Online waitlist
Families join from your website, pick an intake year and log in to see their status any time.
Kindergarten software: waitlists, enrolments & family updates
Kindergartens: waitlists families actually understand. Less paperwork, more play.
The waitlist lives in a folder in the office, enrolment packs come back missing pages and every family update is another email typed one by one. We build waitlist, enrolment, family update and committee systems for kindergartens that all talk to each other. Then we host them and look after them.
Looking for kindergarten software that handles waitlists, enrolments and families?
A kindergarten runs on a tiny team and a volunteer committee. The teacher is teaching, the admin officer works three days a week and the committee changes every February. Meanwhile the waitlist is a spreadsheet, enrolment packs are paper, the duty roster is stuck to the fridge and fees get chased in the car park at pick-up.
Wollopit builds custom kindergarten software around how your kinder actually runs. Families join the waitlist online and can see where they stand. Offers go out and get accepted without phone tag. Enrolment forms, immunisation statements and medical plans come in complete. Updates reach every family at once. We work alongside Storypark or whatever platform you already like, connect the tools you use and host the lot ourselves. Next year's committee inherits a system instead of a mess.
01The problems
What we hear from kindergartens
Does your kindergarten have these problems? Here's how we'd fix them.
Most kinders we talk to have brilliant educators and a committee doing its best on borrowed evenings. The admin holds together right up until enrolment season.
- The problemFamilies don't know where they standParents ring every few weeks to ask what number they are. The answer depends on who can find the folder.How we fix itAn online waitlist with a family login showing their status, priority group and the intake year they're on.
- The problemPriority rules done by handWorking out siblings, age eligibility and priority of access by squinting at a spreadsheet late at night.How we fix itYour priority rules built in. Siblings, age cut-offs, residency and priority groups sorted automatically every time.
- The problemOffers by phone tagPlaces get offered by phone, nobody answers and the deadline drifts while the next family waits.How we fix itOffers sent by email and SMS with an accept link and a deadline. Unaccepted places roll to the next family on their own.
- The problemEnrolment packs come back half donePaper forms with missing pages, no immunisation history statement and a medical plan still to come.How we fix itOnline enrolment that won't submit until it's complete, with uploads for immunisation statements, action plans and court orders.
- The problemMedical info scattered everywhereAnaphylaxis plans in a folder, allergies on a whiteboard and relief staff not sure who needs what.How we fix itEach child's medical, allergy and authorised collector details on a secure staff screen, with reminders before action plans expire.
- The problemFamily updates sent one by oneExcursion notes, closures and reminders emailed from someone's personal account with half of them bouncing.How we fix itNotices to the whole kinder, one group or one family by email and SMS, with read receipts and permission slips built in.
- The problemDuty roster on the fridgeA paper sheet for duty days, working bees and laundry, then group texts begging someone to swap.How we fix itOnline roster sign-ups with swaps, reminders the day before and a tally of who's done their share.
- The problemFees chased in the car parkTerm invoices typed up, payments matched against the bank and awkward reminders at pick-up.How we fix itTerm fees invoiced automatically, paid online by card or payment plan and synced to Xero or MYOB.
- The problemCommittee handover is a nightmareEvery February a new committee starts from scratch with an old laptop and a pile of forgotten passwords.How we fix itOne committee hub with minutes, tasks, policies and logins that hands over to next year's committee in an afternoon.
- The problemFundraising run on goodwillRaffle tickets, cake stalls and the Mother's Day stall tracked on paper with cash in an envelope.How we fix itOnline fundraising with ticket sales, volunteer sign-ups and takings tracked in one place.
- The problemOrientation days by phoneStay-and-play sessions booked over the phone, families double booked and a few who forget to turn up.How we fix itBookable orientation sessions with reminders and a welcome checklist so new families arrive ready.
02What we build
Solutions
What we build for kindergartens. 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.
Priority & offers
Your priority rules built in. Offers by email and SMS with accept links and deadlines that roll on automatically.
Online enrolment
Forms that save as they go and won't submit half done, with consents, authorised collectors and custody details.
Documents & medical register
Immunisation statements, action plans and court orders stored securely with expiry reminders.
Family notices
Updates to everyone, one room or one family by email and SMS with read receipts.
Permission slips & excursions
Digital permission forms signed on a phone, with a live tally of who's still to reply.
Parent duty rosters
Duty days, working bees, laundry and fruit roster sign-ups with swaps and reminders.
Term fees & payment plans
Fees invoiced each term and paid online. Plans set up once and reconciled into Xero or MYOB.
Committee hub
Minutes, tasks, policies, logins and a handover checklist that survives every AGM.
Fundraising & events
Raffles, stalls, family nights and working bees with tickets, RSVPs and volunteer sign-ups.
Orientation bookings
Stay-and-play and orientation sessions families book themselves, with reminders and a welcome pack.
Policy & compliance register
Policies with review dates, staff acknowledgements and records ready for an assessment and rating visit.
A website families can find
Fast on phones, easy for the committee to update and built to rank for 'kindy near me' and your suburb.
03The systems
The big ones
Your whole kinder, on one system.
These are the systems kindergartens ask us about most. Each one works on its own and they get properly clever when they're joined up.
Waitlists & offers
A waitlist families can see and trust.
Families join online, choose their intake year and log in to check their status whenever they like. Your priority rules sort the list for you. Offers go out in one click and roll to the next family if they aren't accepted in time.
- Online waitlist form on your website
- Family login showing their status
- Intake years and age eligibility checks
- Sibling and priority of access rules
- Offers by email and SMS
- Accept or decline links with deadlines
- Automatic roll-on to the next family
- Places filled per group at a glance
- Notes and contact history per family
- Waitlist fees taken online if you charge one
Online enrolment
Enrolment packs that come back complete.
Accepted families get an online enrolment form that saves as they go and won't submit with gaps. Immunisation statements, action plans and custody documents are uploaded right there. Everything lands in one secure record for staff.
- Forms that save and resume
- Required fields so nothing's missed
- Immunisation statement uploads
- Medical, allergy and action plan details
- Authorised collectors and emergency contacts
- Court orders and custody notes
- Digital consents and signatures
- Expiry reminders for action plans
- Secure staff view per child
- Export to your existing records
Family notices
Every family told once. Everyone actually reads it.
Send updates to the whole kinder, one group or a single family by email and SMS from one screen. Permission slips get signed on a phone. You can see exactly who's read what and who still needs a nudge.
- Notices by email and SMS
- Whole kinder, group or single family
- Read receipts
- Digital permission slips
- Live tally of replies
- Automatic reminders for stragglers
- Closure and emergency alerts
- Newsletter templates in your branding
- Translated notices for families who need them
- Notice history for the committee
Rosters & fees
Duty days filled. Fees paid without the chase.
Parents sign up for duty days, working bees and laundry online and swap among themselves. Term fees invoice themselves and get paid by card or payment plan. Reminders go out automatically so nobody has to do it at pick-up.
- Duty day and working bee sign-ups
- Parent swaps without the office
- Reminders the day before
- Tally of hours per family
- Term fees invoiced automatically
- Card payments through Stripe
- Payment plans set up once
- Overdue reminders sent for you
- Reconciled into Xero or MYOB
- Fee statements families can download
Committee hub
A committee that hands over in an afternoon.
Minutes, tasks, policies, grant deadlines and logins all live in one place the kinder owns. When the AGM comes round, the new committee gets their own logins and a handover checklist. Nothing walks out the door on someone's laptop.
- Meeting minutes and agendas
- Task lists with owners and due dates
- Policy library with review dates
- Grant and funding deadlines
- Shared passwords without sharing passwords
- Role-based logins for each position
- Yearly handover checklist
- Fundraising takings and reports
- Document storage the kinder owns
- Works on any phone or laptop
04How it changes
Before and after
Enrolment season, wolloped.
Here's how an offer round could change. Every kinder is different, so we map yours first.
Before
- Open the waitlist spreadsheet and sort by birthdate
- Work out siblings and priority by hand
- Ring families to offer places and leave voicemails
- Post out enrolment packs and wait
- Chase missing immunisation statements for weeks
- Retype everything into the office system
After
- The waitlist is already sorted by your priority rules
- Offers go out by email and SMS in one click
- Families accept online before the deadline
- Unaccepted places roll to the next family on their own
- Enrolment forms come back complete with documents
- Details flow straight into your records and Xero
05Services
Everything under one roof
Software, websites and systems for kindergartens.
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 kindergartens
Built around how your kindergarten actually runs: online waitlist, priority & offers and the admin in between, in one system you own.
Websites for kindergartens
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Kindergarten 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 kindergartens
Online enrolment and documents & medical register: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Storypark, Kindyhub and Xplor Education so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your kindergarten, 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, work alongside kinder platforms you're happy with and replace the ones holding you back.
- Storypark
- Kindyhub
- Xplor Education
- QikKids
- Owna
- Xero
- MYOB
- Stripe
- Square
- Google Workspace
- Microsoft 365
- Google Calendar
- Mailchimp
- Twilio SMS
- Zoom
- Canva
- Humanitix
- YouTube
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 kindergarten: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your teacher, admin and committee through a normal week, then work out what's actually eating your time.
- 02
Archi-tech
We plan it before writing code: your waitlist rules, enrolment forms, families, rosters, fees, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the waitlist or enrolments first, so you get a win before the next intake.
- 04
Look after
We host it, maintain it and keep improving it. When the committee changes, the system and the people who built it stay put.
08Questions
FAQ
Things kindergartens ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Is it easy for volunteer committees to run?
Yes. It's designed to be handed over each year without training. New committee members get their own logins and the history stays with the kinder instead of someone's inbox.
Can families see where they are on the waitlist?
Yes. You choose how much they see: their position, their priority group or just their status. Most kinders find the phone calls drop off quickly.
Can it handle our priority of access rules?
Yes. Siblings, age eligibility, residency, priority groups for funded places and anything specific to your kinder can be built in. If the rules change, we update them.
We use Storypark. Do we have to switch?
No. If Storypark, Kindyhub, Xplor or QikKids is doing its job, we build around it. Waitlists, enrolments, notices and committee tools sit alongside. If something is holding you back, we'll show you what replacing it would involve before anything changes.
Is children's information kept secure?
Yes. It's hosted on our own managed servers with secure logins, regular backups and staff permissions so people only see what they need.
Can parents pay fees online?
Yes. Card payments through Stripe, payment plans and automatic reminders, with everything reconciled into Xero or MYOB.
How much does a kindergarten 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 an online waitlist or roster sign-ups can be quick. Bigger systems are planned in stages so you get the first win early, ideally before your next enrolment round.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it, whoever is on the committee that year.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most kindergartens 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 a kindergarten 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.