How can childcare businesses seamlessly manage payroll within their existing software?
Background
Procare is a leading childcare management software that simplifies administrative tasks for childcare businesses. To improve the payroll experience, Procare partnered with CheckHQ to develop an integrated payroll solution.
While CheckHQ provided a boilerplate template as a foundation, Procare needed to tailor the system to align with its branding and address the unique needs of childcare management clients.
Project Details
Role: UI UX Designer
Type: New Application
Collaboration: Product & Engineering
⛔️ Problem
Childcare businesses using Procare faced challenges with payroll due to reliance on third-party integrations like QuickBooks and Gusto, which created inefficiencies and inconsistencies.
To address these pain points, Procare needed an integrated payroll solution tailored specifically to the unique needs of childcare management.
"Childcare businesses struggle to manage payroll efficiently within disconnected systems"
Business & Design Challenges
🟥 Leveraging CheckHQ while maintaining Procare’s identity
🟥 Need a seamless workflow during payroll runs without leaving the payroll system
🟥 Payroll involves significant manual data entry, which users weren’t accustomed to
🟥 Data gaps in integration that Procare’s existing fields didn’t support
High Level Goal
The goal was to build a seamless, in-house payroll solution tailored to childcare businesses—reducing manual work, improving accuracy, and driving adoption while creating a new revenue stream for Procare.
⭐️ Customizing the boilerplate
⭐️ Introducing a new autosave pattern when entering data
⭐️ Data syncing with stop-gap design & integrated timecards
Persona
The Payroll Admin
Non-tech savvy
Detail oriented
Cautious
Pains
• Time-consuming manual data entry
• Frustration switching between systems
• Fear of errors affecting staff pay
Goals
• A seamless, intuitive experience
• Tools that save time and reduce errors
• Clear guidance when completing tasks
Solution in Action
Anticipated Business Outcomes
Although the project was put on hold before launch, we designed the solution to drive measurable business results. If implemented, we expect:
20-30%
Increase in Payroll adoption vs. third-party integrations
30–50%
Reduction in payroll setup time due to data syncing
15-20%
Projected increase in annual revenue
Next Steps
If revived, the next phase would focus on:
→ Usability testing – Validate ease of use and pain points
→ Optimization – Address user friction before rollout
→ Monitoring – Track adoption rates, processing time, and revenue impact