Renewal tracking for childcare
Keep every center licensed and every teacher qualified
RenewalTracker helps childcare centers and early education programs track center licenses, staff credentials, inspections, insurance and vendor agreements in one dashboard, with automatic email reminders. You can also manage virtually any other business item with a renewal or expiration date.
- No credit card required
- Live in under 60 minutes
- Built for lean compliance teams
| Item | Group | Due | Status |
|---|---|---|---|
| Business License — Store 123 | East Region | Overdue 2 days | Open |
| Microsoft 365 E3 (48 seats) | IT | Due in 6 days | Remitted |
| Contractor License — TX | Field Ops | Due in 12 days | Open |
| Health Permit — Store 210 | West Region | Due in 24 days | Open |
| E&O Policy — Professional Liability | Finance | Due in 41 days | On hold |
RenewalTracker · Item Notification
3 renewals need your attention
- Business License — Store 123Overdue
- Microsoft 365 E36 days
- Contractor License — TX12 days
Trusted for 19+ years by teams managing renewals across organizations in every industry
The problem
Childcare programs carry strict requirements for every center and every staff member.
- A center license renewal depended on one director's calendar
- Staff background checks, CPR and first-aid training expired between reviews
- Fire, health and food service inspections are tracked differently at each center
- Insurance policies were hard to find when a parent or partner asked
- Software and vendor agreements renewed automatically
Staff turnover makes it easy for credentials to lapse. A missed license, inspection or certification can affect staffing ratios and good standing.
The solution
One view across every center and staff member. RenewalTracker keeps each date in one place and reminds directors and staff in time.
Track center licenses
Licenses and accreditations for each center, organized by location.
Keep staff credentials current
Background checks, CPR and first-aid certifications and required training, tracked per person.
Stay ready for inspections
Fire, health and food service inspections tracked with their documents and due dates.
Manage insurance and vendors
Insurance policies, leases and vendor agreements in one view.
How it works
Add your licenses, credentials and inspections
Import what you already track from a spreadsheet, or add items by hand. There is no IT project.
Set your reminder windows
Choose who's notified and how far in advance, down to the individual item.
Stay ahead, automatically
Get alerted well before anything lapses, expires or auto-renews, and see every open item in one dashboard.
Why childcare teams choose RenewalTracker
- Fast to deploy — live in under 60 minutes, with no IT project
- Affordable — plans from $49/month with unlimited items
- Secure by design — TLS encryption, MFA, SSO and role-based access
- Organized your way — group items by center, region or role
- Responsive support — setup assistance and ongoing support on every plan
Built for
- Childcare centers
- Early learning and preschool programs
- Before- and after-school programs
- Multi-site childcare operators
- Head Start and community programs
- Center directors and administrators
Track nearly every renewal type
- Licenses
- Permits
- Certifications
- Subscriptions
- Agreements
- Contracts
- Payments
- Invoices
- Memberships
- Insurance policies
- Commitments
- Inspections
- Anything else with a renewal or expiration date
By what you track: License tracking · Permit tracking · Contract renewal tracking · Certification tracking · Everything you can track
Results
“RenewalTracker makes it simple to manage all the unique licensing criteria that our offices are subject to.”
4,000+ items100+ locations
Read the case study →“The system provides greater flexibility in how we sort information and allows us to look ahead, enabling a more proactive approach.”
25,000+ items600+ clients
Read the case study →“We’re not missing renewals anymore. This is a big win and gives us a competitive advantage.”
2,700+ items140+ customers
Read the case study →Trusted by teams across a wide range of industries. See the industries we serve.
Everything you need
Intelligent notifications
Automatic email reminders to the right people, on your schedule.
Streamlined processes
Statuses, workflows and bulk actions for every renewal process.
Role-based access
Secure, user-specific permissions and view-only users.
Unlimited scale
Track an unlimited number of items, organized your way.
Customizable
Custom fields, labels, statuses and key dates.
Flexible for any business
Any recurring item, in any department or industry.
Centralized command
One place for every renewal and its documents.
Secure environment
TLS encryption, MFA, SSO, IP checks and secure access.
Custom forms
Build forms such as check requests, pre-filled from the item.
FAQ
Is RenewalTracker a childcare management system?
No. It doesn't manage enrollment, attendance or billing, and it isn't built to store children's records. RenewalTracker tracks renewal and expiration dates for centers, staff and vendors.
Can we track credentials for every staff member?
Yes. Track each person's checks, certifications and training with their own dates and reminders.
Can each director see only their center?
Yes. Role-based access lets you control what each person can see and change.
How many centers can we manage?
As many as you need. Every plan includes unlimited items, organized into Groups such as centers or regions.
Not ready for a trial?
Start with something free. No sales call, no credit card.
Free download
Templates and checklists
Excel trackers for renewals, contracts and certifications, plus printable checklists.
Get them free →Free self-check
How ready are your renewals?
Ten quick questions, a score out of 100 and where to start closing the gaps.
Take the assessment →Free calculator
What does manual tracking cost you?
Estimate the time and risk of tracking renewals in spreadsheets and calendars.
Run the numbers →Or get renewal tracking tips once a month by email.
Keep every center ready for its next inspection.
Plans from $49/month. Free 14-day trial.