Cloud-Based Childcare Software vs On-Premise- Which Makes More Sense?

Childcare Management Solution

While the covid crisis refuses to subside, daycare businesses are on the front lines, delivering child care services to parents who are reporting to work daily. With more than 800,000 daycare operators across the US, it is essential to create a competitive edge.

A daycare management software solution is a sure-fire way to survive in these trying times and come out on top. It brings you the advantage of uptime, automation & security so you can improve operational efficiency.

Childcare software practically falls into two categories: cloud-based and on-premise. Daycare operators can choose between the two based on different factors like budget, business needs, and operational costs.

However, for small and medium-sized daycare operators, the ongoing expenses of development, deployment, upgrades, support, and maintenance can significantly impact their bottom line. Fortunately, childcare software can be a profitable investment if you choose the right IT solution.

Daycare Management Software Solution: On-Premise vs. Cloud-based:

On-premise software is deployed directly onto your hardware. This can include either your desktop, server, or a private network. You are the owner of your child care software and all the data it contains.

On-premise software can be purchased for a one-time license fee. The pricing of your solution will depend on the number of users. You may need to pay additional fees for maintenance, support, updates and training. Since you are required to pay up-front, it is typically considered to be an expensive investment.

Cloud-based software solutions are hosted on the vendor's server in a remote location. You can access and use your childcare software on the internet using a web browser. All the data you record, maintain and share on the portal is securely stored on your vendor's server.

Typically known as SaaS, web-based software solutions are readily available on a subscription basis. You must pay a monthly fee and continue to use the support services as long as pay. Cloud subscriptions are inclusive of upgrades, so you can also take advantage of the latest features.

A Quick Comparison of On-Premise & Cloud-based Daycare Management Software Solution



Cloud: Affordable entry-level solution with recurring but predictable costs

On-premise: High upfront cost with additional expenses for periodic support and maintenance


Cloud: Data security is the vendor's responsibility

On-premise: The data is completely secure as long as your device remains safe


Cloud: Quick implementation and easy adoption

On-premise: Implementation takes longer than cloud-based solutions


Cloud: Highly stable and reliable with minimal downtime and automatic upgrades

On-premise: Needs ongoing integration, support, and maintenance from IT staff or a third-party vendor


Cloud: Needs a reliable and high-speed internet connection for access. If your vendor goes out of business, you may lose your data

On-premise: Relatively more accessible and reliable with the faster movement of data


Cloud: You can easily customize/add features to suit your unique business needs and client demands

On-premise: Highly customizable but costlier than cloud-based software


Cloud: Scalable for quick and easy expansion. You can also reduce the number of users

On-premise: If your business grows and operations expand, you need to purchase additional hardware and licences.

This comparison makes it very clear that a cloud-based daycare management software solution is a feasible and practical choice for every business - whether you're a small in-home daycare or a fast-growing multi-location system for preschool kids. It is also a sound investment for those who are running summer camp programs or after-school care facilities.

To Sum It Up

Today, remote working is the new normal. A user-friendly, easily accessible, and flexible daycare management software solution enables you to work efficiently no matter where you are. It also allows parents who are working from home to be more productive.

Cloud-based software lets you communicate with parents and show them what their children are doing at the daycare. You can also accept easy online payments with integrated billing features. Plus, if your daycare facility is expanding due to the current situation, you can easily add users without purchasing new equipment or terminals.

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