Capabilities
Everything your centre runs on, in one place.
DaycareMate isn't a collection of bolted-on tools — it's one platform with deeply integrated surfaces. Every record is created once and used everywhere, from the first enquiry to the receipt PDF.
Admissions
Replace paper forms and PDF email threads with a magic-link onboarding flow and configurable admission form builder — ready for one-click approval.
- Admin sends a one-shot magic-link invite to the parent's email
- Configurable per-program form templates with custom fields
- Parents complete child, guardian, sibling, and document upload steps at their own pace
- Optional staff fill-on-behalf with a transparent audit field
- Approval materializes Parent, Student, Guardians, Documents, and first invoices in one transaction
Leads pipeline
Capture enquiries from your website, review optional AI chat conversations, and convert qualified families into admissions — without a separate CRM.
- Admin lead board with status tracking
- Embeddable enquiry forms and hosted register page
- Optional 24/7 AI website enquiry assistant for subscribers
- One-click lead → admission conversion with consent capture
- WhatsApp admission invite sharing from the lead board
Attendance
A tap-and-go classroom roster with QR scan check-in, leave requests, and a real-time picture of who is in for admins and parents.
- Daily check-in and check-out with one tap
- QR scan check-in via teacher FAB and parent QR cards
- Leave requests: parent submits, staff approves, attendance auto-marked absent
- Absent and late-pickup flags tracked separately
- One-click CSV export and attendance reports
Activity feed
The parent-facing experience that turns every drop-off into trust — a private, real-time window into the child's day.
- Teachers log meals, naps, learning, mood, and milestones in seconds
- Photo attachments delivered through private object storage
- Per-child feed scoped to authorized parents only
- Designed for fast tap-and-go phone entry in the classroom
Messaging
Stop chasing parents on three different channels. Conversations live in the same system that runs the centre — with realtime updates when configured.
- 1:1 conversations between parents, teachers, and admins
- Admin broadcasts for closures, events, and reminders
- Realtime inbox updates via Ably when configured
- Email notifications on new messages when configured
- Read and unread state surfaced in-app
Billing
An invoice-first workflow built around how centres actually bill — configurable currency, timezone, and tax, audit-logged, and immutable after issue.
- Reusable fee plans with MONTHLY, WEEKLY, ONE_TIME, and PER_HOUR cadences
- Batch billing runs with Draft → Pending → Paid lifecycle
- Parent payment proof submissions with admin approve/reject workflow
- Manual payments with parent statement, unapplied credit, and credit notes (CN-YYYY-####)
- Tax rate frozen on each invoice at issue time, with a per-line taxable flag
Student lifecycle
Manage the full student journey — withdrawal with retention policies, archives, re-enrollment for returning families, and program promotion.
- Soft withdrawal with optional prorated refund credit note
- Archives view for withdrawn students with retention badges
- Re-enrollment with selective one-off fee handling
- Program promotion moves active students to the next program and classroom
PWA & mobile-ready portals
Responsive Parent, Teacher, and Admin web portals with PWA add-to-homescreen — built for phones and tablets today. Native mobile apps are on the roadmap.
- PWA install prompts on admin, teacher, and parent portals
- Mobile-responsive UI for classroom check-in, feed, and messaging
- REST API designed for future native Parent and Teacher apps
- In-app Help Center guides for admins, teachers, and parents
Embeddable enquiry forms
Capture leads from your existing centre website without sending families to a new domain — with GDPR-style consent capture.
- Drop the enquiry form into any marketing site via API or native HTML
- Hosted register page alternative at /register on your deployment
- Leads land directly in your admin lead board with consent proof
- Anti-spam protection and rate limiting on the public endpoint
- Convert a lead into an admission with a single click
By category
Complete early childhood operations
All capabilities below are implemented in the DaycareMate platform.
Growth & Lead Management
Capture enquiries and convert families into enrolled students.
- Leads pipeline with status tracking
- Embeddable enquiry forms and hosted register page
- Optional 24/7 AI website enquiry assistant
- Conversational contact capture and chat inquiry review
Admissions & Enrollment
Magic-link onboarding from first invite to approved enrollment.
- Configurable admission form builder
- Staff fill-on-behalf with audit trail
- Approve, reject, and request changes workflow
- Document uploads during onboarding
Student Management
Complete student records through enrollment, care, and lifecycle.
- Profiles, photos, and documents
- Classroom placement and pickup authorization
- Printable student ID cards
- Withdrawal, archives, re-enrollment, and program promotion
People Management
Parents, guardians, and staff with role-based access.
- Parent portal invites and management
- Staff management and classroom assignment
- 8-role RBAC with granular permissions
Classrooms & Programs
Catalog structure that drives enrollment and billing.
- Classroom capacity and teacher assignment
- Program catalog with pricing options
- Fee plans and enrollment billing contracts
Attendance & Leave
Know who is in, who is out, and who is on approved leave.
- Check-in and check-out board
- QR scan check-in for teachers and parents
- Leave requests with auto-absent marking
- Attendance reports and CSV export
Daily Care & Activities
The parent-facing window into each child's day.
- Activity feed: meals, naps, learning, mood, milestones
- Photo sharing via private storage and CDN
- Per-child feed scoped to authorized parents
Communication
Keep families and staff connected in one system.
- 1:1 messaging between parents, teachers, and admins
- Broadcasts and announcements with audience targeting
- Realtime updates and transactional email notifications
Billing & Finance
Invoice-first billing with configurable currency, timezone, and tax.
- Billing runs and fee plans with multiple cadences
- Credit notes and parent account statements
- Parent payment proof submissions
- Invoice and receipt PDFs with dunning reminders
Portals & Apps
Tailored experiences for every role on web and mobile.
- Admin, Teacher, and Parent web portals
- Responsive web portals with PWA install
- PWA install prompts and in-app Help Center
Platform & Security
Enterprise-grade isolation without enterprise complexity.
- Dedicated per-client deployment
- Configurable currency, timezone, and VAT
- Magic-link authentication and audit trails
- OpenAPI-documented REST API
And quietly underneath
The plumbing that keeps everything honest.
The features above all sit on the same trusted foundation.
Dedicated deployment per centre
Your own database, object storage, CDN, and email identity.
Role-based access (8 roles)
From super-admin to parent — enforced at middleware and on every API.
Audit-logged invoice events
Issue, payment, credit note, void — every change is timestamped.
Configurable currency, timezone, VAT
Per-deployment settings for centres worldwide.
Transactional email built in
Invites, message notifications, dunning — via your sender identity.
PWA & mobile-ready portals
Add admin, teacher, and parent portals to your home screen — native apps on the roadmap.
REST API for integrations
OpenAPI-documented API shared by web portals today and future mobile clients.
Ready when you are
See it on your own data.
Walk through a tailored demo with your fee plan, classroom roster, and billing cadence.