Managing a childcare facility is the art of balancing childcare, administration, finances and relationships with staff and parents. Mistakes are easy to make – especially when the facility is growing quickly or the director is simultaneously a carer. Here are the most common pitfalls and how to avoid them.

Mistake 1: Missing or Incomplete Written Contracts

Many disputes between facilities and parents arise from unclear or non-existent contracts. Verbal agreements about notice periods, absence policies or the cost of extra activities become a source of conflict when staff turn over or misunderstandings occur.

Solution: A solid parent contract should include:

  • Care hours and days
  • Fee amount and indexation terms
  • Absence policies and their impact on fees
  • Notice period and termination conditions
  • GDPR provisions

Mistake 2: Not Tracking Financial Arrears in Real Time

The director learns about late payments only after 2–3 months because nobody was monitoring deadlines. The longer the period, the harder the recovery and the greater the financial loss.

Solution: Automatic payment reminders sent to parents, with a system for monitoring arrears. TwójSzkrab shows overdue payments on the first screen after login.

Mistake 3: No Child Pick-Up Procedures

Who is allowed to collect a child? Is a phone call from a parent sufficient? What if someone unknown to staff comes for the child? Unclear procedures expose the facility to serious legal problems.

Solution: A written list of persons authorised to collect each child, signed by parents. Updated at least once a year.

Mistake 4: Communication via Private Channels

A teacher gives parents their personal phone number and chats via private Messenger. The problem is multi-dimensional: breach of employee privacy, no documentation, GDPR non-compliance, risk of misunderstandings.

Solution: A dedicated communication channel – the facility app or a work email. All important agreements should be documented.

Mistake 5: Documentation Not Aligned with Inspection Requirements

Inspections from the municipality, education authority or sanitary inspectorate can be unexpected. Missing catering documentation, outdated H&S certificates for staff, or an absent care diary – each of these can result in fines or a closure order.

Solution: Regular internal documentation audits every 3–6 months. A checklist (see our checklist article) makes this straightforward.

Mistake 6: Neglecting Staff

Staff turnover is one of the biggest problems in the industry. Common reasons: no conversations, no feedback, no sense of being valued. A director focused solely on finances and admin forgets that happy staff = happy children = happy parents.

Solution: Regular (monthly) short check-ins with each employee. A system for raising concerns and sharing opinions. Good working conditions.

Mistake 7: No Growth Plan

A facility that grows ad hoc – without planning for space, finances and human resources – quickly becomes chaotic. Many directors take on children "on a trial basis" without calculating costs, leading to deficits.

Solution: A simple annual financial plan – how much does one additional child cost (carer, meals, materials) and at what number of children does the facility become profitable.

Summary

Most mistakes stem from a lack of time and tools, not bad intentions. A good facility management system takes part of the burden off the director's shoulders by automating routine tasks and keeping track of deadlines. This frees you to focus on what matters most: caring for the children.

TwójSzkrab helps you avoid many of these mistakes – check our features or get in touch.