
Syieda D., Director and Owner of SMG Clubhouse in Horsham and Quakertown, PA
Brightwheel helps us in every way possible. From their onboarding and support team to the features that keep us organized, on track with planning, and communicating smoothly to parents and each other.”
Harida H., Administrator, Play Pals Daycare in Maumee, OH
The brightwheel onboarding process is really, really helpful. They made sure I was using the tool to the best of its abilities, and they took care of uploading all the kiddos into the system.”
Alyssa D., Executive Director at McNeilly Center for Children in Nashville, TN
Switching to brightwheel: Simple, stress-free, and efficient
Making the switch to brightwheel software is easier than you might think. The platform is designed to simplify your onboarding process, so you can spend less time worrying about logistics and more time focusing on what truly matters—caring for the children in your program. Here's how brightwheel ensures a seamless transition every step of the way:
Streamlined setup process
Brightwheel’s onboarding process is built with simplicity in mind. Your roster and rate card can be transferred quickly and efficiently with the help of dedicated onboarding specialists. The platform ensures all of your essential information is seamlessly moved over, saving you time and effort.
Personalized 1:1 support
With brightwheel, you're never alone. The onboarding team works closely with you, providing one-on-one personalized support to keep the transition organized and hassle-free. Their goal is to make sure every detail is managed so you can feel confident throughout the process.
Rapid data migration
Say goodbye to tedious manual data entry. Brightwheel’s advanced automatic data migration tools handle the heavy lifting for you, ensuring your information is moved correctly and completely. These tools not only save time but also reduce the risk of errors, giving you peace of mind.
Live support throughout the process
Brightwheel offers live support at every stage of onboarding. Whether you have questions or need assistance, our team is ready to help. With real-time guidance, you’ll feel supported from the moment you start until your program is up and running.
Focus on what matters most
At brightwheel, the mission is clear—to give childcare providers the tools they need to focus on their passion: caring for children. By simplifying the onboarding process and providing expert support, brightwheel ensures you can transition smoothly without unnecessary stress.
From the initial setup to a fully operational program, brightwheel is there to make your transition easy, efficient, and worry-free. Let us handle the details so you can focus on what you do best.
Free Guide for Selecting Childcare Management Software
Download a free guide to simplify your decision-making process and help you choose the best childcare software for your program.
Comprehensive features that brightwheel offers
Brightwheel goes beyond the basics, offering features that cater to the diverse needs of modern childcare programs. Here’s how brightwheel surpasses its competition:
Automated billing and payments
Brightwheel simplifies financial management with automated billing and secure online payment options. It allows families to pay via multiple methods, including autopay, saving administrators countless hours in manual reconciliation. Procare requires additional modules for advanced billing features, which can incur extra costs.
Family communication tools
Brightwheel excels in fostering connections between providers and families. The platform allows programs to share daily updates, photos, videos, and developmental milestones with ease. For example, parents and guardians can receive instant notifications about their child’s activities directly on their phones. Procare’s communication features lack the real-time richness and user-friendly setup that brightwheel offers.
Curriculum and lesson planning
Brightwheel centralizes curriculum management with powerful tools like Experience Curriculum, designed to help educators create, share, and organize lesson plans and observations seamlessly. Experience Curriculum combines hands-on learning materials delivered to you monthly with digital lesson plans integrated directly within the brightwheel platform.
Multi-location management
For multi-site programs, brightwheel offers seamless centralized oversight. Track performance, manage data, and coordinate operations across all locations effortlessly from one platform.
Improved staff efficiency
Brightwheel eliminates the hassle of managing schedules, lesson plans, and administrative tasks. By reducing paperwork and improving workflows, educators can spend more time caring for and teaching the children.
Centralized platform
Brightwheel is a true all-in-one solution. From check-ins and billing to admissions and reporting, it integrates all essential childcare functions into one platform. Procare, however, often requires the purchase of separate modules, leading to inefficiencies and a fragmented user experience.
Real-time syncing across devices
Brightwheel supports real-time syncing across devices, ensuring that staff and families always have access to the latest updates, regardless of whether they’re on a phone, tablet, or computer. Procare’s syncing capabilities are less robust, which can lead to delays and miscommunications.
Why brightwheel stands out
Brightwheel is more than just software. It’s a comprehensive solution designed to empower early education programs. By focusing on ease of use, robust features, and customer support, Brightwheel ensures that administrators, staff, and families all benefit.
Key takeaways:
- User-friendly interface saves time and minimizes frustration.
- Advanced features like automated billing, parent communication, and lesson planning cater to modern childcare needs.
- Reliable customer support and smooth onboarding make the switch hassle-free.
- Straightforward pricing provides better value compared to Procare’s modular approach.
Discover the difference with brightwheel
Moving from Procare to brightwheel isn’t just a switch in software; it’s an upgrade to a system that transforms how childcare programs operate. Brightwheel saves time, reduces costs, and enhances the experience for families, staff, and administrators alike.
