Paper forms and PDF threads
Half the data lives in inboxes, the other half in a shared drive nobody can find.
Admissions
From inquiry to enrolled — in days, not weeks.
DaycareMate replaces paper forms and PDF email threads with a magic-link workflow. Parents complete admissions at their own pace; admins approve with a single click; everything downstream — the student record, billing contract, first invoices — materializes automatically.
What this replaces
The way most daycares onboard parents today.
Re-keyed everything
Name, address, allergies, sibling links — typed once on paper, twice in software, often inconsistently.
No audit trail
When a parent asks 'who entered this?' six weeks later, nobody knows.
How it works
One workflow, four moments — and zero re-keying.
Every step inherits the data from the one before. Approval is one click.
- 1
Admin starts an admission
From the lead board or directly: a few fields, then send. The system issues a one-shot magic-link to the parent's email.
- 2
Parent opens the magic link
No password yet. The link signs them in for a single session and lands them on the onboarding wizard. They can save and continue across multiple sittings.
- 3
Parent completes the form
Child, guardians (multiple supported), siblings, pickup authorisation, emergency contacts, and document uploads — all in a flow designed for a phone.
- 4
Admin approves
One click materializes the Parent, Student, Guardians, Documents, and the configured first invoices. Audit-logged with who, when, and (if staff-completed) which admin filled on behalf.
A form parents actually finish.
The onboarding form was designed for parents filling it out on their phone between drop-off and the start of their workday. They can save and resume. They can add multiple guardians and siblings. They can upload documents straight from the camera roll.
For families that need help, admin staff can complete the form on
behalf with a transparent filledByAdminId audit field
recorded on the submission.
Approval materialization
One click. Six records. No spreadsheets.
When an admin approves an admission, DaycareMate atomically creates the parent profile, the student profile, the guardian links, the document records, the enrollment billing contract, and (when configured) the first invoices.
If anything fails, nothing is half-created — the approval rolls back and you can retry safely.
- Parent profile
- Student profile
- Guardian links
- Document records
- Enrollment billing contract
- First invoices (when configured)
Built-in safety net
The details that quietly keep admissions honest.
Approve, reject, cancel, resend invite — every action recorded.
Open-admission deduping prevents accidental duplicates per family.
Staff fill-on-behalf supported, with a filledByAdminId audit field.
Magic-link tokens are one-shot and TTL-expired — no shared passwords.
Documents land in private object storage with presigned URLs.
Sibling metadata is captured for future enrollment, not lost.
Ready when you are
See admissions on your data.
In a 30-minute demo we'll walk through an admission from invite to approval — with your fee plan and your classrooms.