CubbyTrack

CubbyTrack brings childcare administration and family communication into one system for providers managing enrollment, attendance, billing, staff and learning updates. It is best suited to small home providers and centers that want those workflows connected; its principal operational gap is that payroll preparation stops short of payroll processing and tax filing.

Overview

The platform connects day-to-day center work with family-facing information, covering everything from applications and forms to invoices and learning updates. That breadth is useful when staff and families need to work from shared records, and multi-location leaders can switch among centers while keeping access tied to each location. Smaller providers should note the plan boundaries: the free tier is limited to four active children and one staff account, while the paid center tiers start at five children.

CubbyTrack works in a responsive browser interface on phones, tablets and computers. That avoids requiring a separate app for routine tasks, but providers whose staff expect an iPhone or Android app may prefer a product with native apps.

Key features

Attendance, billing and staff

Headcounts, check-in and check-out histories, authorized-pickup workflows and ratio awareness support daily classroom oversight. Billing covers tuition, invoices, online payments, autopay, subsidy tracking, balances and collections. Online tuition workflows connect to the center’s Square merchant account, which handles transactions; that is a practical fit for centers using Square, but it makes Square part of the payment setup.

Staff profiles, schedules, time-clock activity, breaks, hours, training and compliance records, plus reminders, give managers a broad administrative toolkit. Payroll reports, totals, timecards and CSV exports help prepare payroll, but a center still needs another service to run payroll and file taxes.

Family and enrollment workflows

The family portal brings communication, care information, forms, billing, enrollment details, calendar items, learning updates and document requests together. Enrollment tools track inquiries, tours, applications, classroom capacity and waitlists. The learning workflow includes observations, assessment evidence, family acknowledgments and updates, making the system more useful than a billing-and-attendance tool alone for centers that share learning progress with families.

Access and security

Authenticated accounts, role-based access, center boundaries and database row-level security provide controls for separating access. CubbyTrack does not claim HIPAA, SOC 2, PCI or other certifications, so organizations that require a specific certification should not treat these controls as a substitute. Its named service providers include Supabase for authentication, database and file storage, Vercel for hosting, Square for subscription and tuition payments, and Resend for some transactional email.

Pricing

The Home Provider plan costs nothing for up to four active children, one staff account and one physical location. It suits a very small provider, but the child and staff caps rule it out for a growing team.

Starter costs $39 a month for five to 12 active children, up to five staff accounts and one center. Growing Center is $79 a month for 13 to 30 children, up to 20 staff accounts and one center. Established Center costs $119 a month for 31 to 60 children, unlimited staff accounts and one center. These steps make capacity and staffing the main distinction; all three are single-center plans. Eligible first centers can start with 30 days free.

The CubbyTrack Fall Special costs $39.95 a month for 12 monthly payments, then renews at $59.95 a month. It includes every feature and unlimited staff accounts, but covers only one physical center per subscription. The advertised free trial is 30 days; providers should account for the higher renewal rate after the 12 payments.

Platforms

CubbyTrack is web-only, with a responsive application designed for modern browsers across phones, tablets, laptops and desktops. There is no separate native iOS or Android app. Customer support is available by phone at 866-853-6020, by email at [email protected], and through in-product requests for existing centers.

Who it's for

CubbyTrack is a strong fit for home providers and small-to-mid-sized centers that want enrollment, attendance, billing, staff administration and family updates coordinated in one browser-based system. Its capacity-based plans make the appropriate tier fairly clear for single-center operations. It is less suitable for providers needing native mobile apps, more than one center on a subscription, or payroll processing and tax filing built into the same product.

Pros and cons

• Pros: Broad coverage links attendance, billing, enrollment, staff records and family communication, reducing the need to split those workflows among separate systems.
• Pros: A free tier accommodates up to four active children, while paid tiers scale by child capacity and staff-account limits.
• Pros: Responsive browser access supports phone and tablet use without requiring a native app.
• Cons: Payroll tools prepare reports and exports but do not process payroll or file taxes, leaving a consequential step outside the system.
• Cons: Plans are limited to one physical center per subscription, and the special offer rises from $39.95 a month to $59.95 a month after 12 payments.
• Cons: No native iOS or Android app is offered, and the product claims no HIPAA, SOC 2, PCI or other certification.

Alternatives

Kangarootime is worth considering for centers that need native iOS and Android apps or a free plan covering one program, one school and five staff; its Premium plan supports up to 10 schools and unlimited staff.

NestliCare is an option for providers seeking a free service with unlimited children and staff, available on web, iOS and Android.

MyKidReports may suit a small provider wanting an app-based option, with its free MKR Lite plan covering up to five children, one staff account and one room.

BloomKidz is an alternative for centers preferring a monthly GBP price based on registered-child bands, starting at £24.99 a month for 1–30 children.

ParentLink is a web-based alternative whose free plan covers up to 15 children, five staff users, three rooms and 30 parent accounts.

Gertrude is another alternative.

Discover by Xplor is an alternative for providers considering a paid SMS plan or a free family app.

Procare is worth a look for smaller centers and in-home providers seeking a $25 a month home version, though classroom management is unavailable for in-home users.

For a wider category comparison, see Early Childhood Education Software.

Verdict

Choose CubbyTrack if a home provider or single-center operator wants enrollment, attendance, billing, staff records and family communication connected in a responsive web application. Its main advantage is the breadth of those linked workflows across modestly sized plans. Look elsewhere if native apps, multi-center subscriptions, payroll processing or certified compliance are requirements.