Switch childcare software at your own pace
Moving to Ashby starts with a copy of your records and a reviewed roster import. Use this checklist to plan the change, check your billing and bring families over when you are ready.
No subscription. No credit card required. Online payments optional.
Optional online collections cost $1.99 each plus Stripe processing fees. How pricing works
1. Keep a copy of your existing records
Before changing systems, download the records your current provider makes available. Keep past attendance, invoices, payment statements and signed documents in secure storage. Check your provider’s cancellation and export terms before closing the account.
2. Set up your school and rooms
Create your Ashby account and follow the setup steps. Name your locations and rooms before importing the roster so you can match children to the right room. You can explore the software without connecting a bank or setting up online payments.
3. Review a small spreadsheet first
After signing in, open Children and the spreadsheet import. Use the current template and match your columns. Ashby accepts CSV or XLSX spreadsheets with up to 500 rows. Start with a small group, review the preview and correct any errors before you import.
4. Check tuition and opening balances
Tuition and opening balances are optional during import. Check each amount against your old system, and put each child’s opening balance on only one row. Review the saved records before preparing new invoices. An opening balance does not recreate the old invoice or payment history.
5. Invite your team and families when ready
Spreadsheet import does not send family invitations or collect payments. Review the imported records first, then use Invite selected or Invite all pending when you are ready. Tell families when to start using Ashby and where to find earlier records.
6. Choose the first day for new activity
Pick the date you will start recording attendance and new billing in Ashby. Review recurring billing and any scheduled collections in your old system before starting new collections. Keep access to your old records until you have checked what moved and what must remain in your archive.
What the import does—and what stays separate
- The import supports child and family roster details, with optional tuition and opening balances. Use the current in-app template for the available fields.
- Historical attendance, messages, photos, signed documents and the full transaction history are not recreated by the roster import.
- A spreadsheet import does not transfer a payment-processing account, saved cards, bank details or existing autopay authorization.
- Payment setup is separate and optional. Cash, checks and payments collected elsewhere are free to record.
For the current workflow, read Children and families, School settings and Tuition billing.
Review the costs before you move
Ashby software is free, with no subscription or per-child software fee. Optional online card or ACH collections cost $1.99 each in Ashby fees, plus separate Stripe processing fees. Parents pay fees by default; the school can choose who pays each fee.
Compare costs for both your school and families on the pricing page. You can also read the Brightwheel comparison and Procare comparison.
Start when your school is ready
Create your free account and work through setup at your own pace. No demo or sales call required. Online payments are optional.