Referrals
Every family who calls, matched to real openings.
Built for CCR&R agencies — and for the ISDs, regional agencies and districts that coordinate early childhood across their members. Intake, provider search, referral history and the state reporting at the end of the month come out of one system instead of four, in any language your families speak.
Provider A — 1.2 mi · 2 openings
MatchProvider B — 2.4 mi · 1 opening
MatchProvider C — 3.1 mi · 4 openings
MatchProvider D — 4.8 mi · waitlist
WaitlistWhat it does
A parent calls needing infant care near work, second shift, and a seat that takes a subsidy. Finding it should take a search, not a stack of callbacks.The job Referrals is built around
Family intake
Capture what a family actually needs — ages, hours, location, subsidy, language — in one pass.
Any language
Intake, the referral packet and every follow-up presented in whichever languages your families speak — not an English form with a translation alongside.
Provider search
Filter live provider records by age served, schedule, seat availability, quality rating and distance.
Referral history
Every referral kept against the family and the provider, so the next call starts where the last ended.
Follow-up
Scheduled check-ins that record whether the family actually got placed — the outcome funders ask about.
Provider records
Licensing, capacity and quality data in one place instead of a spreadsheet per specialist.
Reporting
The counts your state and funders require, produced from the work itself rather than rebuilt each quarter.
Single sign-on
Your existing directory, one login across every Solutionwhere module your agency runs.
Support that knows it
People who work on the product answer, and migrate your existing family and provider records.
A look inside
What the people who use it every day actually see.
New family
What does this family need?
Children
Hours
Near
Subsidy
Language
Channel
Phone
Previous referrals
1, last spring
Taking the call
One intake, any channel — ages, hours, location, subsidy and language captured in one pass.
Families served
1,146
Referrals made
3,280
Placements confirmed
71%
Referrals vs placements, by month
Unmet need by age
Follow-up call — family placed at Provider B
PlacedFollow-up call — still searching, second shift
OpenProving the work
Referrals against placements, follow-ups recorded, and unmet need by age and geography.
In detail
Grouped by who does the job, so you can find the part you own.
Taking the call
- One intake, any channel — the same record whether it came by phone, web form or walk-in.
- Ages and number of children, days and hours including second and third shift, travel radius from home or work.
- Subsidy and eligibility captured at intake, so you never refer a family to a seat that cannot take them.
- Special and inclusive care flagged as a requirement, not a note someone has to read.
- Language recorded on the family, so follow-up goes out in the one they speak.
Finding the seat
- Live filters across age served, schedule, license type, quality rating, subsidy acceptance and distance.
- Seat availability maintained by providers themselves, with a visible date of last confirmation.
- Map and list side by side, because a parent thinks in “on my way to work”.
- Referral packet generated for the family — printed, emailed or texted.
- Nothing suitable? The gap is recorded as unmet need rather than lost.
The provider network
- One provider record holding licensing, capacity, ages, rates, quality rating and contacts.
- Provider self-service to update openings without a phone call to your staff.
- Licensing data reconciled against the state source so records do not drift.
- History per provider — every referral sent, and how many placed.
Proving the work
- Follow-up scheduled automatically and recorded: did the family actually get placed?
- Outcomes, not just activity — referrals made versus placements confirmed.
- Unmet need reporting: where demand exists and supply does not, by age band and geography.
- State and funder returns produced from the work itself.
- Per-agency reporting where a region runs several agencies on one system.
Built for
Anyone carrying a referral line, a provider network and a reporting obligation.
What customers say
“The level of efficiency, it's like night and day.”
“This is just wonderful and the time it's saved is phenomenal! For the most part I was able to get it up and running without training help.”
“We really had nothing before. It's like going from poor to rich. We're in this place that we've never been.”
“I am able to produce an accurate, statistical report quickly using Solutionwhere, usually to the amazement of my colleagues and administrators.”
“We didn't want a coaching software. We wanted a database of services — and we are getting ten times more than what we would have gotten from those coaching softwares.”
“Now we have data. We have decisions we can make.”
“When you showed us the product, we were sold.”
“Having all systems under one umbrella was impactful for us. The people we coach and refer and train are all the same people.”
“We're spending less time recording and more time planning their weeks.”
“We didn't have to wonder. We knew they were doing good work.”
“Having it now, it's so hard to imagine not having it.”
See a referral run end to end, with your own provider data.
Twenty minutes, online, focused on your reporting requirements.