Frequently asked questions

Daybase is one system for running a daycare or child care centre: online registration, attendance, daily reports, invoices and card payments, camps and events, messages to families, and apps for parents and room teams. It suits a single child care centre as well as an owner with several.

Send a sign-up request from the sign-up page. No payment is needed to ask. We set your child care centre up and email the owner an invitation to choose a password. Your child care centre gets its own address and its own private database, and you can then add your logo, classes, team and fees.

Yes. Tell us what you use today. We have moved a child care centre's children, parents, teachers, registrations and class assignments from its old system and checked the counts match, and the same import can be run again without making duplicates. Ask us about your system and we will tell you what can come across.

Add your logo and contact details, create your classes and add your team, set up the fee plans, then publish the registration form and share its link. Each request arrives for review and you approve, decline or ask for a change.

Plans are priced by the number of children, in Canadian dollars. Prices are shown before tax. Tax is added on your invoice: GST, HST or QST in Canada by province.

Yes. Plans differ by the modules they include and their limits, and you can move between them. What happens when you cancel is set out in the Terms and Conditions.

Card payments go to your own payment account with the payment provider, not through Daybase. The invoice closes itself when the provider confirms the payment. The provider's own processing fees apply. Payments you accept another way, such as bank transfer or cash, are recorded by your staff. Daybase never stores card details.

Daybase makes and numbers every invoice. If you use Zoho Books, QuickBooks Online or Xero, you can connect it and each invoice and its payment are copied across under the same number. Without a connection, an accountant can take invoices as a CSV or Excel export.

In Canada, yes. Finance has a yearly child care receipt for each child that adds up the invoices marked paid in the calendar year, with a PDF for each and an action to email them to families. It needs the child care centre's business number or SIN in Settings.

Yes, for licensed child care centres in Ontario. A CWELCC section tracks parent fees against the daily cap, closure days against the yearly limits, monthly vacancies, wages against the funded target, fee items, cost records and a calendar of obligations, next to your attendance and billing. At audit time the evidence is an export, not a search through files. A free readiness check on our website shows where you stand before you sign up.

Ontario comes first. The rules sit in one yearly table with the source document named, so a new year or a Region is a data change. Funding rules for other provinces are not built in yet, so tell us your province and we will say what exists today.

We handle personal information in line with PIPEDA and, for Quebec child care centres, Quebec's Law 25. The privacy policy names the hosting provider's role and our person responsible for privacy. The country of hosting is available on request. A Data Processing Addendum is available for child care centres that need one.

Yes. Pages, emails and forms run in English and French, and each family picks their own language. Provincial funding reports specific to Quebec are not built in yet.

Yes. Each child care centre has its own private database. Connections use encryption in transit, secrets such as API keys are stored encrypted, and access for our own staff is limited to the work in hand and recorded. Support sessions are time-limited and logged.

Staff sign in with a password or a passkey (fingerprint, face or device PIN). Teachers can use an emailed link or a passkey. Roles control which modules each person can open and what they can change, and an activity log shows who changed what. Uploaded files are checked, stored privately and served as downloads.

Yes. Classroom mode signs a teacher out after the idle time that your child care centre sets, so the next teacher picks their own name and signs in as themselves. The activity log then shows which teacher did what.

You can export your data at any time. When a child care centre is deleted, it is kept for 14 days, during which you can still export and restore it. After that the data is deleted from live systems and from backups as they expire.

The office manages children, classes, fees and invoices from the console. Room teachers record attendance, meals, naps, activities and notes once, in the teacher app or on a classroom tablet, and the office sees the same data.

Yes. In Settings, FAQs, you write your own questions and answers in English and French. They appear on your child care centre's own FAQs page, linked from your child care centre's footer only. The questions on this page are about Daybase and are not shown to your families.

Yes. A drag and drop form builder makes the sign-up form, with a public link, a waiting list when places run out, approval, and a payment link by email after approval.

Yes. You set your logo, colours, sender email and website pages, and your child care centre's own address shows your child care centre's name, not ours.