Childcare Management Software Development

Online application and registration with digital family intake forms -- child details, medical needs, allergies, dietary requirements, and emergency contacts collected before the first session. Authorised collection list with photo upload for staff verification at pick-up. Consent records for activities, photos, and trips stored against the child profile. Funding entitlement tracking for EYFS 15-hour and 30-hour funded hours with eligibility code recording and funding period management. Document storage for immunisation records, custody arrangements, and enrolment agreements with expiry alerts. Re-enrolment workflows for existing families with pre-populated forms to reduce admin time at the start of each term.

Digital register with parent or staff check-in and check-out -- QR code, PIN, or app -- with timestamped records for every arrival and departure. Real-time child-to-staff ratio dashboard by room showing current ratios against required minimums, with alerts when a room approaches a compliance threshold before a breach occurs. Absent child alerts for children who have not arrived by their expected start time without a parent notification. Late collection tracking with automated fee calculation where your policy applies. Attendance reports by child, room, and session for funding submissions and inspection readiness.

Key worker sends daily update from a mobile device -- nappy changes, sleep times, meals, activities, mood, and observations. Parents receive a push notification and view the full report in the app the same day, not tomorrow via a paper diary sent home in a bag. Photo sharing with parental consent controls ensures only authorised family members see each child's photos -- content stored with GDPR-compliant retention. Broadcast messaging for room-level and setting-wide announcements -- closures, events, reminders -- with read receipts so staff know which families have seen critical communications.

Observation recording by key worker linked to the EYFS framework or your chosen curriculum, with the ability to tag observations to specific areas of learning and development. Learning journey portfolio per child -- observations, photos, and assessments built up over the child's time in the setting. Milestone tracking against expected development stages with a view of progress across the cohort for the setting manager. Key worker assignment with caseload view showing each key worker's children and recent observation activity. Observation sharing with parents through the parent app where the setting chooses to include families in the learning journey record.

Weekly or monthly fee calculation based on hours booked per child, with EYFS funded hours deducted automatically before the invoice is generated. Invoice generation and delivery by email or in-app notification, with online payment processing. Sibling discounts, registration fees, and consumables charges all handled in the same billing run. Late payment tracking with automated reminder sequences and configurable late fee application. Family account statements with full payment history. Integration with accounting software for reconciliation without re-entering data. Funded-only children managed alongside privately paying families in the same billing system without separate processes.

Staff rotas built with ratio-aware scheduling -- the system shows projected child numbers and required staffing levels for each session so you plan coverage before the day starts. Qualification and certification records with expiry alerts for Paediatric First Aid, safeguarding training, and role-specific credentials before a certificate lapses. DBS check records and renewal date tracking. Holiday and absence management with cover planning. Time and attendance records for staff clock-in and clock-out linked to payroll. Training log for CPD hours and mandatory training completion at the individual and setting level.