The happy way to run your childcare center
A friendly tour of everything Learning Clubhouse does — written in plain English for daycare owners and directors.
Hello! We made this for you.
Running a childcare center means being a teacher, an accountant, a nurse, a scheduler, and a customer-service team — often before 9 a.m. Learning Clubhouse is your whole center in one place — so you type things once, and everything that should know about it, knows.
Everything talks to everything.
Five apps and a paper binder
Attendance here, billing there, photos in texts, and licensing files in a cabinet.
One login, one truth
Enter a child once. Their room, reports, billing, and portal all update together.
Typing the same thing twice
A new family means re-entering names in three different places.
The app does the chasing
Automatic invoices, payment reminders, and expiration alerts — sent for you.
Chasing, always chasing
Payments, permission slips, immunization records — you are the reminder system.
Know your day by 8 a.m.
One dashboard shows who’s in, who owes, and what needs you today.
Finding out too late
You learn a room was over ratio, or an account is 60 days behind, after the fact.
More time with kids
Less admin at naptime, fewer evenings buried in paperwork.
Enter it once. See it everywhere. That’s the whole idea.
Your whole morning, on one screen.
Log in and the day is already organized: every room, every message, every dollar, every reminder. Click any number and you land exactly where the work is.
Good afternoon, Solange
Monday, September 21st · Sunrise Grove – Main Campus
Needs your attention: 2 classrooms over ratio · 1 credential expiring · 1 immunization record missing
Present now
7
9 enrolled · 1 checked out
Staff on shift
0
3 active
Rooms in compliance
9/12
3 over ratio
Outstanding bills
$1,920
2 invoices
Live classrooms
Open attendanceSeedlings (Infants)
No teacher signed in · over ratio• No teacher clocked in
• Class over ratio
Sprouts (Toddlers)
1 teacher · in ratioRoom-by-room, live
See who’s checked in and how many teachers are in each room — a room that needs help turns red so you can fix it fast.
Messages up front
New parent messages wait at the top. Reply right from the dashboard, and answered ones tidy themselves away.
Money at a glance
The total owed to you, which families are behind, and a one-click friendly reminder.
Today, handled
Events, field trips, child medication reminders, and staff renewals — all lined up so nothing sneaks up on you.
You didn’t open five tabs. You opened one — and you already know how your day looks.
From “just looking” to first day.
Every inquiry, tour, application, and waitlist spot moves along one friendly pipeline — so no family ever falls through the cracks.
Enrollment Application
Tell us about your family. A staff member will review and follow up.
Children
Medical
Guardians
Pickups
Schedule
Policies
Review
Child(ren) to enroll
First name
Last name
Preferred name (optional)
Date of birth
Desired start date
Gender (optional)
First name
Last name
Preferred name (optional)
Date of birth
Desired start date
Gender (optional)
Parents register online
Send a link; families fill everything out on their phone — contacts, medical info, signatures — and pay the registration fee right there.
Approve once, done
When you approve a registration, the child, family, billing, and parent app access are all created for you.
A waitlist that works
See who’s waiting for each room, make an offer in one click, and it politely expires on its own if unanswered.
Never lose a lead
Tours get reminders, follow-ups get tasks, and you can see your whole enrollment pipeline like a bulletin board.
New families feel taken care of before their child ever walks in — and you never type a name twice.
Every child’s story in one place.
Family, health, schedule, paperwork, and history. The important stuff — allergies, custody notes, who may pick up — is impossible to miss.
All families
Garcia Family
garcia@example.com 555-0101
Children
3
Guardians
2
Outstanding
$320.00
Children
AddAva Garcia
2 yr · enrolled
Leo Garcia
2 yr · enrolled
Mia Garcia
4 yr · enrolled
Guardians & contacts
AddSofia Garcia
mother · 555-0101
Rosa Delgado
grandmother · 555-0144
Recent calls & interactions
Log call/visitSep 22 · Sofia called about adding Rosa as an authorized pickup — approved.
Safety facts, always visible
Allergies and pickup restrictions appear on every screen with the child’s name — for you, your teachers, and the kiosk.
Immunizations tracked
Records are checked against your state’s schedule. When a dose comes due, you and the family both get a gentle nudge.
Paperwork that files itself
Registration forms, medication consents, and custody documents attach to the right child — with expiry reminders.
Parents help keep it current
Families update contacts or upload records from their app; you approve changes before they touch the official file.
Need an emergency card or medication form? It prints, beautifully, in one click.
Good mornings, made easy.
A tablet at the front door becomes your check-in kiosk, and parents can also scan a QR code from their phone. Every parent and staff member gets their own secret code — tap it in, pick the kids, sign, done.
Sunrise Grove Early Learning - Main Campus
Check-in kiosk
Enter your PIN
Staff and authorized guardians — your PIN identifies you automatically.
This session locks automatically after a short period of inactivity.
Drop-off in seconds
Codes only show a parent their own children, honor pickup rules automatically, and capture a signature when your state wants one.
Ratio watch
Rooms count themselves. If a room drifts out of ratio you see red instantly — and can move a child with one tap.
Staff clock in too
The same kiosk clocks your team in and out — and their hours flow straight into timesheets for payroll.
Parents report absences
“Home sick today” from their phone updates your rosters and the teacher’s list before circle time.
Every check-in is timestamped, signed, and saved — the attendance history licensing loves to see.
Share the day, not just the pickup line summary.
Teachers tap what happened — meals, naps, diapers, potty, activities, moods, photos — and each child’s day builds itself.
Daily reports
Sprouts (Toddlers) · Thursday, September 24
Published
8 / 12
Drafts
3
Photos today
23
Pre-filled from menu & lesson
100%
Mia Garcia
Liam Johnson
Zoe Patel
Luna Morales
Noah Bennett
One tap, whole class
“Lunch: spaghetti, ate most” for all twelve kids in one action — then tweak the one who only picked at it.
Photos parents keep
Pictures land in each family’s private gallery — only ever for children with photo permission.
Today’s plan, suggested
The day’s menu and lesson activities pop up as suggestions, so recording “what we did” takes seconds.
Incidents, handled with care
Bumps and bites get their own private, signed report to the right family — never broadcast in the class feed.
Parents stop asking “how was her day?” — because they already know, and they love it.
Reach every family without group-text chaos.
A real inbox for your center: message one parent, one classroom, all staff, or everyone — and always see who you’re sending to.
Inbox
Conversations with families, staff, and groups — with scheduling, exports, and read receipts.
Garcia
9/21/2026Welcome to Learning Clubhouse
Johnson
9/20/2026Liam's snack preferences
Liam's snack preferences
Johnson
Emily Johnson · 9/20 11:00 AM
Maria Teacher · 9/20 12:00 PM
Everything in one thread
Conversations stay attached to the family and child, with inbox, sent, and archive folders — searchable forever.
Know it arrived
See sent, delivered, and read — and retry just the ones that bounced.
Announcements & events
Post to every family’s news feed, schedule the newsletter for Monday 8 a.m., and respect quiet hours automatically.
Templates save your words
Welcome notes, reminder nudges, weather closings — write them once, personalize automatically.
Email is built in from day one — and it’s texting-ready the moment you want to turn that on.
Plan learning without the Sunday-night scramble.
Drag activities onto a weekly calendar, copy last week in one click, and build from a library of your own favorites.
Lesson Planning
Weekly plans with multi-class support, itemized objectives, per-activity domains, and AI drafts that ask questions first.
Colors All Around
Week of 2026-09-21 · Explorers (Preschool)
Identify primary colors (cognitive)
Community Helpers and Our Neighborhood
Week of 2026-09-21 · Infants A
Identify 3-4 community professions; fine motor through pretend play; social cooperation; tools used by helpers.
MONDAY
Intro to community helpers via picture cards + group discussion.
Materials: cards, props, crayons
TUESDAY
Sorting activity: match tools to the correct professional.
Materials: cards, props, crayons
WEDNESDAY
Read 'The Little Fire Engine' + practice Stop, Drop, and Roll.
Materials: cards, props, crayons
THURSDAY
Postal play: write 'letters' to classmates and deliver to mailboxes.
Materials: cards, props, crayons
FRIDAY
Guest speaker / virtual bakery tour; create simple snacks as chefs.
Materials: cards, props, crayons
Copy, tweak, done
Last week’s plan becomes this week’s in a click — swap Thursday’s activity and you’re finished.
Your own activity library
Save the crafts and games that work, tagged by age and skill, and reuse them across rooms.
Plans feed the day
Published activities appear as one-tap suggestions in daily reports.
Share with families
Parents see the week’s plan in their app — it shows how much learning happens at your center.
Directors can review and approve plans before they publish — or let trusted teachers fly.
Meals planned. Allergies watched. Counts kept.
Build breakfast, snacks, and lunch on a weekly calendar — with a separate infant track — then publish to families and print for the kitchen.
Nutrition & Menus
Plan menus by classroom, pull from recipes, track production and meal counts, with real-time allergen conflict detection.
Sun, Sep 20
PUBLISHEDMon, Sep 21
PUBLISHEDTue, Sep 22
PUBLISHEDWed, Sep 23
PUBLISHEDThu, Sep 24
PUBLISHEDThe allergy guard
Plan a peanut item and the app immediately flags the kids it affects — and records the substitution.
Infants get their own plan
Bottles, purees, and each baby’s feeding instructions live alongside the big-kid menu.
Food-program friendly
Meals served are counted automatically from daily reports — your CACFP claim numbers are ready at month-end.
Reuse what works
Save favorite meals and whole weeks; copy forward and swap a day.
Families see the menu in their app — one less “what did he eat?” conversation at pickup.
Take care of the people who take care of kids.
Profiles, schedules, timesheets, time off, and every certification in one place — with reminders so nothing expires quietly.
Staffing
Auto-schedule the week, clock-in flows into timesheets, run payroll in one click.
Maria Gonzalez
Lead · Seedlings
Jane Director
Director
Tim Assistant
Aide · Sprouts
Elena Rivera
Lead · Explorers
Credentials that warn you
CPR, background checks, TB tests, training hours — tracked with 60/30/7-day reminders.
Schedules without gaps
Build the week from a template; the app warns you when a room is short before you publish.
Timesheets do themselves
Kiosk clock-ins become clean, exportable, payroll-ready timesheets.
Onboarding checklists
New hires get a ready-made list — handbook, clearances, training — so day one is organized.
Time-off requests come in through the app, and approvals check your coverage automatically.
Get paid on time — without the awkward chase.
Set tuition once and invoices create themselves, on your schedule. Parents pay by card or bank transfer in two taps.
Finances
Your center's financial command center — cash flow, insights, and actions.
Outstanding
$1,920.00
43 families
Collected this month
$320.00
33.3% collection rate
Overdue
$1,600.00
2 invoices
Projected per cycle
$0.00
1 enrolled
● OVERDUE FAMILIES · 2 · $1,600.00
REVENUE TREND (6 MONTHS)
Invoiced vs collected per month
SPENDING THIS MONTH
Open expenses$0.00
No expenses logged this month.
Recent invoices
Open billingINV-1004 · Patel · $1,280 · Sent
Recent payments
Open billingGarcia · $320 · Card · 9/20
Invoices on autopilot
Weekly, monthly, or your own rhythm — generated, emailed, and tracked. Late fees apply by your rules.
Autopay parents love
Saved cards and bank accounts, receipts in seconds, and gentle reminders before anything is overdue.
Subsidies made simple
Split a bill between an agency and a family copay, and produce the attendance-backed claim report.
Tax time in one click
Year-end statements for every family — generated for everyone at once.
Every payment traces cleanly from invoice to bank deposit — reconciliation without spreadsheets.
Be inspection-ready every day.
Learning Clubhouse quietly keeps licensing paperwork current — and shows you a readiness score so you always know where you stand.
Compliance
Track your center's compliance status and operational logs. Configure rules in Settings.
Compliant
11
Non-compliant
13
Pending review
1
Tracked records
25
0% Compliance readiness
Action needed0/7 areas clear · 2 critical · 5 need attention
Critical issues
2
Areas needing attention
5
Classrooms over ratio
3
Expired credentials
1
Staff:child ratios
3 classroom(s) out of ratio
Staff credentials
1 expired · 1 expiring ≤60d
Immunizations
0 expired · 0 expiring · 9 no record
Required consents
9 child(ren) missing a required consent
Ratio rules by state
Room counts checked live against your state’s numbers — with alerts before you drift out.
Immunizations & health forms
Due and overdue doses flagged per child, with reminders and space for exemptions.
Staff clearances & training
Background checks, CPR, and annual training hours tracked with expiry warnings.
Drills, safe sleep & medication logs
Fire-drill reminders, infant sleep checks, incident reports, and every dose recorded against a signed authorization.
The one-click inspector packet: roster, immunizations, clearances, drill log, incident register — instead of a week of binders.
Like an assistant director who never sleeps.
The built-in AI Assistant watches your center’s own information and taps you on the shoulder at the right moment — then drafts the busywork.
Good afternoon, Solange
Monday, September 21st · Sunrise Grove – Main Campus
Needs your attention: 2 classrooms over ratio · 1 credential expiring · 1 immunization record missing
Present now
7
9 enrolled · 1 checked out
Staff on shift
0
3 active
Rooms in compliance
9/12
3 over ratio
Outstanding bills
$1,920
2 invoices
Live classrooms
Open attendanceSeedlings (Infants)
No teacher signed in · over ratio• No teacher clocked in
• Class over ratio
Sprouts (Toddlers)
1 teacher · in ratioA morning brief
Staffing versus expected attendance, unanswered messages, payments due, and what needs you first.
Heads-up, with proof
“Room B will be short-staffed at 12:30” — every alert shows the records behind it.
Drafts, not decisions
It writes the reminder email or newsletter draft; nothing sends until a human says so.
Ask it anything
“Which children are missing MMR doses?” — plain questions, plain answers from your own records.
It even suggests your state’s licensing rules from your address — you review and approve every one.
Every room, every seat, at a glance.
Set up programs and classrooms with licensed capacity and age ranges, then see live counts and open seats across your center.
Classrooms & Tuition plans
Capacity, required ratios, lead teachers, and tuition plans for this center.
Explorers (Preschool)
3–4 yrs · ratio 1:10
Lead: Elena Diaz
Infants A
0–1 yrs · ratio 1:4
Lead: Amina Clark
Infants B
0–1 yrs · ratio 1:4
Lead: Joy Okafor
Pre-K
4–5 yrs · ratio 1:11
Lead: Robert Lewis
Sprouts (Toddlers)
12–24 mo · ratio 1:6
Lead: Sam Reed
School Age
5–10 yrs · ratio 1:12
Lead: Omar Torres
Rooms that know their limits
Each classroom holds its capacity, age range, and ratio rule — placement warns you before you overfill.
Move kids for the afternoon
Temporarily move a child to another room; checkout puts them back automatically.
Center calendar
Closures, holidays, and events live on one operating calendar families can see.
Multi-center ready
Switch between locations in a click and report across your whole organization.
Open seats are revenue — now you always know exactly where they are.
See open seats months before they happen.
As children age up and graduate, Learning Clubhouse projects each room’s openings so you can fill them before they cost you.
Waitlist order · aging-up cascades · staff leave
Capacity Forecasting
Forecast date
Saturday, January 2, 2027
Total enrolled
62
Licensed capacity
94
Aging up by then
10
Waitlist placed
6
Projected vacancies
26
Staff gaps
1
Seedlings
Ages 0–1.4 · ratio 1:4 · capacity 8
Enrollment
4 / 8
8 now → 4 on Jan 2, 2027
Staff needed
1
1 available · no gap
Aging up
4
by Jan 2, 2027
Sprouts
Ages 1.5–3 · ratio 1:6 · capacity 12
Enrollment
12 / 12
8 now → 12 on Jan 2, 2027
Staff needed
1
1 needed · 1 gap
Aging up
2
by Jan 2, 2027
Staffing gap Dec 21 – Jan 8: Ms. Rivera on leave, 12 children need 2 teachers at 1:6
Age-up projections
Know which toddlers move to preschool next month and which seats open behind them.
Fill gaps early
Matching waitlist families appear next to every projected opening.
Revenue at risk
See the tuition an empty seat would cost — and how many tours you need.
Plan staffing ahead
Forecasts show when a room will need another teacher to stay in ratio.
Stop discovering empty seats on the first of the month.
A beautiful website for your center — built in.
Publish a mobile-friendly center page with your photos, programs, and hours — connected straight to your enrollment pipeline.
Where little learners grow at Sunrise Grove
A warm, nurturing place for your child to play, learn, and make friends — with daily photos and updates for you.
Our programs
A classroom for every stage
Seedlings
Ages Infant · 0 mo – 17 mo
6:00am–6:00pmSeedlings Full Time
Mon–Fri · 6:00am–6:00pm
$285 / wk
Stork
Ages 0–1 yrs
6:00am–6:00pmStork Part-Time
3 days/week · you choose the days
$175 / wk
Stork Full Time
Mon–Fri
$265 / wk
Explorers
Ages 1–2 yrs
6:00am–6:00pmExplorers Part Time
3 days/week · you choose the days
$150 / wk
Explorers Full Time
Mon–Fri
$240 / wk
No web designer needed
Pick your colors, add photos and programs, and publish in minutes.
Inquiries land in your pipeline
Every tour request and inquiry becomes a prospect automatically.
Your own domain
Use your center’s web address so families find you easily.
Always current
Openings, hours, and programs update from your center data.
Your best first impression, working while you’re with the kids.
An AI-powered CRM that turns inquiries into enrolled families.
Every lead is scored by AI, followed up automatically, and tracked from first click to first day.
Prospects & Pipeline
AI-scored leads with automated follow-ups, from first contact to enrollment.
New this week
14
Open leads
38
Hot leads
9
From your website
22
Conversion rate
41%
Mason Brown
Lisa Brown
WARM · 72AI: Asked about infant openings for Nov — reply drafted.
website
Harper Quinn
Dana Quinn
COOL · 48Auto-reply sent in 6 sec with tour link.
Gordan Hart
James Hargrett
HOT · 85Prepare for in-person tour tomorrow; discuss full-time Explorers.
website
Tour Sep 30 at 3:00 PM
Sophia Lee
David Lee
WARM · 78referral
Tour Oct 2 at 10:00 AM
Nia Joseph
Marie Joseph
HOT · 91Application 80% complete · reminder scheduled.
website
Liam Ortiz
Carla Ortiz
WARM · 66Kai Sato
Ren Sato
COOL · 58Seat opens Jan 4 in Sprouts — offer queued.
Ava Kim
Joon Kim
COOL · 41walk-in
AI lead scoring
Hot, warm, and cool ratings show who is ready to enroll, with AI notes on what to do next.
Pipeline at a glance
Inquiry, tour, application, offer, enrolled — drag families along a simple board.
Tour scheduling & follow-up
Booked tours get reminders and follow-up tasks so no lead goes cold.
Conversion reporting
See inquiry-to-tour and tour-to-enroll rates by month and source.
Enrollment automation
Offers, forms, and fees go out automatically at each stage.
Know your numbers — and grow on purpose.
Every inquiry answered in seconds.
When a family reaches out after hours, the Auto Responder replies right away with your info and next steps — in your voice.
Replies in seconds
Auto responder
Do you have openings for a 2-year-old starting in November?
Auto reply · sent in 4 sec
Hi! Our Daisy room has 2 openings. Here's a link to book a tour this week.
Book a tourInstant first reply
Hours, tuition ranges, and a tour link — sent the moment an inquiry arrives.
Answers from your center
Replies draw on your own policies and FAQs, never guesses.
Hands off to you
Anything personal is flagged for you with the full conversation attached.
Follow-up nudges
Families who go quiet get a friendly reminder on your schedule.
The center that answers first usually gets the tour.
Agency billing and the business side, handled.
Track subsidy authorizations and copays, reconcile what agencies owe, and see revenue against expenses in one financial dashboard.
Finances
Your center's financial command center — cash flow, insights, and actions.
Outstanding
$1,920.00
43 families
Collected this month
$320.00
33.3% collection rate
Overdue
$1,600.00
2 invoices
Projected per cycle
$0.00
1 enrolled
● OVERDUE FAMILIES · 2 · $1,600.00
REVENUE TREND (6 MONTHS)
Invoiced vs collected per month
SPENDING THIS MONTH
Open expenses$0.00
No expenses logged this month.
Recent invoices
Open billingINV-1004 · Patel · $1,280 · Sent
Recent payments
Open billingGarcia · $320 · Card · 9/20
Authorizations tracked
Effective and expiration dates with alerts before an authorization lapses.
Expected vs. received
Reconcile agency payments and spot missing ones instantly.
Expenses & vendors
Log expenses with receipts and categories, and track budgets.
Reports you can export
Revenue, aging, collections, and custom saved reports.
Finally know if each program, room, and month is actually profitable.
Parents will brag about your center.
Families get a beautiful app of their own: their child’s day, photos, messages, and payments — and nothing that isn’t theirs to see.
Today's report
Mia's day
Breakfast
Oatmeal & berries · ate all
Leaf rubbings
Creative arts
Lunch
Turkey wrap & peas · ate most
Nap
1h 35m
Teacher note
“Mia shared her crayons with a new friend today!”
You loved this
The day, as it happens
Daily reports, photos, menus, and events — a feed that makes grandparents jealous.
Two-tap payments
The balance with a Pay button next to it. Autopay, receipts, and year-end statements included.
Life admin from the couch
Report an absence, request vacation days, update an emergency contact — you approve changes.
Right access for each adult
Every guardian gets their own login with exactly the permissions you set.
Happy, informed parents are your best marketing — and this app keeps them that way.
Up and running in four gentle steps.
- 1Start your free trial 14 days, every feature, no credit card. Just your name and your center’s.
- 2Answer friendly questions Guided setup builds your rooms, tuition, and policies from plain-English answers. Pause anytime; it saves.
- 3Bring your families over Import from a simple spreadsheet — we check it for mistakes before anything goes live.
- 4Invite your team & families Everyone gets a personal login and lands in an app that already feels set up for them.
Try everything free for 14 days
No credit card to start. A launch checklist makes sure you're truly ready before you go live.