6 apps for your childcare business you should start using right now!

6 apps for your childcare business you should start using right now!

When you set up your childcare business, you did it because you have a gift. A gift for inspiring and shaping young minds! But that doesn’t mean you’re a natural marketeer or business whiz, and that’s ok! When I first started as a childcare business owner, I didn’t know about any of this stuff and promoting my business was hard. But it doesn’t have to be hard for you! Apps are where it’s at.

Now there are so many amazing applications you can use to promote your business, and you guessed it – improve your systems

Here are just a few of my favourite apps for your childcare business…

Get creative with Canva 

Canva is a free online designing tool where you can make just about anything look professional without even having to download any fancy software. Need to create an invite to an event at your business, a flyer to advertise, or a picture to share on social media? You can do it all!

You can even upgrade for extra pictures or designs, but there’s so much choice already you probably won’t have to! And there’s a handy smart phone version too for those on-the-go posts!

Be the face of your business on Facebook

Facebook is an amazing way of building a community for your business. You can create private groups for parents to share photos and for you and your team to share photos with them! You can create a business page where people can write you glowing reviews, and you can join mom’s groups to say hi and let them know what services you offer. 

I’d recommend creating a profile or page that you use specifically for your business – so you can keep it really professional! Read more about how you can use social media for marketing here.

Spread the joy on Instagram

Instagram is a great way of networking with other childcare business owners, making friends, spreading your personal journey, and sharing some joy! A lot of your potential customers will be on there, hanging out, so I highly recommend getting involved in this app!

Choose pictures of you, your space, quotes you love, advice you have for others, and the people who make your business tick. If you’re going to share pictures of your mini clients, make sure you have permission from their mom’s and dad’s and only show their backs, let’s keep their little faces off the ‘gram! 

Share all the good stuff with ContentCal!

Why make your life harder? You’re a small business owner who is growing and scaling their business. To make life easier, schedule your content in advance with tools like ContentCal.  It’s such a great idea to use scheduling apps for your childcare business.

ContentCal means you can plan out your whole week’s content with your gorgeous designs from Canva! Share on your social media accounts without having to post live. As time goes on, you’ll see when people really love to see your content and can start sharing at those times. 

apps for your childcare business

Get it all together on Kartra

Kartra is a one-stop-shop for so so much. Websites, emails, agency management, helpdesks, calendars, payment processes – you can do it all in one place!  There are loads of different styles of memberships so you can adapt what you pay based on what you need. Just up what you pay when your business grows.

I do all the things on there that I need to grow my business and it makes it easy just having one thing to do it all! Rather than opening 72 million tabs to get some marketing done! If you want to give it a try, I have a link especially for you right here.

Stay in touch on Slack

I couldn’t get through a post without reiterating how systems = success! I use Slack to keep in regular contact with my team. You can create channels for each project, maybe it’s a new opening or a great Christmas event you have planned. All the relevant team members can be in the channel and get updated whenever messages are sent. 

You can set up meetings, share files, and most importantly keep in touch and stay connected with the people who make your business tick! 

Make your life easier, today! Try these apps for your childcare business!

Using apps and tools has helped me revolutionize my business and seen my business grow. Have you tried other apps for your childcare business? Are there any tools you’re using that I haven’t covered?  Then why not join my Facebook Group to pick up the conversation – let’s learn together! In the Childcare Ninja Facebook group, we’re always sharing ideas and learning from each other- creating our childcare empires!

There’s no need to go it alone on your childcare business journey when there is a huge community just waiting to support you and lift your business to new heights

– see you at the top!

We’re an army of childcare professionals who are sharing ninja-sharp skills to transform our businesses into childcare empires! This is Childcare Ownership all Grownup! Interested in becoming more involved in the community and to grow your business? Join us for more tips on how to make your childcare business the success it deserves to be! Or if you prefer Instagram, we share ideas and tips there too!

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Why you need to up your time management game to be successful

Why you need to up your time management game to be successful

One of the things I hear on a daily basis from other childcare business owners is that they “don’t have time”. What’s the common denominator of successful entrepreneurs and CEOs? It’s that they’ve honed excellent time management skills and are great at prioritizing. So this blog is focused on why it’s important that you up-level yours!

I want to share my tips for getting better at managing your time, including an app I use that has transformed the way I prepare myself for the day ahead. How we use our time can be a total game-changer in becoming successful in Childcare Business Owners.

Read on if you’re ready to find more time and get more done!

Where are you wasting time?

First things first, you need to look at where you’re spending your time at the moment. Track what you’re doing, hour by hour, minute by minute. How long to you spend in the shower? Putting on your make-up? Getting your kids ready for school? Making pack-lunches? It’s important that you can look at where there’s time going to waste.

Note all your activities down, trying not to be too hard on yourself. Is there anything that you’re doing on the daily that could be batched? Or perhaps you’ve noticed that you’re scrolling for too long and your  smartphone time is getting silly. Maybe you’ve realized that you need to spend less time watching TV. This isn’t about judging yourself harshly. It’s about noticing and making positive changes.

Time for a change in routine

Mornings are frequently where we can make changes with our time. So often it’s a time of the day when we’re rushing around like headless chickens, trying to make sure everyone is doing what they’re supposed to be doing. Mornings can be so hectic, it’s super easy to get caught up with rigmarole of the day and get ourselves overwhelmed. So if you make a single change after reading this blog post, let it be this one: allow yourself to have a morning routine.

I really want you to make a morning routine sacred in your day. When you carve out that time in the morning it helps get your day started off right and really helps you to hone in on what matters most to you.

You’ve got to give time to make time!

I know what you’re thinking, Ninja! You’re sat there, eye-rolling at this blog, right? Wondering where you’re going to find the time to plan out your time management. Oh the irony! I hear you. We’re all busy and we’ve all got mental To Do lists that are longer than the washing line. But I’m not messing around when I say this is life-changing. When you nail your morning routine, and track your time, you’re onto a winner!

too much to do and not enough time

Block out time as soon as possible – even if it’s over the weekend – to map out and plan your mornings. What do you want them to look like from now on? Where do your priorities lie? What kind of schedule will you set up? Can you categorize activities to make it easier? As soon as you start your new routine, you’ll quickly claw back any time spent planning, because your focus will be better and you won’t be as easily distracted because you’re sticking to a schedule.

There’s an app for that

I’m using this brilliant tool at the moment called “Seconds”. It’s an awesome app that really helps you get to grips with how you’re spending your time. It allows you to track how long you spend on different activities. 

By tracking your time you can see where it’s going and you can assess whether your time is being used on priorities or being frivolously frittered away. I promise you, it’s a real eye opener! And you won’t necessarily like what it tells you…but it’s truly helping me to see where I need to spend less time and where I need to increase it. Tracking my time means I can focus on the things that are actually going to help me grow my business.

An added bonus has been that I now place more value on my time, therefore I don’t waste time doing things that won’t help me achieve my goals.

Timing your activities

The “seconds” app is helping me so much with time management, but especially when it comes to my morning routine. Each activity is allocated a set time on the app. For example, I set it to give me 15 minutes to workout, 20 minutes to shower, 15 minutes for reading and I allow myself a much needed 30 minutes of meditation and prayer.

Sticking to a time for every task and being mindful and motivated to follow your routine means you begin to see things differently. You’ll discover you aren’t as laid back about what you’re spending time doing and become more intentional and protective of your time. When I started attaching tasks and time together, that time became more important to me as it was now scheduled in. 

Other ideas to up your time management game

As well as the “seconds” app and creating a morning routine, there’s plenty of other things you could try. I’ve heard great things about this book by Laura Vanderkam, and Marie Forleo talks about how to stop wasting time and become more productive here. You could try out what Silicon Valley execs do with their wardrobes – simplify to save time! Use the Pomodoro method for your daily tasks.

Hopefully you can see that it’s not rocket science. Time management is all about learning where you can use your time more effectively and being committed to a routine and prioritizing well. Furthermore, when you master time management, you create more time for doing the things that bring you joy and happiness!

childcare ninjas logo 2020

I’d love for you to join us in the Childcare Ninja Facebook group where we’re all sharing ideas and learning from each other. We are an army of childcare professionals who are honing ninja-sharp skills to transform our businesses into childcare empires! This is Childcare Ownership all Grownup! Interested in becoming a part of the community? Join us for more tips on how to make your childcare business the success it deserves to be! And don’t forget to follow us on Instagram!

3 simple ways to build a successful childcare business

3 simple ways to build a successful childcare business

You’ve ventured into the world of childcare business ownership, and now you’re looking to to turn it into the success it deserves to be. I’m here to tell you that it’s going to happen. If I have done it, so can you! It takes hard work, resilience and a whole lot of love, but I know you’ve got this. You can build a successful childcare business!

You ARE a Childcare Ninja!

Over the years, I’ve learned how to grow my childcare business, level up and build my own empire. And here I’ve got 3 simple tips to help you on your way to success.

1. Automate what you can

By now you’ll probably have realized that I am a HUGE fan of systemizing and automation (if you’ve read any of my other blogs!). If you can systemize, you will be able to de-stress and grow. Take time to note down all the day-to-day tasks you do and look into how you can get a system in place and potentially automate it, to save you time and energy.

In fact this doesn’t have to cost the world either! There are plenty of lower cost or even free options for automating elements of your childcare business. From ordering food supplies from a well-kept stock inventory, to Hours Tracker for staffing, make the most of the technology at your fingertips!

Additionally, you can read about apps I use in my childcare business that have revolutionized my systems here.

2. Offer what others won’t

Remember when we talked about what makes you special? Well, make sure that you’re offering tons of that! Sing it from the mountain tops, girl. Offering something that others don’t have – your uniqueness – will make you stand out from the crowd and call in the parents and families that you’ve been longing to work with.

After all, what makes our childcare businesses so awesome is that we are NOT the cookie cutter daycare center chains that keep popping up all over the country. We offer something totally different and the feedback we get from families is incredible. Their kids are treated as individuals by our amazing teams and the parents are too.

So if you take a look around at other providers, not to compare as such but to look at what they’re missing. Perhaps they don’t focus on outdoor play or they don’t have language teachers…whatever they’re lacking, think about what you can offer that they are not. I’m not saying go and do something totally different to your current practice, but look at the competition and see where you can shine!

build a successful childcare business stand out

3. Build amazing relationships daily

As you’ll have read briefly above, this is an aspect of your business that is essential. I cannot stress this enough. Nurturing those relationships is absolutely key to the success of your childcare business. Even after a child has moved on to school, I try to keep in touch with families – just the odd “thinking of you” card here and there, or a wave on the street – but this is how community thrives.

Building a sense of community and cherishing the relationships you have with families will make your business successful. Those families will talk about you as if you’re a member of their squad (which you totally are!) and they’ll be telling new parents they meet about how much they love your childcare and how warm and brilliant you are.

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But it’s not just the parents and children who you need to nurture! Building amazing relationships with your staff is super important too! Keep communication as a two way street – use apps like Slack to help you do this! – because when staff feel they’re heard and valued, they come into their own and work their socks off for you.

Equally important, is showing good leadership by helping them develop their own skills, using their ideas for activities and on the meal plans. Working on your relationships, talking to your team on a regular basis and keeping them informed of any changes in advance.

All things considered, I hope this has given you some food for thought. Building your successful childcare business is achievable and watching you develop your skills as an owner is inspiring! Let me know how you’re getting on. Leave a comment below, or send me an email. And don’t forget that we’ve got our Facebook community too, so we can all hang out in there together!


I started Childcare Ninjas because I realized that most business information and ideas aren’t targeted at us. They’re focused on other industries. But we don’t fit that mold! We are an army of childcare professionals who are sharing ninja-sharp skills to transform our businesses into childcare empires! This is Childcare Ownership all Grownup! Interested in becoming a part of the community, click here!

3 Apps that’ll revolutionize your childcare staffing system

3 Apps that’ll revolutionize your childcare staffing system

Nowadays there are some things in my business that I couldn’t live without. In fact, when I stop and think about it, I wonder how on earth I managed back in 2006! Technology has helped my business become more efficient and grow my profits. After years of juggling I know how much stress some tech has taken out of the daily rigmarole of running a childcare business.

As well as supporting your childcare business to grow by giving you the confidence to aim high, I want to give you practical tips on the day-to-day organization. So here I’ve written about the 3 apps that have really taken the stress out of the daily running of my business. These apps will truly revolutionize your childcare business.

Revolutionize your communication with Slack

Y’all know I love being super organized, so when I started using Slack, my work life became super efficient! It connects to the tools and services that you already use and brings them under one roof. For example, the notifications, files, and data from all your different apps. This has saved me tons of time searching through my emails for that one client follow-up, and stops me from constantly flicking between different tabs and dashboards, and having to log in and out of them all individually! Slack has helped my teams work smarter! I also appreciate how everything that’s shared in Slack is indexed and archived automatically so you can create a clear knowledge base with minimal effort – which is great for new staff. The search function makes it so easy to find the information you need, whenever you need it.

But one of the best things about Slack is how it’s revolutionized our workplace communication. It connects your staff with you and their colleagues, and the tools they work with everyday. It allows you to group people in “channels” that can be organized by project, age group, curriculum area… or anything you like. Your staff members can then see what other team members are working on, but can focus on what they’re needing to get done. It’s a great way of getting everyone up to speed – especially new team members.

Revolutionize your staffing with HoursTracker

How many hours do you spend inputting your staff information into a spreadsheet? And then you’ve got to take off lunch breaks, add on expenses etc. It’s actually a real drain on your time isn’t it? I’ve not looked back since I’ve been using HoursTracker for my own childcare business as I’m much more efficient and feel more in control of tracking hours completed by my staff.

It’s a great way for you to keep an accurate track of work times. Most of us who own a Childcare business know how hard it can be to keep track of the busy schedules all our different staff are working and we don’t have time to do manual entries, so I urge you to use something like HoursTracker. The app is such a simple tool for keeping on top of the hours your staff have worked. It can track employee hours and earnings, business expenses, payment periods and breaks. Not only that, pay periods are automatically calculated, including overtime and net pay estimates!

My team finds it easy to use, and they like being able to instantly clock in and clock out. It saves us all time and stress, so we can enjoy our work caring for all those gorgeous children!

Revolutionize your employee schedules with OpenSimSim

I like being able to have an overview of my childcare settings’ staff schedule, but so does my team! This app lets your employees set their own availability, so when you assign shifts this gets automatically cross-checked to ensure you never give shifts to staff who aren’t available. It also gives flexibility, allowing team members to swap shifts or cover each other’s shifts. As a business owner, this lightens your workload massively, because it means you’re not wasting time chasing to get shifts covered. Reassuringly, though, you still get the final say.

It’s an app that brings fairness to your business too. By running a tally of how many hours you’ve given each employee, it makes it easier for you to ensure a fair number of hours to each team member in the schedule. My team morale has risen since using OpenSimSim and I’ve had a lower staff turnover!

The instant messaging part of the OpenSimSim app, can encourage communication among your team that draws them closer and that reflects positively in your client service. On top of all that, I’m able to communicate with them more efficiently regarding scheduling, and it’s a way for them to approach me with feedback and concerns. Win-win, right?!

So much has changed in the last 14 years.

From ordering new equipment online to organizing your staffing, you can now do it all on your phone, at a time of day that works for you. Technology has transformed the way we run our businesses!

We, as Childcare Ninjas, need to make the most of the tech at our fingertips, because it’s going to free up time to spend on the parts of your business you love most!


I started Childcare Ninjas because I realized that most business information and ideas aren’t targeted at us. They’re focused on other industries. But we don’t fit that mold! We are an army of childcare professionals who are sharing ninja-sharp skills to transform our businesses into childcare empires! This is Childcare Ownership all Grownup! Interested in becoming a part of the community, click here!