Daycare Apps for Waitlists, Daily Reports and Ratios, Built with AI

Mythex builds daycare software from a plain description: a waitlist sorted by when each child actually needs a place, a parent app with daily reports staff fill in by tapping, allergy and authorised-pickup details on every child's record, and a rota planned from the children booked in each room. A website with tour booking comes with it, and everything publishes to a link you control.

What running a daycare asks of your software

Daycare runs on ratios, routines and trust. Each room has a legal limit on children per adult, so every booking, extra session and staff day off has to be checked against who is in that day. Parents want to know how their child ate and slept, usually on the drive home, and paper sheets get lost. Allergies and medication must be in front of whoever is serving lunch. Only named adults may collect a child. Behind all that sits a waitlist of families wanting different rooms at different times, monthly fees built from days attended and funded hours, and a September intake that reshuffles every room at once.

A waitlist by room and wanted start date, not enquiry date
Daily reports per child: meals, naps, nappies, activities, a note
Allergies, medication and authorised pickups on every record
Room occupancy checked against staff ratios
Monthly fees with funded hours and sibling discounts
Incident records parents acknowledge

What you can build for daycares

A parent app with the daily report

Key workers log meals, naps, nappy changes and activities on a tablet in the room with a few taps, then add one line of free text. Parents read the report in their portal at pickup time. Incident and accident records appear there too, and parents acknowledge them in the app instead of signing a sheet at the door.

Build a parent portal for my daycare. Staff fill in a daily report per child on a tablet by tapping: meals (all, some, none), nap start and end, nappy changes, activities, plus a short note. Parents see today's report and past reports, and acknowledge any incident record.

A waitlist sorted by when the place is needed

Each enquiry records the child's date of birth, wanted start date and days required, so you can see which room they will join and whether the ratio works. Families move through tour, offer, deposit and start. Siblings are linked, and every enrolled child shows which room they move to next and when.

Make a daycare CRM with a waitlist. Record child's name and date of birth, guardian contact, wanted start date and days. Work out which room they'd join by age on the start date. Stages: enquiry, tour, offered, deposit paid, started. Link siblings.

A rota built from the children booked in

Start from how many infants, toddlers and preschoolers attend each day, work out the staff each room needs, then fill in names. The rota flags any shift without a qualified first aider on site and checks time-off requests against that day's bookings.

Create a staff rota for my daycare. For each day, use the children booked per room (infants 1:3, toddlers 1:4, preschool 1:8) to show staff needed, then let me assign staff. Warn if no first aider is on shift from opening to close or if a day off breaks a ratio.

Monthly fees with funded hours shown separately

Invoice at the start of each month for the days each child attends, with sibling discounts applied and funded hours or subsidies on their own lines. Late pickups and holiday club days from last month are added to the same bill, so families get one predictable payment.

Build invoicing for my daycare. Monthly invoices per family based on days attended, a sibling discount, funded hours shown as a separate deduction, and last month's extras (late pickup fees, holiday club days). Deposits held and returned on leaving.

A daycare website with tour booking

Explain each room and age group, opening hours, sessions and what is included such as meals. Describe a typical day hour by hour and introduce room leads by first name. A tour request form books families into a visit, and your inspection or licensing status is stated plainly.

Make a website for my daycare with pages for each room (babies, toddlers, preschool, after-school), opening hours and session types, what's included, a typical day, our latest inspection rating, and a tour booking form with timed slots.

Occupancy by day of the week

See occupancy per room for each weekday, ratios across the day, upcoming leavers and room moves for the next three months, and unpaid fees by family. Many settings are full midweek and half empty on Mondays and Fridays, and seeing it clearly lets you price a Monday-Friday package.

Build a dashboard for my daycare showing occupancy per room by weekday, children moving rooms or leaving in the next 3 months, places free per room from September, and unpaid fees by family.

Children's data and safeguarding

A daycare holds some of the most sensitive data there is: children's health, allergies, family situations, photos and who may collect them. Give staff accounts by role so only people who work with a child see their details, and keep parents limited to their own children. Record photo consent per child and do not publish identifiable photos without it. Keep incident and safeguarding notes in restricted records, not the daily report. Follow your local childcare regulator's rules and data protection law; Mythex gives you the tools to set access, but it does not make a setting compliant on its own.

Role-based staff access; parents see only their own children
Authorised pickups with photos, visible to staff
Photo consent recorded per child
Safeguarding notes kept apart from parent-facing reports

Replacing paper sheets at pickup

Start with one room. Put a tablet in it, set up the children with allergies and pickups, and have the key worker fill in reports for a week. Staff will skip anything that takes more than a minute per child, so keep the form to taps and one sentence. Once parents are reading reports, add the waitlist and invoicing.

Questions

Can parents see daily reports on their phones?

Yes. Parents log in from a phone browser to read today's report. On Pro, Mythex can also turn the app into Android and iPhone apps that open your published app.

Can I manage our waitlist in it?

Yes. Each enquiry records the child's date of birth, wanted start date and days, and the list can be sorted by room and start date so you offer places as children move up.

Is children's data kept private?

Your app has its own database and logins, and you can ask for role-based access so staff and parents see only what they should. You are still responsible for meeting your local data protection and childcare rules.

Do staff need training to use it?

Very little, if you keep the forms short. You build the app by describing it, and staff just tap through lists and forms.

Is it free?

The Free plan needs no card and includes daily credits and publishing. Pro is $25 a month for a custom domain, code editing, phone apps and more credits.

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