Quick answer
Schools switch from Procare to brightwheel primarily because of brightwheel's faster onboarding, more intuitive interface, and truly all-in-one platform. Brightwheel includes billing, communication, curriculum, and attendance in a single app—with data migration completed in under 24 hours and a dedicated 1:1 onboarding coach included for every program.
Early education programs rely heavily on software to streamline daily operations and enhance communication with families. Two popular solutions in childcare management are Procare and brightwheel software.
However, a growing number of childcare programs have made the switch from Procare to brightwheel software — and it's not hard to see why. Brightwheel's intuitive design, comprehensive features, and guided onboarding process make it the go-to solution for programs ready to run more efficiently. This article breaks down exactly what's driving that shift, and what the switching process actually looks like.are just a few reasons why programs prefer it.
We love brightwheel. After using Procare, this is 10 times better."
Crystal, Area Director at DaVinci Academy, Belvidere, IL
Why programs leave Procare
Many childcare providers find themselves outgrowing their current systems as their needs evolve. For those using Procare, common frustrations often stem from limited flexibility, unreliability, and inefficiencies in daily operations, prompting a search for a more streamlined and user-friendly solution.
Procare's pricing model also often requires separate payments for add-ons, increasing the overall expense and creating a fragmented experience.
Key reasons to switch to brightwheel
Switching from Procare to brightwheel means a more efficient, user-friendly experience with better communication tools, smarter billing, and the operational reliability childcare programs depend on.
User-friendly, intuitive interface
Brightwheel is designed with childcare providers in mind, offering a simple, intuitive interface that even staff with minimal technical skills can adapt to quickly. Unlike Procare, which can feel overwhelming and less intuitive, brightwheel prioritizes ease of use. Setup is quick and seamless, taking days rather than weeks to get your program up and running efficiently.
Automated billing and payments
Brightwheel simplifies financial management with automated billing and secure online payment options. Families can pay via multiple methods, including autopay, saving administrators hours of manual reconciliation each week. 90% of preschools report more families pay on time after switching to brightwheel. Procare requires additional modules for advanced billing features, which adds both cost and complexity.
Family communication tools
Brightwheel makes it easy to stay connected with families through real-time daily updates, photos, videos, and developmental milestones — delivered directly to parents' phones. Procare's communication features lack the real-time richness and ease of setup that brightwheel offers. 95% of administrators and staff report that brightwheel improves communication with families.
Curriculum and lesson planning
Brightwheel centralizes curriculum management with tools like Experience Curriculum, which combines hands-on learning materials delivered monthly with digital lesson plans integrated directly in the platform.
Multi-location management
For multi-site programs, brightwheel offers seamless centralized oversight — track performance, manage data, and coordinate operations across all locations from one platform.
One platform, no hidden fees
Brightwheel connects 100+ features into a single, flexible app — from check-ins and billing to admissions and reporting. Brightwheel's pricing is straightforward and scalable, with no surprise add-on costs. By contrast, Procare’s pricing model often requires separate payments for add-ons, increasing the overall expense.
Dependable performance
Brightwheel runs at 99.9% uptime, meaning the platform is almost always available — a critical feature for smooth daily operations. Procare users have reported system crashes that disrupt administrative tasks and daily workflows.
Real-time syncing across devices
Brightwheel supports real-time syncing across phones, tablets, and computers, so staff and families always have access to the latest updates. Procare's syncing capabilities are less robust, which can lead to delays and miscommunications.
How switching from Procare to brightwheel works
Switching childcare management software doesn't have to mean weeks of downtime or manual data re-entry. Here's exactly what the process looks like:
Under 24 hours: Your data, migrated for you. Download your information directly from Procare and brightwheel's team migrates your rosters, rate cards, student profiles, and billing information — in under 24 hours, with no manual data entry on your end.
Day 1: Meet your dedicated onboarding coach. Every program gets a 1:1 onboarding specialist — a real person who guides you through setup live and on your schedule. From configuration to staff training, they stay with you until you're confident.
Week 1 and beyond: Fully live. Families enrolled, billing running, staff trained — with ongoing, top-rated support available whenever you need it. Most programs are fully operational within a week of starting the process.
What brightwheel customers say
I had my training and by that next week we were switching, and I was adding billing plans and adding students. It didn’t take as long as I thought. It probably took a week for me to feel confident.”
Syieda D., Director and Owner of SMG Clubhouse in Horsham and Quakertown, PA
Brightwheel helps us in every way possible. From their onboarding and support team to the features that keep us organized, on track with planning, and communicating smoothly to parents and each other.”
Harida H., Administrator, Play Pals Daycare in Maumee, OH
The brightwheel onboarding process is really, really helpful. They made sure I was using the tool to the best of its abilities, and they took care of uploading all the kiddos into the system.”
Alyssa D., Executive Director at McNeilly Center for Children in Nashville, TN
The motivator to start brightwheel was I was coming into a small program and I had been asked to grow the program...I've now more than doubled the program here, and added two more classrooms."
The real impact of switching to brightwheel
Programs that switch from Procare to brightwheel see measurable improvements across operations, finances, and staff satisfaction:
- 20 hours saved per administrator and staff member every month
- 90% of preschools report more families pay on time with brightwheel
- 2 out of 3 teachers would rather work at a program that uses brightwheel
- 95% of administrators and staff report brightwheel improves communication with families
Reliable, human support — always
Get ongoing, personalized support at every step — 24/7 access to chat, phone support, webinars, tutorials, and a community of ECE professionals. The average response time for chat inquiries is under one minute. You can also schedule a phone call with the support team directly.
And unlike some software providers, brightwheel's support doesn't disappear after onboarding. The Customer Support team is available for troubleshooting, optimization, and guidance as your program grows and changes.
Free Guide for Selecting Childcare Management Software
Download a free guide to simplify your decision-making process and help you choose the best childcare software for your program.
Frequently asked questions
How long does it take to switch from Procare to brightwheel? Most programs are fully up and running within a week. Brightwheel's onboarding team migrates your data from Procare — including rosters, rate cards, and billing information — in under 24 hours. From there, a dedicated 1:1 specialist guides your setup and staff training live, on your schedule.
Does brightwheel migrate data from Procare? Yes. Download your information directly from Procare and brightwheel handles the upload — student profiles, parent contacts, staff records, and billing rate cards — within 24 hours, with no manual data entry required on your end.
Will switching from Procare to brightwheel disrupt my program? Not at all. Most programs go live within days with no interruption to daily operations. Brightwheel's onboarding team works around your schedule so you and your staff can stay focused on the children in your care.
How does brightwheel compare to Procare for childcare management? Brightwheel saves administrators and staff up to 20 hours a month through automated billing, family communication, and contactless check-in — all in one platform, with no hidden module fees. Procare requires separate purchases for many of its advanced features, adding cost and complexity. Brightwheel also maintains 99.9% uptime, compared to Procare's reported history of crashes and reliability issues.
What support does brightwheel provide during and after onboarding? Every program gets a dedicated 1:1 onboarding specialist for guided live setup. Ongoing support includes 24/7 chatbot access, webinars, tutorials, a community forum, and the option to schedule phone calls with the support team. Average chat response time is under one minute.
How much does brightwheel cost compared to Procare? Brightwheel offers straightforward, scalable pricing with no hidden fees or required add-ons. Procare's modular pricing structure often results in a higher total cost as programs pay separately for features that come standard in brightwheel. Contact brightwheel for a personalized quote based on your program size and needs.
Why brightwheel stands out
Brightwheel is more than just software. It’s a comprehensive solution designed to empower early education programs. By focusing on ease of use, robust features, and customer support, Brightwheel ensures that administrators, staff, and families all benefit.
Key takeaways:
- User-friendly interface saves time and minimizes frustration.
- Advanced features like automated billing, parent communication, and lesson planning cater to modern childcare needs.
- Reliable customer support and smooth onboarding make the switch hassle-free.
- Straightforward pricing provides better value compared to Procare’s modular approach.
Make the switch
Moving from Procare to brightwheel isn't just a software change—it's an upgrade to a system that transforms how childcare programs operate. Brightwheel saves time, reduces costs, and improves the experience for families, staff, and administrators alike.
Ready to make the switch? Learn how easy it is →
