One record per child for enquiries, enrolment, attendance, parent updates, observations and fees.
Manage a preschool or Montessori school in one system. Enquiries become enrolments, and each child’s record holds guardians, authorised collectors, health and food notes and a fee plan. Teachers mark drop-off and pick-up, write the day report and note observations by area. The office raises fees and extended-care charges from the same attendance.
- Age groups, programmes and fee heads entered as your school runs them
- Child list, guardians and pick-up permissions migrated from your registers
- Report headings and fee changes handled by GullySystem staff when asked
Preschools, playgroups and Montessori schools work in this system, which GullySystem configures around their classrooms and fee plans. Directors, teachers, helpers and the office work from it. Each child’s record carries guardians, authorised collectors, health and food notes, daily reports, observations and the fee plan, and attendance feeds both the day report and extended-care charges.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and visit
A new enquiry records the child’s age and the programme the family has in mind. A school visit is booked, and the family joins the waiting list for the right age group.
- 2
Enrolment
An accepted child gets a record with guardians, authorised collectors, health and food notes, and a fee plan. Forms are attached. Nothing is retyped.
- 3
Arrival
A teacher marks the child in. Who dropped them off and any message from home are recorded in the same step, so the room knows what the morning held.
- 4
In the room
Meals, naps, toilet visits and activities are noted through the day, and observations on a child’s work are added by area.
- 5
Collection
The child is handed to an authorised adult, the departure is recorded and the day report goes to the family.
- 6
Fees
Fee heads, extended care and concessions are drawn from the plan and attendance, invoices go out, and receipts are matched to balances.
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
Each enquiry is logged with the child’s age and programme, followed up after the school visit and moved to enrolment or the waiting list.
- Document Management
Birth details, admission forms and signed consents are filed on the child’s record so the office can find them at the gate or the fee desk.
- Invoice Management
Fee heads, extended-care hours and sibling concessions are combined into one invoice per family for the term or the month.
- Receipts Management
Payments by cash, transfer or card are receipted against the family’s invoice, so a balance is read from the record.
- WhatsApp, SMS and Email Notifications
Circulars, event reminders and day-report summaries leave from the child’s record by the channel the family has chosen, and the sent message is kept.
- Client Portal
A family logs in to read the day report, see fee statements and update a phone number without calling the office.
- Attendance & Time Tracking
Teachers and helpers record arrival and departure, so the adults present can be compared with the children present in each room.
- Roles and Permissions
Teachers see health and food notes for their own room, while the full health record opens only to roles the director has chosen.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Every part of the system, by area.
Take the modules you need. Each one works on its own or inside a larger system built for you.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
One system, each person sees their part.
For the director
See enrolment against capacity, open enquiries, fees pending, staff cover by room and children not yet collected.
For teachers
See the class list with food and health notes, mark attendance, write the day report and record observations.
At the front office
Take enquiries, admissions and fees, check collectors at the gate, and answer a parent’s question from one record.
For helpers and carers
See who is in the room, who may collect them, what each child may and may not eat, and the extended-care list.
For families
Receive the day report, notices and fee statements, and update contact details through the school.
The numbers the owner asks for.
- Enrolment by age group against capacity
- Enquiries and visits by stage
- Daily attendance with late pick-ups
- Children with health or food notes by room
- Fees raised, received and pending by family
- Extended care hours charged
- Observations recorded by area and child
Who this is built for.
- Single-room playgroups and nurseries
- Montessori schools with mixed-age rooms
- Preschools attached to a larger school
- Day care centres with extended hours
- Preschool chains with several centres
When it is not the right choice.
- A playgroup with a dozen children can run on a register and a messaging group.
- When children grow into formal examinations with a fixed timetable and mark sheets, the school should move to the school and college package instead.
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
- Card and transfer payments
- Accounting export
- Photo ID and label printer
Questions owners ask before a demo.
Is it for Montessori only or for any preschool?
Both kinds work. Observation areas, levels and room names are set to your approach, whether you work with Montessori materials or follow a themed programme each term.
How does the gate check for authorised adults work?
The collector list for each child shows names, photographs and phone numbers. The teacher compares the adult at the gate with the screen and records who actually collected.
Who can see health and food notes?
Staff roles decide it, and that is set up with you. Teachers and helpers see the notes for their own room, and the full health record opens only for roles the director chooses.
Can parents receive the day report?
Yes. The summary goes to each family by message, email or login page. The family picks one.
How are extended-care charges worked out?
From recorded pick-up times set against the hours in the plan. Staff review them before they join the invoice.
Can observation notes carry photographs?
Yes. Photos attach to an observation where the child’s consent record allows, and are left out of any report where it does not.
Can children and fee balances be moved from our registers?
Yes. Children, guardians, collectors and dues come in from the admission register and fee book, and the office spot-checks a sample before opening day.
What happens to a child’s record when they move on?
The record is closed and archived. It is not deleted. Whether it is kept, handed to the next school or removed is decided with the school and its own adviser.
What does it cost?
Children enrolled, rooms and centres, the messaging and payment channels, and what is migrated shape the figure. Registers of children, guardians, collectors and balances add work. Your own fee heads are shown in a demo first. Every part is priced in writing afterwards, which lets a module be dropped to see the change.
Do we need it for a small playgroup?
Likely not. A register and a message group cope with a dozen children. Fee plans and pick-up lists are the usual sign that a register has been outgrown, so share your requirements when that happens.
When could teachers mark arrival and pick-up in it?
Admission and child records, authorised collectors, health and food notes, and attendance with drop and pick-up would be the first set, since gate safety matters most. The daily report, observations, fees and parent messages follow. The proposal gives each stage its dates.
What should the director and front desk have ready?
Have ready the admission register, the fee book with dues, each child’s collector list, allergy and medicine notes, and your programme and room names. A consent form, a day report and an invoice serve as samples. The director, teachers, front office and helpers each name a contact.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
See Preschools and Montessori School Management Software set up around your records.
Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements