Nurseries, daycare centres, preschools and after-school clubs

The CRM for childcare and early learning centres.

GuardenerAI for childcare is a CRM for the admissions and parent side of a nursery or childcare centre: family enquiries, tour bookings, a waiting list, enrolment agreements signed online, parent updates by email or SMS, and fee invoicing. It is for independent nurseries, daycare centres and after-school clubs that want full rooms and organised admissions. It is not a childcare management or attendance system.

Every place in a childcare centre starts as an enquiry from a parent comparing three options. The centre that answers first, shows them round and follows up properly usually wins. GuardenerAI keeps every family enquiry, tour and enrolment in one place.

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Sound familiar?

What this usually looks like today.

What changes

One system, doing the work with you.

Every enquiry followed up

Web enquiries arrive as leads with their source, and an action plan makes sure every family gets a call, a tour and a follow-up on time.

Tours booked by parents themselves

Share a tour booking link that only offers times the manager is free in their Google or Microsoft calendar.

A waiting list you can trust

Track each family as an opportunity with a stage such as Waiting list or Offered, so the board shows exactly who is next.

Enrolment agreements signed online

Send the enrolment agreement from the parent’s record. They sign on their phone, the manager countersigns, and the sealed PDF is filed on the record.

The modules this runs on

How you set it up

Shaped around how childcare and early learning actually work.

There is no one-click template for this industry, so you add these objects and fields yourself in Settings. It takes an afternoon, and nothing about it is fixed.

Built in

Leads and Persons

Parents who enquire arrive as leads and become persons when they enrol.

  • Name
  • Email
  • Phone
  • Lead Source
  • Owner
Built in

Opportunities

One per family place, from tour to enrolment, with the expected start date.

  • Stage
  • Expected Close Date
  • Contact
  • Value
You create it

Children

Optional. Only what admissions needs, created by you in Settings. Keep care, health and attendance records in your childcare system.

  • First Name
  • Parent
  • Date of Birth
  • Room
  • Start Date

Suggested stages on Opportunities

  1. Enquiry
  2. Tour booked
  3. Toured
  4. Waiting list
  5. Offered
  6. Closed Won
  7. Closed Lost
Routines to copy

The repeat work, set up once.

Each of these is built from features in the product today. Set them up once and the whole team runs them the same way.

Action plan

New family enquiry

  1. Day 0: call the parent back (high priority).
  2. Day 1: send the tour booking link.
  3. Day 3 after the tour: follow-up call.
  4. Day 10: check in if no decision yet.
Signature template

Enrolment agreement

  1. Write the agreement once, with the parent’s name and the date as merge fields.
  2. Send it from the parent’s record when a place is offered.
  3. The manager countersigns from the app.
  4. The sealed PDF is filed on the parent’s record.
Booking link

Nursery tour

  1. A 30-minute in-person link for the manager.
  2. Ask the child’s age and the start date they want.
  3. A buffer after each tour so rooms are never interrupted twice.

Family details handled carefully.

Records live in your own isolated, encrypted space with an audit trail, and default-deny roles decide who sees what. Keep only what admissions needs here; care, health and safeguarding records belong in your childcare system.

Read the security details →
FAQ

Questions from teams like yours.

Is this a childcare management or attendance system?
No. It handles enquiries, tours, the waiting list, enrolment agreements, parent communication and invoicing. Keep registers, care records and ratios in your childcare system.
Can parents pay fees by card?
On the Max plan you can send a Stripe card payment link with any invoice. On other plans you raise fee invoices and record payments by hand. There are no recurring invoices.
Can we message all parents at once?
Yes. Send an email, SMS or WhatsApp campaign to a segment of parents, and only people who consented to that channel receive it.
Do you meet our regulator’s data requirements?
We do not claim any childcare-specific certification. The platform is encrypted, audit-logged and isolated per tenant; check your own obligations with your adviser before storing children’s data.

See it on your kind of work.

Start free in an afternoon, or have us walk you through it with data that looks like yours.

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Also built for education and training, membership organisations and nonprofits and foundations. See every industry.

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