Software for private daycares

Who pays which part of the fee?

How private daycare is funded differs from country to country, and often from one municipality to the next. In some places part of the cost is covered by public funding and the family pays its own share. Elsewhere families pay the full fee, sometimes with discounts. Whatever the model, the family's invoice has to be right and easy to understand. VakaCloud supports both common ways of charging:

• Actual hours. The invoice is based on the care hours actually used.
• Fixed monthly fee. The family pays a fixed monthly fee per place.

Parents can pay online, including by card. In the demo, we go through your fee model with you and look at how it would show on the invoice.

Read more: Care-time booking and daycare billing

How the price is set

VakaCloud's price depends on the number of children. You choose a package based on how many children your daycare has.

• Children are counted across the whole company. Billing is based on the total number of children in your organisation, not per location. There are no per-location fees.
• There is some flexibility at the package limit. There is a small buffer before you move to the next package, so an occasional overage doesn't bump you up straight away.
• All packages include the same features. Every package includes the complete daycare management system, with no add-on modules.
• The parent app is free. Parents don't pay for the app.
• The notice period is 3 months.

You'll find the packages and prices on the pricing page. Prices exclude VAT. See pricing

Three questions to ask yourself

• How many invoices a month do you correct by hand because a family's share or a discount came out wrong?
• What would your software cost if you grew by one group or opened a new unit?
• How many different programs or spreadsheets do you use today for attendance, messages and invoices?

Families who speak different languages at home

A message only gets through if the parent understands it. The VakaCloud app works in four languages: Finnish, Swedish, English and Polish.

The languages are available to both staff and parents, and everyone sees the app in their own language.

Children's data kept safe

A daycare is responsible for the data of children and families. So it's worth checking three things: where the data is, how logins are protected, and whether a data processing agreement is in place.

• Data is stored on EU servers. Finnish customers' data is stored and processed in Finland.
• Multi-factor authentication (MFA) and regular backups are in place.
• A data processing agreement (DPA) is included in every package.

Up and running the same day

At a small daycare, the manager often handles the rollout alongside everything else. In VakaCloud, guided onboarding takes you through setup step by step. Staff, groups and children are in the system in about an hour, and you can start using it the same day.

What's included in VakaCloud

• Attendance with Täppi tags (the reader is an Android phone with NFC) and absence notifications in the app
• Parent communication: announcements, group and individual messages, photo galleries
• Care-time booking, invoicing by actual hours or a fixed monthly fee, online payments, e-invoice export (Peppol)
• Staffing ratios (rules set to match your local regulations), shift planning and the care-hour report
• VakaCloud HR: timecard and export of working hours to payroll
• Your own form builder, for example for consent forms and individual learning plans

The big picture: Daycare management system· All features: Features