YMCA of Memphis & The Mid-South goes digital for childcare management

An easy and intuitive digital experience for staff and parents

Ready to rip off the bandaid, YMCA of Memphis & The Mid-South was set to consolidate and replace their legacy systems with Traction Rec, as the best solution for managing and simplifying the customer experience, all with the power of accurate and real time data.

The solution entailed several key aspects:

• Forms/paperless integrations and a secure, self-serve portal for registration and data collection.
• Automated waitlists that allow for custom prioritization rules, automatic enrollment if there is a cancellation, and full transparency to staff of the changes made by the system.
• Automated email campaigns and SMS communications: upon registration, and prior to the first day/week of the program.
• Individual and Mass Check-in Options for staff at each individual site.
• Onsite application that allows parents to check in the kids they are authorized to pick up and drop off, including those outside of their own household.
• Tracking and management capabilities of meal delivery service program participants.
• Centralized billing and registration support using Case Management to triage and organize inquiries.
• Real time dashboards with participants check-in data and registration capacity.
• Capabilities to integrate with other software solutions (while still maintaining a single data source of truth)

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"Not only does this save time for the administration team, but it also means the member-facing staff can easily manage their day-to-day activities with the vital information they need. With highly customizable permissions the right people have access to the right information needed to complete a task.”

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Impact: Faster registration. Easier for staff. 100% digital.

For Parents/Guardians:

• Easy & accessible registration process: Digital and mobile-friendly experience to complete registration information requirements, documents/ forms, and process payments for current and future dues.
• Self-service: One secure portal to manage (and make edits to) all information including modifying registrations, adding other individuals that are authorized to pickup, managing emergency contacts as well as child medical information and many more.
• Billing transparency: Visibility of current and future payments owing, including  invoicing to identify each registered program or week of care.
• Speedy future registrations: Account information auto-populates (from previous enrollments) for a faster registration process, while still allowing to make changes where necessary.
• Timely communication: Customized email and SMS notifications to registrants upon enrollment and ahead of scheduled program start date.

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For Onsite Staff:

• Activity tracking: Report on daily diapering, bottle feeding, meals, naps, crib checks, and photos.
• Real time visibility: Instantly view classroom rosters, family or medical information (allergies), emergency contacts.
• Security: Digital sign-in/out of program participants by authorized individuals.

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For Finance Department:

• Flexible billing: Ability to schedule billing on different timelines (weekly, monthly, every other week, etc.), stop payments, integrate with third party allocations/billing and so much more.
• Real-time reports: Clear view into accounts with returns or balances, as well as visibility into all future revenue
• Detailed Analysis: can see the breakdown of  revenue by site for visibility of the most popular and busiest locations

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For Administrators and Operations Teams:

• Ability to define groups and restrictions: Segment and establish participant restrictions across sites, by capacity, by age, by specific participant, or automatic waitlist enrollment.
• Flexibility to make adjustments: Make changes in bulk which can be related to enrollment, add or remove charges, etc. Transfer or move participants and staff to a different site.
• Easy and in-depth reporting: report on historical attendance by site, so staffing predictions can be made according to patterns in the data
• Automated waitlists: Automatic enrollment if there is a cancellation, and full transparency to staff of the changes made by the system
• Full View into Participant Activity: Ability to see clearly into a person’s history and what programs they have been enrolled in now or in the past.
• Instant notifications to parents upon check-in/out of outstanding balances or forms/waivers that require completion
• Custom Questions and Forms: Capture supplementary information needed (ie. age, medical details, or special needs) to replace paper intake forms.
• Timely Customer Support: Efficiently tracked, directed, and managed over three thousand inquiries (holds, terminations, withdrawals for childcare) with a small team.