Preschool and Nursery CRM

In a nursery the day passes in notes jotted down in the teacher's book; what will be told to the parent in the evening is left to memory, and a late payment is only noticed at the end of the month.

The application is an opportunity record and the instalment plan sits line by line on the enrolment card; an overdue line drops into the report, and whoever collects the child is a record.

Bring all correspondence with the parent together in a single channel and keep the message history on the record
Follow the application, pre-registration and final enrolment steps together with the available places
Share the daily activity, meal and sleep information with the parent during the day
Follow monthly payments, instalment plans and delays from a single list
Send announcements, reminders and daily reports over WhatsApp

Parent Communication Centre	The parent is a contact record and is attached to the child record; the WhatsApp correspondence and the call note accumulate on the same card, and the history stays even when the teacher changes.
Enrolment and Places Management	The application is opened as an opportunity record; it moves through the pre-registration and final enrolment stages, and occupancy by class is read from the stage report.
Daily Activity Reporting	Notes taken during the day are written to the child record; what the parent sees is produced from that record, and which piece of information was passed on and when can be traced.
Payment and Instalment Tracking	The instalment plan is kept line by line on the enrolment card; an overdue line drops into the report, and the reminder task is tied to that condition during setup.
Collection Authority and Departure Record	The people allowed to collect the child are separate contact records attached to the parent card; every departure is written to the child record with the member of staff who handed the child over and the time, and when someone not on the list arrives, the departure is not processed and an approval task drops to the person in charge.

In a preschool the person who receives the service and the person who makes the decision are not the same: the day is spent with the child, the account is settled with the parent. That is why every event needs two records — what happened in the classroom, and when the parent was told about it. When the two are kept in separate books, no trail is left to settle the argument that starts with "nobody told us". During the enrolment period a second disconnect appears: the places are in one place and the applications waiting in the queue are in another; who a place that frees up will be offered to is left to personal memory.

Rapitek CRM keeps the child record, the communication with the parent and the payment plan in the same file; the daily information, the announcements and the payment status are produced from the child's record and passed on to the parent, and which piece of information was passed on and when stays on the record. Each institution's CRM data is stored in a separate database set aside for it. Institutions with more than one branch can manage them all from a single panel.

Frequently asked questions

Is there a parent portal?

The daily activity, the announcements and the payment status are produced from the child's record and sent to the parent over WhatsApp or e-mail; if you wish, a user account with limited permissions is opened for the parent in the CRM and they see only their own child's record. We do not have a separate branded parent portal product — what they see is the CRM itself, as far as their permissions go. Which piece of information was passed on and when stays on the record either way.

Is it KVKK compliant for a preschool and nursery?

Child and parent data are held in a separate database set aside for each institution, and access is limited by role-based permissions. The hosting is in the European Union: the database is in Finland and the media files are in Frankfurt. Under article 9 of KVKK this counts as a transfer abroad; that is why we run the disclosure and explicit consent processes.

Can I manage more than one branch for a preschool and nursery?

Yes, with multi-branch support you can manage all your nurseries and preschools from a single panel.

How long does setup take for a preschool and nursery?

After the discovery call we give you a date, not a range — how many fields, how many stages and how many reports your preschool and nursery process needs becomes clear in that call. We migrate your data; the scope of the migration and its fee, if any, are worked out in the same call and shared in writing.