Parent booking app
Families book, cancel and see upcoming sessions from their phone. No login headaches.
After school care software: bookings, sign-in & billing
After school care: bookings families change themselves. Less phone, more play.
Casual bookings come in by phone right as the bell goes, the sign-in sheet lives on a clipboard and families ring to ask what their statement means. We build booking, sign-in, vacation care and billing systems for after school care services that work alongside your CCS software. Then we host them and look after them.
Looking for after school care booking software that families can actually use?
An OSHC service runs three programs in one: before school, after school and vacation care. Each one has its own bookings, rolls, ratios and paperwork. Most services end up with their CCS software for the subsidy side plus a phone, an inbox, a clipboard and a coordinator holding the rest in their head. When a parent wants a casual Thursday at 2.45pm, it all lands on one person.
Wollopit builds custom after school care software around how your service runs. Families book casuals, change permanent days and mark absences from their phone. Staff get a live roll for the classroom pickup. Sign-in is digital and attendance flows to your approved CCS software. Vacation care books itself with excursion caps and permissions attached. We build around the platforms doing their job and look after the lot on our own servers.
01The problems
What we hear from after school care services
Does your after school care service have these problems? Here's how we'd fix them.
Most OSHC coordinators we talk to are brilliant with kids and buried in admin. The system mostly works, until the first week of holidays.
- The problemCasual bookings at 2.45pmThe phone rings right as the bell goes and someone scribbles a name on a sticky note.How we fix itOnline casual bookings with cut-off times, live spaces left and an instant confirmation to the parent.
- The problemPermanent changes by emailA family emails to drop Wednesdays next term and it gets actioned whenever the coordinator finds it.How we fix itFamilies request permanent changes in the app with your notice period applied. The coordinator approves in one tap.
- The problemAbsences nobody mentionsA booked child doesn't turn up and staff are ringing parents and the school office at 3.20.How we fix itParents mark absences in the app, staff see them on the roll and unexplained no-shows raise an alert straight away.
- The problemThe walking roll is already wrongStaff collect kids from six classrooms with a printed list that changed before lunch.How we fix itA live roll on staff phones showing who to collect, who's absent and who's already ticked off.
- The problemPaper sign-in sheetsScrawled signatures and times nobody can read when attendance needs checking.How we fix itDigital sign-in on a tablet with PIN or QR, accurate times and attendance ready for your CCS software.
- The problemWho's allowed to collect?Authorised pickups live in a folder in the office. A casual educator has no idea Uncle Dave isn't on the list.How we fix itAuthorised collectors with photos and custody flags shown at every sign-out, so the wrong person gets stopped at the door.
- The problemMedical plans in a binderAnaphylaxis and asthma plans sit in the office while the kids are down on the oval.How we fix itAllergies, medical plans and medication on staff phones, with reminders before action plans expire.
- The problemStatements that confuse familiesSession fee, CCS estimate, gap fee and a late fee on one page. The parent rings to ask what any of it means.How we fix itPlain-English statements with each session, subsidy and gap fee laid out, plus a link to pay online.
- The problemVacation care chaosThe holiday flyer goes out, bookings arrive by email and the zoo day is oversubscribed by Tuesday.How we fix itHoliday program bookings by day with excursion caps, waitlists and payment taken at booking.
- The problemExcursion forms go missingPermission notes go home in school bags and come back crumpled or not at all.How we fix itDigital permissions signed in the app and attached to each child for that day.
- The problemOverbooked ThursdaysThursday is bursting, Monday is quiet and nobody spots the ratio problem until staff are already short.How we fix itSession caps that follow your ratios, waitlists that fill gaps and a view of educators needed each day.
02What we build
Solutions
What we build for after school care services. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Casual bookings
Before school, after school and pupil-free days with cut-off times and live spaces left.
Permanent booking changes
Self-service change requests with notice periods, approvals and a start date.
Absence notices
Parents mark absences ahead of time and staff see them on the roll instantly.
Walking roll
A live classroom pickup list on staff phones, grouped by year level and room.
Digital sign-in kiosk
Tablet sign-in and sign-out by PIN or QR with accurate times for attendance.
Authorised collectors
Photos, custody flags and late pickup alerts at the door.
Medical & allergy records
Action plans, medication and dietary needs on staff phones with expiry reminders.
Online enrolment
Enrolment forms, consents and documents collected online and checked before day one.
Vacation care bookings
Holiday program days and excursions with caps, waitlists and payment at booking.
Excursion permissions
Digital permission slips, incursion notes and extra costs signed off in the app.
Session caps & staffing
Ratios applied to every session with a view of educators needed each day.
Family statements & payments
Clear breakdowns of fees, subsidy and gap, with online payments and reminders.
Family messages & SMS
Notices, holiday program launches and late pickup texts from one place.
A website that fills sessions
Quick on mobile, with programs, holiday calendars and enrolment links, built to rank locally.
03The systems
The big ones
Your whole OSHC service, on one system.
These are the systems after school care services ask us about most. Each one works on its own. They get properly clever when they're joined up.
Bookings
Casuals and permanents, sorted without the phone.
Families book casual sessions, change permanent days and mark absences from their phone. Cut-offs, notice periods and session caps are applied automatically so the coordinator only steps in when something needs a decision.
- Before school, after school and pupil-free days
- Casual bookings with cut-off times
- Live spaces left per session
- Permanent change requests with notice periods
- One-tap approvals for the coordinator
- Absence notices from parents
- Waitlists that offer freed-up spots
- Session caps that follow your ratios
- Booking confirmations by email or SMS
- Bookings shared with your CCS software
Sign-in & rolls
Every child accounted for, from classroom to car park.
Staff get a live walking roll for the afternoon pickup and families sign in and out on a tablet at the door. Authorised collectors, medical alerts and absences show up right where the educator needs them.
- Live walking roll on staff phones
- Grouped by year level and classroom
- Unexplained absence alerts
- Tablet sign-in by PIN or QR
- Authorised collectors with photos
- Custody and court order flags
- Allergy and medical alerts on the roll
- Late pickup SMS and late fees logged
- Accurate attendance times
- Attendance passed to your CCS software
Vacation care
Holiday programs that book themselves.
Publish the holiday program once and families book by the day, pick excursions and sign permissions in the same flow. Caps and waitlists stop the zoo day from being oversubscribed and payment is taken up front.
- Day-by-day holiday program bookings
- Excursion and incursion caps
- Waitlists per day
- Digital permission slips
- Extra excursion costs added at booking
- Payment or deposit at booking
- Bus and venue head counts
- What-to-bring reminders by SMS
- Program calendar on your website
- Daily lists for educators
Family billing
Statements families actually understand.
Every statement shows each session, the subsidy estimate from your CCS software and the gap fee in plain English. Families pay online and reminders go out on their own so nobody is chasing overdue accounts by phone.
- Plain-English statements
- Session fees, subsidy and gap fee laid out
- Late fees and excursion costs itemised
- Online payments by card
- Direct debit for regular families
- Automatic payment reminders
- Family account history online
- Statements by email each week or fortnight
- Payments into Xero or MYOB
- Debt reports for the coordinator
04How it changes
Before and after
A holiday program week, wolloped.
Here's how the first week of school holidays could change. Every service is different, so we map yours first.
Before
- Holiday flyer emailed out as a PDF
- Bookings arrive by phone and email for days
- The zoo excursion is oversubscribed by Tuesday
- Permission notes come back crumpled or not at all
- Staff work out head counts on paper each morning
- Families ring to query the extra charges
After
- The program goes live in the parent app
- Families book days and excursions in a few taps
- Caps stop the zoo day at the limit and start a waitlist
- Permissions are signed as part of the booking
- Educators see each day's list and head count on their phone
- Statements show every excursion cost clearly
05Services
Everything under one roof
Software, websites and systems for after school care services.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for after school care services
Built around how your after school care service actually runs: parent booking app, casual bookings and the admin in between, in one system you own.
Websites for after school care services
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
After school care service system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for after school care services
Permanent booking changes and absence notices: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xplor, QikKids and OWNA so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your after school care service, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on and work alongside the approved CCS software that handles your subsidy claims.
- Xplor
- QikKids
- OWNA
- Kidsoft
- Storypark
- Xero
- MYOB
- Stripe
- Ezidebit
- Google Workspace
- Microsoft 365
- Google Calendar
- Mailchimp
- Twilio SMS
- Deputy
- Canva
- Zoom
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your after school care service: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend an afternoon at your service from the bell to the last pickup, then work out what's actually eating your coordinator's time.
- 02
Archi-tech
We plan it before writing code: your sessions, ratios, rolls, holiday programs, CCS software links, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before the next school holidays.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things after school care services ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Does it handle Child Care Subsidy?
We work alongside your approved CCS software, which keeps handling the subsidy claims. We build the family-facing side: bookings, sign-in, permissions and clear statements. Then we pass bookings and attendance across so nobody types them twice.
Can families book casual sessions from their phone?
Yes. Parents see the spaces left, book before your cut-off and get an instant confirmation. You set the rules for each session.
Can it stop us going over our ratios?
Yes. Every session gets a cap based on your ratios and staffing. When it's full, families join a waitlist and get offered the spot if someone cancels.
Can vacation care and excursions be booked online?
Yes. Families book by the day, choose excursions, sign permissions and pay in one go. Caps and waitlists apply to each day and each excursion.
We already use Xplor or QikKids. Do we have to switch?
No. If your current platform is doing its job we build around it and fill the gaps. If something is holding you back we'll show you what replacing it would involve before anything changes.
How much does an after school care system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online casual bookings or a walking roll can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Is our families' information kept secure?
Yes. Access is limited by role, so educators see what they need for the day and the office sees the rest. We host it on our own managed servers and keep it updated and secure.
Who looks after it once it's built?
We do. We host it, maintain it and keep improving it. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most after school care services we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an after school care service problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.