Brightwheel Alternative: Flat-Rate Daycare Software With No Per-Child Fees

Why Daycare Owners Are Looking for Brightwheel Alternatives

Brightwheel has done a lot of things right. They made daycare software mainstream, and their core product is solid. But as they've grown, so have the frustrations from the daycare owners who rely on them every day.

Here's what we hear most often from centers considering a switch:

Pricing That Scales With Your Success

Brightwheel's pricing is based on your enrollment capacity. That means when your center grows — which is the whole point — your software bill grows with it. Estimates range from $36/month for 10 students all the way up to $1,800/month for larger centers. That's not a typo.

For a center with 80 kids, you could be paying several hundred dollars per month just for management software. Meanwhile, the software itself isn't doing anything different for 80 kids than it does for 20. We break down the exact numbers in our daycare software pricing comparison.

Cancellation Headaches

One of the most common complaints on review sites: you can't cancel your Brightwheel subscription online. There's no cancel button. Instead, you have to call customer support, schedule a separate call, and sit through a retention process. Multiple reviewers report continued charges even after going through this process.

For software that's supposed to save you time, that's a lot of time spent trying to leave.

Support When You Need It

Brightwheel's premium support (live chat) is only available to Premium plan subscribers during business hours. Everyone else submits tickets and waits. On public complaint platforms, only a small fraction of callers report getting their issues fully resolved.

When your billing system is down at 7 AM drop-off, "submit a ticket" isn't the answer you need. We wrote more about this in our guide to daycare software customer support.

CheckInKids vs. Brightwheel: An Honest Comparison

We're not going to pretend CheckInKids is perfect or that Brightwheel is terrible. Let's do a fair comparison so you can decide what matters most for your center.

Where CheckInKids Stands Out

1. Flat-Rate Pricing — No Surprises

Your bill stays the same whether you have 20 kids or 200. No per-child fees, no capacity-based tiers, no surprise increases when you successfully grow your business. See our transparent pricing — what you see is what you pay.

We wrote a full breakdown of why flat-rate pricing saves you money as your center grows.

2. Read Receipts on Every Message

This is the feature no other daycare software offers. When you send a message about tomorrow's early closure, a policy change, or a weather-related update — you can see exactly which parents have read it and which haven't.

No more guessing. No more chasing. No more "I didn't see the message" at pickup. Learn more about why read receipts change daycare communication.

3. Scheduled Messaging

Write Monday's reminder on Friday afternoon. Schedule your monthly newsletter to go out at 8 AM. Set up recurring reminders for tuition due dates. Most daycare platforms — including Brightwheel — don't offer message scheduling. See our full guide on parent communication apps for daycare for more on why this matters.

4. Lower Payment Processing Fees

Brightwheel charges 3.5% on credit card payments from parents. CheckInKids uses Stripe Connect with standard processing rates of 2.9% + 30¢. On $5,000/month in tuition payments, that 0.6% difference saves your families $30/month — or $360/year. Learn more about how daycare billing software handles payment processing.

5. Direct Founder Support

CheckInKids was built by someone who actually ran a daycare. When you reach out for help, you're talking to the person who built the software — not a support agent reading from a script. You'll never be a ticket number. Read our detailed comparison of daycare software customer support.

Where Brightwheel Has the Edge

We believe in being honest. Here's where Brightwheel currently has advantages:

• Native mobile app — Brightwheel has a native iOS/Android app. CheckInKids uses a PWA (Progressive Web App) that works on any device through the browser, but some parents prefer a dedicated app from the App Store.
• SMS text messaging — Brightwheel can send SMS alerts (up to 300 characters, US/Canada only). CheckInKids doesn't have SMS yet — our in-app messaging with read receipts is our focus.
• Enrollment pipeline — Brightwheel has a more built-out enrollment management system with waitlist features. CheckInKids covers basic enrollment forms.
• Staff management — Brightwheel offers scheduling, time cards, and more staff-focused tools. CheckInKids covers basic staff profiles.
• Market presence — They've been around longer and have more reviews on G2, Capterra, and other platforms.

Who Should Switch?

CheckInKids is a great fit if your center matches one or more of these:

• You're tired of per-child pricing — Especially if your center is growing and your software bill keeps climbing
• You need to know if parents read your messages — Read receipts are a game-changer for accountability and safety
• You value personal support — Talking to the founder vs. submitting tickets to a support queue
• You run a home daycare — Our free tier covers up to 10 children with no expiration
• You want simple, predictable billing — One flat rate, cancel anytime, no retention calls

Who Should Stay With Brightwheel?

Brightwheel might still be the better choice if:

• You need a native App Store presence for parents
• SMS text messaging is a must-have for your families
• You rely heavily on enrollment pipeline and waitlist management
• You need built-in staff scheduling and payroll integrations

Making the Switch

Switching daycare software can feel daunting, but it doesn't have to be. Here's a realistic timeline:

1. Day 1: Sign up for CheckInKids (free to try, no credit card)
2. Day 1-2: Add your classrooms, staff, and children
3. Day 3-5: Invite parents to the parent portal
4. Week 2: Start using digital check-in and messaging
5. Week 3: Set up automated billing

Most centers are fully switched within two weeks. And because you're dealing directly with the founder, you'll get hands-on help every step of the way.

Try It Before You Decide

You don't have to commit to anything. Sign up, explore the features, set up a test classroom. If it works for you, great. If it doesn't, you haven't lost anything — no credit card required, no calls to cancel.

Frequently Asked Questions

How much does Brightwheel cost per month?

Brightwheel pricing is based on enrollment capacity, ranging from approximately $36/month for small home daycares to $1,800/month for larger centers. The exact price depends on the number of children your center is licensed for, not just currently enrolled. See our full pricing comparison for a detailed breakdown across center sizes.

Can I cancel Brightwheel online?

According to multiple user reviews, Brightwheel does not offer an online cancellation option. You typically need to call customer support and go through a retention process. Some users report continued charges even after attempting to cancel. CheckInKids lets you cancel anytime directly from your account settings — no phone calls required.

What daycare software has message read receipts?

CheckInKids is currently the only daycare management platform that offers message read receipts. This feature lets you see exactly which parents have read your messages and which haven't, enabling targeted follow-ups instead of mass reminders. Learn more about how read receipts work in practice.

Is there free daycare software for home daycares?

Yes. CheckInKids offers a free tier for home daycares with up to 10 children. It includes digital check-in/out, parent messaging, activity feeds, and basic attendance reports. No credit card required and no trial expiration.

What is the difference between flat-rate and per-child daycare software pricing?

Flat-rate pricing means you pay the same monthly fee regardless of how many children are enrolled. Per-child pricing increases your bill as enrollment grows. For a center with 75+ children, the difference can be hundreds of dollars per month. We have a complete analysis of both pricing models.

How long does it take to switch from Brightwheel to CheckInKids?

Most centers complete the switch within two weeks. You'll add classrooms, staff, and children in the first couple of days, invite parents to the portal by end of week one, and start using digital check-in and automated billing by week two or three.

Does CheckInKids have a mobile app?

CheckInKids uses a Progressive Web App (PWA) that works on any device through the browser. Parents can install it on their iPhone or Android home screen for an app-like experience. It does not require downloading from the App Store or Google Play.