Daycare operations, modernised

The all-in-one operating system for modern daycares.

Smarter daycare. Happier families.

DaycareMate brings admissions, attendance, activities, parent messaging, and tax-aware billing onto one trusted, single-tenant platform — so every child's day is captured and every invoice is precise.

Book a demo See pricing
  • Single-tenant per daycare
  • Magic-link parent onboarding
  • Tax-aware invoicing
  • Audit-logged billing
Profiles

Single source of truth.

Attendance

One-tap check-in.

Admissions

Digital parent applications.

Broadcasts

Reach every family at once.

Activity feed

Photos & updates.

Explore activity feed → Messages

Parent ↔ teacher.

Visit booking

Embed on your website.

Invoices

5% VAT ready.

Secure

Role-based access.

Built for modern daycare operators

  • Customer logo placeholder 1 — replace with a real customer mark when available.
  • Customer logo placeholder 2 — replace with a real customer mark when available.
  • Customer logo placeholder 3 — replace with a real customer mark when available.
  • Customer logo placeholder 4 — replace with a real customer mark when available.
  • Customer logo placeholder 5 — replace with a real customer mark when available.

At a glance

1:1
Deployment per daycare

Your data lives in the region you choose, on infrastructure isolated to your deployment.

4
Role-tailored experiences

Super-admin, admin, teacher, parent — each sees only what they need.

100%
Audit-logged invoice lifecycle

Every issue, payment, and credit note is timestamped on the invoice.

0
Hidden per-student fees

One annual license per deployment within your agreed enrolled-student allowance — no surprise per-child add-ons on your contract.

Why DaycareMate

Designed around what daycare directors actually run.

Built from the real day-to-day of admissions, classroom care, parent communication, and finance — not a generic CRM bent into shape.

Tax-aware finance, locked on issue

Every invoice freezes its tax rate at the moment it is issued, with a per-line taxable flag so deposits and registration fees stay outside the tax base. Credit notes are numbered CN-YYYY-#### and the per-parent statement is always one click away.

Your data, your deployment

Every daycare gets its own deployment — your database, your private object storage, your CDN, your transactional email identity. We do not share infrastructure between customers.

Role-tailored, by design

Admins get full CRUD. Teachers get a tap-and-go classroom view. Parents see only their own child's day. The middleware enforces it at every request — never trust by convention.

Capabilities

Everything your daycare runs on, in one place.

Six tightly integrated surfaces. Each one is a deep tool in its own right, and they all share the same source of truth.

Admissions

Replace paper forms and PDF email threads with a magic-link onboarding flow that arrives ready for one-click approval.

Learn more

Attendance

A tap-and-go classroom roster for teachers and a real-time picture of who is in for admins and parents.

Learn more

Activity feed

The parent-facing experience that turns every drop-off into trust — a private, real-time window into the child's day.

Learn more

Messaging

Stop chasing parents on three different channels. Conversations live in the same system that runs the daycare.

Learn more

Billing

An invoice-first workflow built around how daycares actually bill — tax-aware, audit-logged, and immutable after issue.

Learn more

Embeddable visit booking

Capture leads from your existing daycare website without sending them to a new domain.

Learn more

How it works

From a parent's first inquiry to a paid invoice — one platform.

Every step inherits the data from the one before. Nothing is rekeyed.

  1. 1

    Admit

    A magic-link invite arrives in the parent's inbox. They complete child, guardian, sibling, and document steps at their own pace.

  2. 2

    Enroll

    One approval click materializes the parent, the student, guardians, documents, and the first invoices — no copy-pasting between systems.

  3. 3

    Operate

    Teachers run the day: check-in, activities, photos, messages. Parents see a quiet, real-time picture of their child's day.

  4. 4

    Bill

    Billing runs batch invoices on your cadence. Tax is frozen on issue. Payments, statements, and credit notes are first-class.

Three roles, one truth

One platform, three tailored experiences.

Each role gets only what they need — no more, no less. Enforced at the middleware, not by convention.

For Admins

Admin

The daycare director's command centre — every record, every dollar, every conversation.

  • Full CRUD across students, parents, classrooms, programs
  • Approve admissions, manage enrollment billing
  • Run batch billing, issue invoices, record payments
  • Broadcast to all parents and review the lead board
For Teachers

Teacher

Tap-and-go interfaces designed for a phone in a busy classroom — never a laptop.

  • Classroom roster with one-tap check-in and check-out
  • Activity logger for meals, naps, learning, and mood
  • Attach photos straight from the camera roll
  • 1:1 messaging with each child's parents
For Parents

Parent

A calm, private window into their child's day — and only their child's day.

  • Real-time activity feed with photos
  • Attendance, invoices, and statement on hand
  • Direct messaging to teachers and admins
  • Magic-link admissions and self-serve onboarding

Trust & security

The kind of platform you'd want trusted with your own children's data.

Single-tenant, role-gated, audit-logged. The safeguards your insurance auditor asks about — and the ones you'd want anyway.

  • Data hosted in the cloud region you choose at deployment time.
  • Role-based access enforced at the middleware on every request.
  • Private object storage with short-lived presigned URLs for every upload and download.
  • Every invoice carries an immutable event log — issue, payment, credit note, void.
See the trust page
Parent statement ledger showing applied payments and unapplied credit.
"Before DaycareMate, our team spent evenings reconciling fees across spreadsheets and parent chats. Now billing, statements, and parent updates are in one place, and we've cut admin follow-ups by more than half."
Customer portrait placeholder — replace with a real headshot.
Chloe Wright
Director - BestStart Daycare

One simple plan

One annual plan per daycare deployment.

The full product — admissions, attendance, activities, messaging, fee plans, billing runs, payments, statements, credit notes, embeddable booking — on your own dedicated deployment. Licensed annually; see pricing for everything included.

See what's included Get a quote

We'll reply within one business day.

Frequently asked

Answers to the questions every daycare director asks first.

Is DaycareMate hosted per daycare?

Yes. Every customer gets a dedicated deployment — your own database, your own private object storage, your own CDN, your own transactional email identity. We do not share infrastructure between daycares.

Can I run multiple daycares on one account?

Today, no — DaycareMate is single-tenant per deployment. Multi-tenant hosting is on the roadmap and will not change your day-to-day workflows when it ships.

Can parents pay online through the system?

Not in the current release. Payments are recorded manually (cash, transfer, card outside the system) and a receipt PDF is generated automatically. Online payment gateways are on the roadmap.

Is there a mobile app?

The web app is fully responsive and works well on phones today. The REST API is designed so a future native mobile client can use the same backend.

Where is my data stored?

In the cloud region you choose at deployment time. Photos and documents live in a private object store served via a CDN with presigned URLs that expire on each request.

How does parent onboarding with magic links work?

Admins send an invite; parents open a secure link, verify their email, and complete child profiles, guardians, siblings, and required documents step by step. Nothing goes live until your team approves the admission.

What happens when we approve an admission?

Approval creates the parent account, student record, linked guardians, stored documents, and the first invoices from your fee plan in one flow — no retyping data from spreadsheets or PDFs.

Can we customise fee plans and billing cadence?

Yes. You define fee plans, deposits, registration, and tax treatment per line. Billing runs can follow your weekly or monthly rhythm; tax rates are frozen on each invoice at issue time.

Are invoices and credit notes legally numbered?

Invoices and credit notes follow structured numbering (including CN-YYYY-#### for credits) so your audit trail stays clear. Historical documents remain immutable after issue.

How do parents see invoices and statements?

Parents sign in to their portal to view invoices, recorded payments, and a consolidated statement. Staff can still generate PDFs when you need something printable.

Do teachers need training to use the classroom tools?

The teacher experience is intentionally minimal — roster, check-in/out, activities, photos, and messaging are large targets on mobile. Most teams are productive within a single walkthrough.

How is attendance recorded?

Teachers check children in and out from the classroom roster. Parents see attendance in their feed; admins can review patterns across rooms without exporting spreadsheets.

Can we message individual parents or broadcast to everyone?

Teachers message each child's household directly. Admins can broadcast announcements to all enrolled families when you need a centre-wide update.

What file types can parents upload during admissions?

Standard documents such as PDFs and images are supported; files land in your private object storage with short-lived download links. Retention follows your centre's policy.

Is there an embeddable booking or enquiry form?

Yes — you can embed a booking widget on your website so leads land in your pipeline without another silo of emails and spreadsheets.

Who can see a child's photos and activity feed?

Only staff roles you authorise and that child's own parents or guardians. Row-level checks run on every request — parents never see another family's children.

Can we export our data if we leave?

Your deployment belongs to you; exports of core records and documents can be arranged as part of offboarding. Ask us for the technical checklist when you plan a migration.

Do you offer SSO or SAML?

Enterprise-style identity integrations are evaluated case by case for dedicated deployments. Tell us your IdP and we'll confirm fit during quoting.

How are backups handled?

Database and storage follow provider-grade backup policies for your chosen cloud region. For RPO/RTO targets specific to your regulator, we'll align during deployment planning.

What languages or locales are supported?

The product is built with multi-locale invoicing and dates in mind. If you need a specific locale pack or right-to-left UI, mention it when you request a quote.

Can directors audit billing changes?

Billing actions are event-logged — issue, payment, credit note, void — so you can trace who did what and when, not just the latest spreadsheet cell.

Is there a sandbox or demo tenant?

We prefer guided demos tailored to your workflows so you see real admissions-to-invoice paths. Ask for a slot and we'll walk your team through your scenarios.

How fast do you respond to support requests?

Email support is included with your deployment. Critical production issues are prioritised; exact SLAs are spelled out in your agreement after scoping.

Can we whitescreen or use our own domain for parents?

Custom domains and branded email identities are common asks for dedicated deployments. We'll map what's possible for DNS, TLS, and deliverability during onboarding.

Ready when you are

Ready to modernise your daycare?

Book a tailored demo and we'll show you how every step — from admission to invoice — fits together.

Book a demo Get a quote