For the family who only needs a day.
The school holidays covered. One day a month when they are working. A Friday here and there. A child who is not permanently enrolled comes for a full day, morning to afternoon, on the days their parent books.
- Parents book and pay for a single day in the portal
- The register and the kitchen list know, on that day only
- Every visit lands on the family’s next invoice
“Can Thabo come on Friday?” and the four places you then have to remember
A parent messages to ask whether their child can come on Friday. Somebody checks whether there is room by picturing the classroom. A price is quoted from memory. An EFT screenshot arrives on WhatsApp. A name is pencilled onto Friday’s register, and if anybody remembers, the kitchen is told there is one more for lunch.
Nothing in your system knows the child is coming. The register is wrong until somebody writes on it, the kitchen count is wrong, and at the end of the month the money is a screenshot in a chat rather than a line on an invoice. Do it twice a week and the holidays become a spreadsheet nobody trusts.
Day Visitors makes that one booking, made once, that every part of the school already knows about.
The parent picks the day, and the price is on the screen before they confirm
Switch on the portal view and a parent opens a calendar, taps a date, ticks lunch if you offer it, sees exactly what that day costs and confirms. No message to answer, no price to quote, no screenshot to chase. Leave the portal view off and only your office can book, which suits a school that would rather take bookings on the telephone.
You decide how many visitors each class can take, day by day
Penguin can take four visitors on a Monday, two on a Tuesday and none on a Thursday. That number is the only thing that decides when a day is offered, so a room is never quietly oversubscribed and nobody has to picture the classroom to answer. When the places are gone the portal says Full and offers the waiting list, and a family who joins it is told when a place opens.
One price for everybody, or a different price for the holidays
Set a price for a day. Leave every dimension blank and it applies to everybody, or set a rate for a particular class, an age band, certain weekdays, or school-holiday days only. When a parent books, the most specific price that fits their child wins, and if two are equally specific the cheaper one does, so a family is never charged more because of the way you set your prices up.
On Friday they are on Friday’s register, and Friday’s lunch count
A booked visitor appears on their class register that day, under a Day Visitors heading below the permanent children. On a day they have not booked, they are simply not there. The kitchen list counts the food on the day’s confirmed bookings, so one more for lunch is a number the kitchen can see rather than a message somebody had to remember to pass on.
The visit lands on the family’s invoice without anybody typing it
A confirmed booking raises a charge on the family fee account: the day itself, each extra, and any sibling discount. Your next billing run folds it onto their invoice with a plain description, dated to the month of the visit. A family with a permanently enrolled child and a visiting sibling gets one invoice covering both. Afterwards the reports say what the visiting days earned, which weekdays are busy, and whether the places you offer are being taken.
From a message on WhatsApp to a booked, cooked and billed day
Set it up once with the principal, and the rest of it looks after itself.
1. Switch it on and set your rules
How much notice you need, when a cancellation stops being free, how far ahead a family may book, and whether a booking is confirmed straight away or waits for you.
2. Price a day, and say how many you can take
One price for everybody is enough to start. Then, class by class and weekday by weekday, the number of visitors each room can hold.
3. Register the child as a day visitor
They go through registration like any other child, because you need the same things: who to phone, allergies, who may collect them. They are placed in a real class, and one screen tells you anything still standing between them and their first booked day.
4. They book, you cook, it bills
The parent books the days they need. Your register and kitchen list pick them up on those days, and the visits appear on the family’s next invoice with nothing to capture.
What’s included
Day Visitors is part of EarlyTrack Complete, and needs Fee Management switched on.
Included in EarlyTrack Complete at R799/mo, alongside Fee Management, which every visiting day is charged through. Compare every plan →
Schools that already say yes to this, on paper
Schools running a holiday programme
The school holidays are when families need you most and your rooms are quietest. Open those days to visitors at their own price, and let parents book the days they actually need.
Parents who work shifts or from home
A family who needs one day a month, or three days when a deadline lands, and does not want a full-time place. They book what they need and pay for that.
Offices tired of answering the same question
“Is there space on Friday?” is answered by the portal, from the number you set, without anybody checking a register or picturing a classroom.
Schools who would like the family to stay
A child who keeps coming back is flagged on their profile, so you can offer them a permanent place at the right moment rather than a year later.
Day Visitor questions, answered
Say yes to the family who only needs a day
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