Daycare waitlist software

Fill seats before they open—without breaking ratio.

RatioSeat is the waitlist and classroom-move planner for daycare directors. See upcoming openings, who is waiting, and one what-if before you offer a seat — beside Brightwheel or Procare, not instead of them.

See how it works Start free Subscribe — $29/mo See pricing (vs LineLeader $149–169)Director brief (free report)MCP for agents

Directors still run Excel to 2028 for transitions.

Brightwheel waitlists can’t auto-move between lists.

One empty infant seat ≈ $7–13K+/yr (estimate).

DOB cascade backlog

Infant→toddler→preschool move-ups stack up; sheets break around 30–50 families.

Ratio ≠ licensed seats

Staffing and youngest-child rules shrink effective capacity below the license plaque.

MWF / TTh packing hell

Part-time packs leave Monday overload and Friday holes your parent app ignores.

Three pillars

01
Waitlist → offer → enroll
School-wide priority, response windows, still-interested check-ins.
02
Transition cascade
Continuous rotation—not school-year-only software.
03
Ratio what-if + MCP
Simulate before you offer; self-serve MCP keys on RatioSeat Pro ($29/mo).

Run the empty-seat math

Full ROI calculator

Capacity, enrollment, waitlist, tuition, and infant rooms up front — live monthly leakage estimates with advanced assumptions folded away.

Estimate only — edit assumptions; not a guarantee. Monthly leakage is open seats × your tuition rate. Planning aid — not legal advice.

Licensed capacity (children)

Slide up to 200

Current enrollment

Slide up to 200

Waitlist families

Slide up to 150

Tuition $/child / month

$1200

Slide up to 2500

Infant / toddler rooms (tight ratios)

Slide up to 6

Advanced assumptions

State pack (ratio planning aid)We still forecast openings in Sheets or ExcelWe track days-to-respond on waitlist offers

Monthly empty-seat leakage (estimate)

$9,600

We multiply 8 open seats by your $1,200/child/month tuition estimate. That is directional leakage, not audited revenue.

8 open seat(s) at your tuition estimate leak about $9,600/mo — up to 8 waitlist families could fill those spots if offers move faster.

Ratio pressure: low at current fillWaitlist conversion opportunity: 8 familiesOffer response time not tracked — slow offers widen leakageSheets forecast — 8–12 week openings are easy to miss

Leakage vs waitlist opportunity

Monthly empty-seat leakage (estimate)$9,600

Waitlist fill opportunity ($/mo, estimate)$9,600

Open licensed seats8 seats

Fill gauge (estimate)

Enrollment 90% of 80 licensed seats · 8 open

Email the full director brief

We will use your calculator assumptions in the report. Add your center name and site so we can personalize the snapshot (public pages only — no fake crawl claims).

Center / company nameWebsite URL (optional but helps)Continue to name & email → full report

Get the emailed Ratio & Waitlist Health report

Ratio & Waitlist Health report

Bespoke HTML brief — 8–12 week openings, DOB transition caution, capacity leakage (playbook §7.5), stack gaps, and a 90-day plan.

Get your report

ECE headlines

All industry news

Federal Register (ACF · child care) · Nov 1, 2026, 11:00 PMProposed Information Collection Activity; Federal Fiscal Year (FFY) 2027 Child Care and Development Fund (CCDF) Quality Progress Report
Federal Register (ACF · child care) · Oct 28, 2026, 11:00 PMReducing Bureaucracy and Burden for Child Support Enforcement Programs
Federal Register (ACF · child care) · Oct 25, 2026, 11:00 PMSubmission for Office of Management and Budget Review; Office of Refugee Resettlement (ORR) Unaccompanied Alien Child Health Forms

Enterprise CRM prices for a cascade your sheet already tries to be.

LineLeader ~$149–169/loc · Seedlist ~$59 · Procare suite add-ons → RatioSeat Free → RatioSeat Pro $29/mo → Multi-Site scoped. We win on the simulator, MCP, and waitlist plus transitions—not another Kanban.

Open demo app Pricing MCP & developers