Features
Everything a program needs, switched on by program type.
Each feature below is in HubiCare today. Your organization type decides which ones are on and what they are called.
Attendance
The door tablet, with offline mode
Any tablet with a browser becomes the door: a large keypad, family codes, a printed QR card, and staff clock-in on the same screen.
- Every event records who signed, how, on which device and when, in the site's own time zone; corrections keep the original and the reason.
- Offline mode keeps check-ins working when the internet drops and syncs them when it returns; each site can turn it off.
- Lockouts after wrong codes, a check of authorized adults at pickup, and a block with an alert when a court order is on file.
Families
A family app and messaging in many languages
Families add HubiCare to their phone's home screen and see their child's day, messages and photos in their own language.
- Daily reports, two-way messages with staff, announcements, absence reports and requests, with push and email notifications.
- The app is in English, Somali, Spanish, Arabic, Urdu, Swahili, Amharic and Oromo; Arabic and Urdu are laid out right to left.
- Optional AI translation of messages, off by default and only with the family's consent, always shown next to the original.
Billing
Billing and CCAP
Fee plans, invoices and online payments, with Minnesota subsidies tracked per child.
- Weekly, biweekly, semi-monthly or monthly plans, sibling and staff discounts, one-time charges, late-pickup and drop-in fees from attendance.
- Online payments by card or bank through Stripe, autopay, manual payments, and credits and refunds with a clear trail. Card data never touches HubiCare.
- CCAP authorizations, agency payments and family co-pays per child, and the DCYF Provider Hub attendance file to download and upload.
Enrollment
Enrollment and e-signature forms
A public application page with no account needed, offers, and a packet families sign on their phone.
- Applications are spam-protected and rate-limited; the office sees them as leads with a waitlist.
- Offer links work once and expire; a typed full name with a timestamp and a fingerprint of exactly what was signed.
- Document uploads such as immunization records, checked by their bytes, with the signed packet kept unchanged.
Compliance
Compliance center and inspection packet
Minnesota's child care rules as dated rule packs, records that are signed and locked, and one export for the licensing visit.
- Incident reports signed by the writer and the director, medication logs against a signed authorization, immunization and drill schedules, checklists, and licensing documents with expiry alerts.
- Chapter 142H daily duties: classroom rosters, name-to-face checks, infant nap checks every 15 minutes, field trips and walks, substitutes and volunteers.
- The inspection packet for a chosen date range, and an inspector link that shows one site, is read-only, expires, and logs every view.
Compliance tracker
A compliance tracker for licensed child care centers
License renewals, staff trainings, background studies and inspection prep in one place, with reminders before things are due.
- Licenses and registrations from any agency, with number, dates, capacity and conditions, the certificate and renewal papers, a renewal checklist, and reminders 120, 90, 60, 30, 14 and 7 days before expiry by email and in Alerts.
- Staff training due dates, first aid and CPR expiry and background study dates, with alerts for directors, and a one-page compliance summary per site that you can print.
- Inspection prep: the inspection packet and, in Minnesota, an “Am I inspection-ready?” checklist. Home care agencies and group homes: coming soon, not available yet.
Staff
Staff scheduling, ratios and training
Shifts, the time clock, time off, live ratios and the training and credential dates licensing asks about.
- A schedule grid per room with coverage against expected children and the ratio; staff see their own week on their phone.
- Live ratios by room against Rule 3, Rule 2 or chapter 142H, including nap-time rules and who counts, with alerts on a breach.
- In-service hours with proration in the first year, first aid and CPR expiry, background study dates, and a payroll CSV.
Learning
Learning and meals
Lesson plans, observations and progress reports, plus menus and CACFP meal counts.
- Weekly lesson plans tied to Minnesota's early childhood indicators; families see the published plan for their child's room.
- Quick observations on a phone, a portfolio per child, and progress reports families see once shared.
- Menus checked against the CACFP meal pattern and point-of-service meal counts, one per child, meal and day.
Reports
Reports
More than twenty reports, each showing only what the viewer may already see.
- Attendance, absences, late arrivals, enrollment funnel, ratio history, staff hours, allergies, emergency contacts and pickup lists.
- Excel and CSV downloads for owners and directors with two-step sign-in, every download logged; anyone who may see a report may print it.
- Nothing gets a public share link.
AI assistant
An AI assistant that is off by default
AI can help staff write, but only when HubiCare's data agreement is recorded and your owner turns it on.
- Drafts a daily note from the logged entries, polishes a message, suggests lesson ideas, or summarizes what a director should look at today.
- Children's names become tokens before anything is sent; health, custody, incident, billing and contact details are never read by a model.
- AI only drafts: nothing is sent or saved until a person chooses to use it.
Multi-site
One organization, many sites
Each site has its own hours, time zone, license type and rules; the owner sees every site in one place.
- Sites, rooms and programs per site; staff and families belong where they work and where their children attend.
- The reports hub shows today's numbers for every site with a total, and every report can be run per site or across sites.
- A site in a different state keeps its own time zone and license type; Minnesota rule packs apply only where a site is licensed as Minnesota child care.
See HubiCare for your program
Tell us about your program and we will reply with a quote and a time for a short walkthrough. Pricing depends on your program's size.
No self-service signup: every program is set up with a person from HubiCare.