8 Common Problems States Run Into with Child Care Training Vendors
June 1, 2025
When states look to contract with an online training vendor for child care, the options can feel limited — and on the surface, they all look alike. Most vendors promise online access, flexible scheduling, and a catalog of required courses.
But once the work begins, important gaps often come to light. Course libraries may not fully align with state regulations. Oversight can still require manual tracking. And when new safety standards or research emerge, some vendors are slow to update their materials.
These aren't minor issues. They create compliance risks, slow down workforce development, and add more work for agencies already managing tight budgets and political timelines.
In this blog, we'll walk through eight common problems states encounter with child care training vendors — and what to watch for when you're comparing your options.
1. Courses don't fully align with state requirements
The problem: Many vendors provide a generic catalog that meets "most" standards but not your specific regulations.
What to look for: A vendor who reviews your state's requirements and customizes content to match them exactly. That includes contact hours, health and safety protocols, and alignment with your ECE professional development system. The right partner ensures every course qualifies so providers and oversight teams have complete confidence in the training.
2. Oversight doesn't integrate with your system
The problem: Some vendors deliver online training but don't connect to your registry or reporting tools.
What to look for: A vendor who integrates directly with your state registry and automates reporting. Completions flow into the system you already use, giving agencies real-time visibility into staff qualifications and simplifying compliance documentation.
3. Course quality is inconsistent
The problem: Generic catalogs often recycle outdated material or fail to reflect current research.
What to look for: Vendors who invest in content developed and refreshed by early childhood experts. Courses should reflect evidence-based practices and evolving priorities, from health and safety standards to new research like the science of reading.
4. Vendors can't adapt to your needs
The problem: Many providers sell a fixed catalog with little flexibility when regulations change or states need custom content.
What to look for: A partner who can adapt existing courses, build new training, or convert your own materials into online modules. Flexibility ensures training stays relevant as requirements evolve.
5. Access isn't equitable statewide
The problem: Not every vendor designs for the realities of your child care workforce. Some platforms are clunky, only in English, or difficult for educators working long hours or in rural areas.
What to look for: A platform that provides 24/7, bilingual access and a consistent experience statewide. Training should be simple to access and complete, no matter where or when educators log in.
6. Support is limited to troubleshooting
The problem: Many vendors offer only a help desk for technical issues, leaving states without strategic support.
What to look for: A vendor who provides a dedicated relationship manager and policy expertise. The right partner understands CCDF vs. QRIS/QIS standards, procurement realities, and workforce pipelines — and helps states navigate them, not just log tickets.
7. Contracts get bogged down in procurement
The problem: Generic vendors often don't understand state contracting, which delays training when it's needed most.
What to look for: A vendor experienced with sole-source contracting and budget alignment. The best partners can structure agreements to move forward quickly while staying compliant with procurement requirements.
8. No chance to test before committing
The problem: Most vendors require a contract before you see how their training works in practice.
What to look for: A partner who offers pilots or free access upfront. Giving providers access to a course for a year at no cost lets states evaluate the platform in real-world conditions while delivering immediate value.
Why States Choose ProSolutions Training
When every vendor looks similar on the surface, these eight pitfalls are what separate generic providers from true partners. The right vendor doesn't just deliver courses — they simplify oversight, keep training current, and act as a strategic ally for agencies.
That's why states choose ProSolutions Training. With customization without the custom price tag, dedicated relationship managers, and deep expertise in state systems and compliance, we go beyond course delivery. You're not just buying training — you're working with policy experts who understand workforce development, procurement, and the timelines agencies face.
Contact us today to learn more about how we can partner with you.
