Childcare software FAQs.

The fastest way to get started is to request a free demo.

We'll walk through your program, configure ChildPilot to match how you operate, import your existing data, and run live training with your team. Most programs are fully live within 2–3 weeks.

ChildPilot is a subscription service, not a one-time purchase. Your subscription includes hosting, security, ongoing product updates, customer support, and access to every feature on the platform.

No. All software updates, new features, and security improvements are included with your subscription at no additional cost.

Yes. You can cancel at any time. Your data remains exportable, and your dedicated account rep will help you wind down on a clean billing cycle.

ChildPilot works on any modern device — Windows, macOS, Chromebook, iOS, and Android.

Administrators typically use the web app on a desktop or laptop, and staff and families use the ChildPilot mobile apps on their phones and tablets.

Any device released in the last 5–7 years is more than enough. For the web portal we recommend the latest version of Chrome, Safari, Edge, or Firefox. For the mobile apps we support iOS 14+ and Android 8+.

Yes. ChildPilot is SOC 2 Type II audited, COPPA-compliant, and encrypts data both in transit and at rest.

We never sell or share family data, and you can export your data to CSV at any time — your data is yours.

From the admin dashboard, open Staff → Employees, click Add Employee, fill in their details, and toggle Send Staff Portal invitation.

Your new employee will receive an email with a secure link to set up their portal account.

Upload your forms under Admin → Forms and assign them to a program, classroom, or enrollment step. Once assigned, the forms appear automatically in the Parent Portal for families to complete and e-sign.

ChildPilot supports PDF uploads for static forms and a built-in form builder for fully digital, e-signable forms.

PDFs work for documents you already have on file. Digital forms are recommended for anything that needs structured fields, signatures, or conditional logic.

Each child and authorized contact has a unique QR code in the Parent Portal.

At drop-off and pickup, the contact scans their QR code at the front-desk kiosk (or staff scans it from the Staff app) to record an attendance event with a timestamp and signature.

Search for ChildPilot Staff in the App Store (iOS) or Google Play Store (Android), or follow the link in your invitation email. Sign in with the credentials your administrator created for you.

Visit your school's ChildPilot URL (provided by your administrator) and use the same email and password you use for the mobile app.

The desktop view gives staff additional access to lesson planning, attendance reports, and classroom management tools.

Your child's school sends a Parent Portal invitation by email when your child is enrolled. If you didn't receive one, contact your school's office and they can resend the invitation in a few clicks.

Search for ChildPilot in the App Store (iOS) or Google Play Store (Android), or tap the link in your invitation email. Sign in with the email address your school used to send the invitation.

Visit your school's ChildPilot URL (it's in your welcome email) and sign in with the same email and password you use for the mobile app.

From the Parent Portal, tap your child's profile, choose Guardians, then edit any field (phone, email, address, employer, etc.). Some fields may require approval from the school depending on your center's policy.

Open your child's profile and choose Authorized Pickups or Emergency Contacts. Tap any contact to edit, or use the trash icon to remove. Changes are visible to staff immediately.

Open the contact's profile, tap their photo, and choose Take photo or Upload from library. The new photo will appear at check-in to help staff verify pickups.

Any forms your school has assigned appear in the Documents tab. Tap a form to fill it out, sign with your finger, and submit, your school is notified instantly.

Once a document is submitted, contact your school's office to request a change. They can either reopen the form for editing or send a fresh copy for you to complete.

Open the Documents tab and tap Upload. You can take a photo with your camera, scan a paper document, or pick a file from your device. Supported formats include PDF, JPG, and PNG.

Go to Billing → Invoices in the Parent Portal. Paid invoices are listed with a green "Paid" tag and can be downloaded as a PDF for your records.

Go to the Billing tab, tap Pay Now, choose the invoice or amount, select a saved payment method (or add a new one), and confirm. You'll receive a receipt by email immediately.

Yes. Under Billing → Payment Methods you can save multiple cards, ACH bank accounts, or both. Mark one as the default for autopay or pick a different method at checkout.

Open Billing → Autopay, choose the payment method you'd like to use, and confirm. Autopay charges happen automatically on your school's tuition due date, you'll get a receipt every cycle.

Year-end Tax Statements live under Billing → Tax Statements. Download or print directly from the portal. Itemized invoices are available under Billing → Invoices.

Yes. Open the Profile tab and tap Check-in Code. Enter a new 4–6 digit code and save. The new code is active immediately at the front-desk kiosk.

Tap any photo in your child's daily feed to open it full-screen, then tap the share or download icon. Photos save to your phone's camera roll where you can keep them, share them, or print them.

From the Messages tab, start a new message and pick the child the message is about. ChildPilot will route it to that child's classroom teachers, so the right team sees it immediately.

Your account stays active in read-only mode so you can download past invoices, tax statements, and your child's photo memories.

If you re-enroll later, at the same or a different ChildPilot school, your account picks right back up.

Watch for the new school's invitation email and accept it from the same email address you already use.

ChildPilot will link your existing account to the new school automatically — you'll see both schools (or just the new one) in your portal.