One connected system for enrolment, attendance, daily care and fees.
Manage daycare enquiries, waiting lists, child profiles, daily attendance, care logs, staff rotas, fees and parent updates in one system. Each child keeps guardians, authorised pick-up adults, allergy and inhaler notes and a fee plan on one profile, from the first visit to the final invoice. Room staff log the day as it happens, from whichever handset or tablet is to hand. Parents get the summary.
- Rooms, age groups, fee plans and consent forms entered the way you run them
- Children, guardians and open balances migrated
- Changes to fee plans and rooms handled by GullySystem staff when asked
Daycares, creches and early years centres keep enquiries, enrolment, daily attendance, care logs, fees and parent updates in Daycare Management Software, which GullySystem configures. Each child has one profile with guardians, authorised pick-up adults, allergies and a fee plan. Staff record the day on a phone, and parents receive invoices and summaries from the same record.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and visit
A parent asks about a place. The enquiry is logged with the child’s age and the days wanted, and a centre visit is booked around nap time.
- 2
Waiting list and offer
The child joins a list for the right room. When a place opens, the office offers it in order and the parent accepts or declines. A declined place passes to the next family.
- 3
Enrolment
Guardians, pick-up adults, health notes, immunisation records, feeding and sleep routines and consents are collected into one child profile, and a fee plan is attached.
- 4
Daily care
Children are signed in by room. Staff note bottles, meals, naps, nappy changes, activities and incidents, and each pick-up is noted against an authorised adult.
- 5
Billing
Fees are raised each cycle from the plan and the attendance. Discounts and late charges are added, and payments are posted against the invoice.
- 6
Parent updates
Parents receive the day’s summary, invoice and any notice from the centre. The office sees what was sent, and a parent who missed the bottle times can read them again.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Every parent enquiry is logged with the child’s age and the days wanted, then followed up until a place is offered or declined.
- Attendance & Time Tracking
Children are signed in and out by room, and the record of who arrived, who left and who collected stays with the profile.
- Subscription Billing
A plan by session, day or month raises an invoice each cycle, with sibling discounts, funding shares and late pick-up charges added as lines.
- Receipts Management
Each payment is posted against its invoice, so a family’s balance and the oldest unpaid fee are visible to the office.
- WhatsApp, SMS and Email Notifications
Daily summaries, invoices and reminders are sent from the child’s record by email, SMS or messaging, and the office sees what each parent received.
- Client Portal
Each family signs in to see its own child’s profile, attendance, invoices and messages, and can correct contact details without calling the office.
- Roles and Permissions
Access follows the job, so a carer opens only their own room, the office reaches fees, and a parent sees one child.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the manager or owner
See children present, free places, staff cover by room, fees collected and invoices unpaid. Compare the baby room and the toddler room at a glance.
For the office
Take enquiries, run the waiting list, enrol children, issue invoices and post payments, with the file of each family open on one screen.
For carers and room leaders
Sign children in and out, record bottles, meals, naps and incidents, and see allergy and inhaler notes for the room.
For parents and guardians
See the day’s summary, attendance, invoices and messages for their own child, from nap times to the next fee due.
The numbers the owner asks for.
- Children present by room and day
- Waiting list by room and age group
- Staff and child counts against the ratio for each room
- Incidents, accidents and medication given by child
- Invoices raised and payments received
- Dues by family, oldest first
- Enquiries by source and outcome
Who this is built for.
- Daycare centres that care for babies, toddlers and pre-school children
- Creches attached to a workplace, a mall or a community centre
- Pre-school and nursery operators who also offer after-school care
- Family childcare homes that run a small group and need clear records
- Operators with several centres who want one view of places and fees
When it is not the right choice.
- A childminder with a handful of children can get by on a register and a notebook.
- Institutions built around classes, timetables and examinations are better served by the school and college product. Tuition centres should look at GullySystem’s Tuition and Coaching Centre Management Software.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- WhatsApp or other messaging
- SMS
- Payment gateway
- Accounting export
Questions owners ask before a demo.
Is it for a single centre or several?
Both. A single centre uses its own rooms and fees, and a group sees each centre separately and all together. How branches are set up is agreed in the opening workshop.
Can we hold a waiting list by room?
Yes. A child joins the list for the right age group with the days wanted. The office offers places in order as they open, starting with siblings if your policy says so.
Can it record who collects each child?
Yes. Authorised adults are listed on the profile, with a photograph where you hold one, and the carer notes who collected the child when the day closes.
Can parents see daily updates and invoices?
Yes. Parents receive summaries and invoices by email, SMS or messaging, and a parent login can show their own child’s record.
Does it handle session, day and monthly fees?
Yes. Plans follow sessions, days or months, with sibling discounts, funding shares and late pick-up charges. Invoice layouts, tax and currency are set per country.
Can it help us keep to staff and child ratios?
It shows staff and child counts for each room and flags a room that falls below the ratio you enter, such as the baby room at lunch. The figures your regulator sets are reviewed during implementation.
How is children’s data protected?
Staff see what their role needs. A parent sees only their own child. How long child records are kept, and what consent is needed, depends on your country and is agreed with you in the first workshop.
Do carers need a computer, or will a tablet do?
Yes. Carers sign children in and out and log bottles, naps and incidents in a browser on a tablet or phone. It needs a connection, so a room offline cannot record until it is back in range.
What does it cost?
No price is published. What you are quoted turns on staff headcount and the number of centres you run. Directors and room leaders see a live walkthrough of registers, pick-up lists and fee statements before a quotation is written.
Who owns the data?
You do. Child files, attendance sheets and incident reports can be exported, and the quotation records the format you will receive.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
See Daycare Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
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- A reply within one business day
- Your details stay private
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