Aftercare, from check-in to invoice, handled
The EarlyTrack Aftercare Edition is aftercare software that gives after-school care centres parent check-in & check-out, automatic late-pickup fees, flexible plans, and billing that folds straight into your invoices and reconciles from your bank statement. A standalone edition from R299/mo, and included in EarlyTrack Complete.
- Staff check children in & out on a phone or tablet, every minute logged
- Late pickups charged automatically, with no awkward conversations
- Monthly, selected-day, ad-hoc & holiday plans that bill themselves
Afternoons run on a clipboard: sign-out sheets, guessed late fees, and aftercare money nobody can reconcile
Aftercare is the part of the day with the least time and the most risk. The bell goes, children pour in from class, and a staff member tries to keep a paper sign-out sheet honest while parents arrive in waves. Who is actually here? Who left, and with whom? On a clipboard, the answer is only ever roughly right.
Then the pickups run late. Everyone knows late fees should apply, but who was 10 minutes over and who was 40? Without a timestamp it is a guess, so the fee is either waived to avoid an argument or billed from memory and disputed. Real income quietly leaks out the door every afternoon.
And at month-end the aftercare money is the hardest to pin down. Monthly children, drop-in days, holiday club and late fees, all on different scraps of paper, re-typed into a spreadsheet, invoiced separately from school fees, and almost impossible to reconcile against what actually landed in the bank. The care is excellent; the admin around it is where centres lose hours and money.
Children check in, plans and late fees apply themselves, and the billing reconciles
The EarlyTrack Aftercare Edition turns the afternoon clipboard into one connected flow: children are checked in and out by staff on a phone or tablet, each child sits on an aftercare plan that bills automatically, late pickups are detected and charged, and every cent folds into Fee Management and matches against your bank statement. A standalone edition from R299/mo, and included in EarlyTrack Complete.
Check in & out
Staff tap each child in and out on a phone or tablet. A live register shows who is present, in, out, and late.
Plans & late fees apply
Each child sits on a plan: monthly, selected days, ad-hoc or holiday care. Charges generate automatically, and late pickups are billed by the clock.
Billing reconciles itself
Aftercare charges fold into the family invoice. Parents pay by EFT with a unique reference, and your bank statement auto-matches the payments.
Everything an after-school care centre needs to run and get paid
The Aftercare Edition bundles aftercare, fees & finance, enrolment, staff and incidents into one standalone product from R299/mo. Every screen below is the real EarlyTrack app.
Check every child in and out in seconds
The "Today in Aftercare" screen lists every expected child. Staff tap each child in and out on a phone or tablet. Live counters show who is in, out, and still expected, so you always know exactly who is in your care.
Run holiday programmes without the spreadsheet
Book learners onto holiday-care days and each booking becomes a draft charge in the next billing run, priced your way and billed automatically. Your holiday club, handled right alongside everyday aftercare.
A plan for every kind of aftercare
Set up the plans you actually offer: monthly aftercare, selected days like Monday/Wednesday/Friday, ad-hoc drop-in days, and holiday care, each with its own price. Put a child on a plan and the recurring aftercare charge is created for you, ready to bill.
Aftercare bills itself into Fee Management
Aftercare plans and late fees fold straight into each family's monthly invoice in Fee Management, with no separate aftercare spreadsheet. Parents pay by EFT with a unique family reference, and when you import your bank statement, payments match to the right account automatically.
Every aftercare learner, on one screen
Keep your whole aftercare roll in one place: each learner, the plan they are on, and their status. Add children, move them between plans, and import a list in bulk, so the register, the billing, and the daily check-in all draw from the same up-to-date roll.
Know your afternoons: attendance and income
Aftercare reports turn every check-in and charge into a clear picture: who attended, how often, late-pickup patterns, and what was billed. Pair it with Finance Operations (expenses, suppliers and bank reconciliation) for the full money story of your aftercare.
Late fees, cut-offs and rules you control
Set your pickup cut-off time and a grace period, and EarlyTrack does the rest: a late pickup is detected by the clock and your configured late fee is applied automatically, with no stopwatch and no argument. Tune billing, attendance and late-fee behaviour to match how your centre runs.
From the afternoon bell to a reconciled invoice
Who the Aftercare Edition is designed for
After-school care centres
If you run aftercare as your business, the standalone Aftercare Edition is built for you: check-in/out, plans, late fees and billing, without paying for preschool assessment tools you will never use. From R299/mo.
Preschools running aftercare
Already on EarlyTrack Pro or Complete? Aftercare is included as a module. Add late-stay care to your day with the same check-in, billing and parent portal your school already uses.
Holiday clubs
Running a holiday programme? A dedicated holiday-care plan type prices and bills it separately, while the same check-in keeps every child accounted for through the day.
Drop-in & ad-hoc care
Not every child comes every day. Ad-hoc day rates and selected-days plans let you bill casual and part-time aftercare correctly, without trying to remember who came on which afternoon.
Multi-site operators
Running aftercare at more than one site? Each centre gets its own learners, plans, register and billing, with finance and reconciliation that keep every location's money clear.
What centre owners should know before moving aftercare online
POPIA-aligned, with recorded parent consent
EarlyTrack is built for POPIA. When families sign up for aftercare they are shown a privacy notice and give explicit, recorded consent, so you can show what was agreed, by whom, and when.
DSD-compliant child incident reports
Afternoons have their share of bumps and scrapes. DSD-compliant child incident reports are part of the edition, so anything that happens in your care is recorded properly and ready for inspection.
Your data, isolated per centre
Your learners, attendance, payments and documents live in your centre's own isolated data environment. No other centre can see your families' information.
A full audit trail of check-ins and money
Every check-in and check-out, every charge, payment and adjustment is recorded. If a parent ever questions a late fee or an invoice, you can show exactly what happened and when.
Bilingual for parents and staff, in English and Afrikaans
The aftercare experience is available in English and Afrikaans throughout, so parents use it in the language they are comfortable with and your staff work in theirs.
Questions about running aftercare on EarlyTrack
Explore related features
Run your after-school care without the afternoon paperwork
Start a 14-day free trial of the EarlyTrack Aftercare Edition: check-in/out, automatic late fees, flexible plans, and billing that reconciles itself. Standalone from R299/mo, and included in EarlyTrack Complete. No credit card required.
Start your free 14-day trialNo credit card. From R299/mo. Cancel any time.
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The Aftercare Edition includes digital enrolment, the parent portal, staff management, and DSD incident reporting. Need the preschool tools too? Compare plans on the pricing page.