Map the Daily Story Families Expect
Start by clarifying the narrative you want each family to receive. Identify the key checkpoints: drop-off confirmation, meals, rest, key activities, and pick-up reminders.
Talk with educators to document the observations they already capture. Your goal is to translate those habits into prompts that fit naturally within your digital flow.
- List the non-negotiable data points licensing expects each day.
- Highlight one meaningful story prompt for each classroom (for example, "today we practised sharing during circle time").
- Align your categories with your family app—attendance, meals, learning, reminders—so automation rules stay organized.
Set Up Automated Collection Touchpoints
Build short forms or quick buttons that staff can complete without leaving the classroom. Pair each with an automated workflow that files the note, notifies families, and updates your admin dashboard.
Automations should trigger at predictable times: immediately after check-in, post-meal, and at the end of the day. This keeps information timely and reduces the mental load on educators.
Pro tip
Create a single "Daily Snapshot" automation that bundles attendance, meals, and highlights into one message—families love a concise summary.
Review and Iterate Weekly
Schedule a 15-minute weekly review to read a sample of automated reports. Confirm tone, accuracy, and whether families are engaging with the content.
Use analytics to flag gaps—if nap time updates are often missing, set a reminder automation for 1:30 p.m. to nudge the classroom team.
- Track message open rates to identify when families prefer to receive updates.
- Ask educators for ideas that would make entry even faster (voice dictation, saved replies, or photo defaults).
- Refresh your highlight prompts each month so documentation stays fresh and aligned with curriculum themes.