Preschool Admissions, Parent App and Ratio-Aware Rotas, Built with AI

Mythex builds a preschool's website, waiting list, parent portal, fee invoicing and staff rota from a plain description of your rooms and sessions. The paper admissions folder becomes a waiting list sorted by start term, parents see their child's day, and the rota warns you before any room drops below its ratio.

Sessions, ratios and a waiting list

Some children come mornings only, others full days on set weekdays, and every room has a staff-to-child ratio it cannot break. Families find you through word of mouth, local searches and open mornings, then wait months for a start date that usually lines up with the school year. Fees are billed monthly or termly, with funded hours, sibling discounts and late pickup charges to get right. Waiting lists, emergency contacts, allergies and daily notes often live in paper folders, which makes admissions slow and occupancy planning guesswork. A preschool needs all of this in one place, with each family seeing only its own children.

• Session patterns per child: mornings, full days, set weekdays
• Ratios per room checked for every hour
• A waiting list by requested start term and pattern
• Authorised pickup adults kept current by families
• Fees from session patterns, minus funded hours
• Each family seeing only its own children

What you can build for preschools

A waiting list you can plan from

Families move from enquiry to tour, offer, deposit paid and first day. The list sorts by requested start term and session pattern, links siblings for priority, and records where each family heard about you. Contact everyone a term ahead to confirm they still want the place.

Build an admissions list for my preschool with stages enquiry, tour, offer, deposit paid and started. Each child has date of birth, requested start term, session pattern and source. Link siblings to one family for sibling priority, and show families starting next term who have not confirmed.

Daily notes and a pickup list parents maintain

Parents see meals, naps, nappy changes and activities for their child each day, keep emergency contacts, allergies and authorised pickup adults current, and find invoices and session changes. Siblings in different rooms show under one family login, and nobody sees another family's child.

Create a parent portal for my preschool where each family sees daily notes for their own children (meals, naps, nappies, activities), maintains emergency contacts, allergies and authorised pickup adults with photos, and views invoices. Staff record notes per child from a room view.

A rota that checks ratios every hour

Plan staff against the children booked in each room by hour, especially opening, lunch and late afternoon. Every room needs a qualified lead, breaks must be covered, and holiday requests are checked against bookings before approval.

Build a staff rota for my preschool with three rooms and their required ratios. For each hour, compare staff on shift with children booked, flag any room under ratio or without a qualified lead, include break cover, and check holiday requests against that day's bookings.

Fees from each child's session pattern

Monthly or termly invoices worked out from booked sessions, with funded hours or subsidies deducted, sibling discounts applied to the right family, and extras like late pickups, meals and outings as separate lines.

Make fee invoicing for my preschool that calculates each month's fee from the child's booked sessions, deducts funded hours, applies a 10% sibling discount, and adds late pickup fees, meals and outings as separate lines.

A walk through a real day

Show a typical day from drop-off to pickup, each session option with hours and what is included, ages accepted and how children move between rooms, how settling-in visits work, and real photos of rooms and teachers.

Build a website for my preschool with a 'day at preschool' timeline, session options with hours and what is included (lunch, naps, nappies), ages for each room, how settling-in works, teacher introductions and a tour booking form.

One page per open morning

A date, a time, limited places and a short form for the child's age and hoped-for start term. Say whether to bring the child and where to park. The sign-up list becomes the warmest set of leads for the next intake.

Create an open morning page for my preschool with the date, time and 12 family places, a sign-up form for parent name, child's date of birth and hoped start term, and notes on bringing the child and parking.

Children's data and safeguarding

Children's records, allergies, pickup lists and photos are sensitive personal data. Ask for family logins scoped to their own children, staff roles, private storage for documents and photos, and written parent consent before any child appears in a photo. Check the ratio, qualification and data rules that apply where you operate; Mythex builds the app you describe but does not certify compliance.

• Families see only their own children
• Photos only with written consent
• Pickup list checked whenever someone unfamiliar collects

Where to start

Move the waiting list first, since it decides next year's occupancy. Then build the parent portal with emergency contacts and pickup lists, and ask every family to check their details. Daily notes, invoicing and the rota can follow term by term.

Questions

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