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Documentation: set up and run your child care centre

An open guide book with a checklist page, a pencil, a plant and a cup

Getting started

When Daybase opens for you, we create your child care centre and email the owner an invitation to choose a password. Your child care centre gets its own address and its own private database.

  1. Sign in and open Settings. Add your logo, colours, contact details and the payment methods you accept.
  2. Create your classes and add your team. Give each person the roles they need.
  3. Set up fee plans, then publish your registration form.
  4. Share the registration link with families.
Everything is available in English and French. Each family picks their language.

Registration

Families complete one online form. You choose the fields and which documents are required. Each request arrives for review: approve it, decline it or ask for a change. Approved children are enrolled in a class with their fees.

Classroom and daily care

AreaWhat you can do
AttendanceMark children in and out. Absence notices from parents update attendance.
Daily reportsRecord meals, naps and notes. Publish to families when ready.
Activities and food menuKeep a shared library of activities and plan meals per day.
Events and holidaysPut trips, parties and closures on one calendar. Closure days feed attendance and billing.

Invoices and payments

Create invoices from fee plans and attendance. Families see their invoices in the parent area and can pay by card. Card payments go through your own payment provider account and the invoice is marked paid when the provider confirms. Other methods you accept can be recorded by staff.

Card details are handled by the payment provider. Daybase never stores them.

Camps and events

Create a camp with dates, places and a price. Build the sign-up form by dragging fields and adding your own questions, with fields that appear only when an answer calls for them. Share the public link. Each sign-up arrives for review.

  1. Approve a sign-up, or place it on the waiting list when the camp is full.
  2. The family receives an email with the camp details.
  3. Families who chose card payment get a secure link to pay. Others get your payment instructions.
  4. When payment is confirmed, the sign-up is marked paid.

Parents and apps

Parents see their children, daily reports, invoices, news, events and camps, update their details and message the child care centre. Parent and teacher apps use the same data as the office.

Team and roles

Invite staff by email. Roles control which modules each person can open and what they can change. Settings, team, roles, messages and the activity log are always available to administrators.

Security and data

AreaWhat is in place
SeparationEach child care centre has its own private database.
Sign-inPasswords and passkeys.
UploadsFiles are checked by content, stored privately and served as downloads.
SupportSupport sessions are time-limited and recorded.
HistoryAn activity log shows who changed what.

Questions that this page does not answer? Ask us.