For preschools, child care centers, small schools & after-school programs
Scale the warmth.
Systems for schools that want to grow without going cold.
You didn't open a school to run a front office. But the invoices, the waitlist, the sign-in sheets, the calendar, the inbox: someone has to hold all of it, and right now that someone is you.
I build that layer so it holds itself. In the Google Workspace (or Microsoft 365) you already pay for. With your directors in the room. Documented so it runs when you're on the floor, on vacation, or opening your next site.
None of this replaces the way you greet families at the door. It's what makes sure you're at the door to greet them.
Rosters, records & billing
One roster that everything else reads from: invoicing, sign-in sheets, contact groups, and the dashboard. Monthly billing goes from start to sent in minutes, siblings combined, PDFs filed, and a log of every send.
Licensing & compliance
Sign-in sheets and site records generated from the roster, one page per class, with the licensing rule printed on the sheet. The knock becomes a non-event.
Enrollment & the waitlist
Every application your school has ever received in one tracker. A waitlist you can pull from by age and start date. An application families actually finish, where returning families skip the fee.
Calendars, inbox & family communication
Calendars that tell the right people the right things. An inbox that sorts itself. Contact groups that update themselves, and templates in your voice for every stage from "we got your application" to "here's your spot."
Training & the binder
A printable how-to for every system, short video walkthroughs, and live sessions with your directors at each site. Nothing launches until a director has run it start to finish without me in the room.
New sites & practical automation
A milestone calendar from licensing to rent day, a "Coming Soon" launch to your wait pool, and the small automations that take the repetitive work off your directors' plates.
Nothing new to subscribe to. I build in the accounts your school already pays for, and I build around whatever parent app you keep.
Records & billing
- Google Sheets
- Apps Script
- Gmail
- Google Drive
- Excel & Outlook (Microsoft 365)
Enrollment & the front door
- Google Forms
- Your application form
- Your website
- Your payment page
Communication & calendars
- Google Calendar
- Google Groups
- Gmail filters & labels
- Your newsletter tool
Training & the binder
- Google Docs
- Video walkthroughs
- Live sessions on site
- Brightwheel, Procare, or the parent app you already use
Three tiers, same tools, same way of working. The difference is how much of the front office we hand off. Every build is fixed price, quoted after the Walkthrough or an intro call, so you know the number before you say yes.
Quiet Mornings
For the director doing everything
- One True Roster, the single list everything else draws from
- The Five-Minute Invoice: monthly billing, start to sent
- Ready for the Knock: licensing-ready sign-in sheets, generated from the roster
- Binder pages for each, written for your team
Billing and licensing off your plate, and one roster you can trust.
about 2 weeks
Ask about Quiet MorningsBack on the Floor
For the founder with a director or two
- Everything in Quiet Mornings
- A calendar system that tells the right people the right things
- An inbox that sorts itself (labels, filters, the unsubscribe blitz)
- Contact groups synced from the roster
- An at-a-glance dashboard: counts by group and site, no filtering
- Director training, live, at each site
- The full binder
Your mornings back. The whole school running from one set of systems you own.
about 3 weeks
Get my mornings backRoom to Grow
For multi-site schools, or opening your next
- Everything in Back on the Floor
- From Hello to Enrolled: every application ever received in one tracker, a waitlist pull planner, a redesigned application, and a wait-pool announcement ready to send
- Opening Day can be bundled in
Every application found. Every family knowing where they stand. A new site that opens full.
about 6 weeks, two milestones
Ask about Room to GrowEverything I build is yours. No per-child fees, no per-site fees, no renewal call.
Every piece below stands on its own and fits into the tiers later. Most schools start with the Walkthrough.
The Walkthrough
Find out where the hours go.
- One day at your school, arrival through the midday crunch
- A sit-down with you and your director
- A plain-language map of everything that's manual, sorted into what to fix now and what to leave alone
- One quick win shipped that week
one day, memo within 48 hours
Ask about the WalkthroughThe Five-Minute Invoice
Monthly billing, start to sent, before your coffee's cold.
- Invoices generated from your roster, siblings combined onto one
- PDFs filed by month in your Drive
- Gmail drafts to spot-check, or send-all once you trust it
- A "needs attention" list so nobody's missed
- A log of every send
about 1 week
Ask about invoicingReady for the Knock
Sign-in sheets that already match what licensing asks for.
- Sheets generated from your roster, one page per class, with per-weekday versions for part-time kids
- The licensing rule printed on the sheet
- A daily routine and the 10 a.m. check, written for teachers
- A site roster for licensing (physician, allergies, authorizations) from the same source
about 1 week
Ask about sign-in sheetsOne True Roster
Every child, every family, one place that's true.
- A roster designed so invoicing, sign-in sheets, and contact groups all read from it
- Enrollment status, bill-to, rates, and program fields that drive everything downstream
- Counts by group and site, no filtering
- Export by site or group for any purpose
1 to 2 weeks
Ask about the rosterFrom Hello to Enrolled
No application ever lost. Every family knows where they stand.
- Every application source merged into one tracker with a clear status for each family
- A waitlist pull planner you can filter by age and start date
- Priority and sibling flags, payment reconciliation, a flags tab for the odd ones
- Your application form redesigned so returning families skip the fee and the data comes in clean
- A wait-pool announcement list, ready to send
3 to 4 weeks
Ask about enrollmentOpening Day
Open on time. Open full.
- A milestone calendar from licensing to rent day
- "Coming Soon" banner and landing-page copy in your voice
- New-site interest captured on your application, and an announcement to your wait pool
- Your new director onboarded to every system before the doors open
about 2 weeks
Ask about Opening DayIn the Loop
Families hear from you sooner, and it sounds like you.
- Contact groups that update themselves from the roster
- Templates for every stage, written in your voice
- Filters so family email lands in one place
- A newsletter rhythm on the calendar
about 2 weeks
Ask about In the LoopThe Front Door
A first impression that works as well as it feels.
- Your application form rebuilt so the questions are clear, the branches make sense, and the data lands clean
- The payment page rewritten, duplicate notifications fixed
- Landing and About copy that sounds like your school
about 1 week
Ask about the Front DoorThe Binder
So it runs without you.
- A printable how-to for every system, in one findable place
- Short video walkthroughs and a practice quiz or two for the tricky habits
- Live sessions with your directors at each site
- A final test: a director runs it start to finish without me in the room
included in Back on the Floor and Room to Grow
Ask about the BinderMost schools I meet use a platform for the parent app and still run invoicing, the waitlist, licensing sheets, and the calendar by hand. I build the parts that are still manual, around whatever you already have.
What the platforms do that I don't build
A parent app with photos and daily reports · a tap-to-sign-in kiosk · in-app card and bank payments · subsidy billing. If those matter to your school, keep them. I'll build around them.
What I build that no platform sells
A calendar system your team actually uses · an inbox that sorts itself · a binder so your directors run everything · training at each site · your data in your own Drive, exportable any time · no per-child creep, no renewal call, no cancellation phone tree.
As a small business owner, nothing is more valuable than time and Jared keeps finding ways to buy time back so I can focus on what I do best.
Jen Silver · Founder & Executive Director, Tiny Giants Schools
Three sites, one founder, and a front office that now runs itself.
One roster feeding invoicing, compliance-ready sign-in sheets, and contact groups. One enrollment tracker holding every application the school has ever received. Calendars that delegate, an inbox that sorts itself, a launch for the third site, and a binder so the directors run all of it.
We already use Brightwheel (or Procare, or…).
Keep it if it's working. I build the parts that are still manual, around whatever you already have. The Walkthrough is where we decide which is which.
What do we need to have?
Google Workspace or Microsoft 365, a spreadsheet you're willing to make the truth, and about an hour a week from you while we build.
Will my directors actually use it?
That's the whole design. We build it with them, in tools they already know. Nothing launches until a director has run it start to finish without me in the room.
How does pricing work?
Every build is fixed price and quoted before we start, usually after the Walkthrough or an intro call. There are no per-child or per-site fees, and the Walkthrough is credited toward any build that follows.
What happens when something breaks?
Thirty days of fixes are included with every build. After that, the binder covers most of it, and Systems Care, an optional light monthly retainer, is there if you want a standing hand.
Do you work outside the Bay Area?
Yes. The Walkthrough is best in person; the builds work remotely. I've also done the Walkthrough as two half-days on video with a director holding the camera.
Tell me about your mess.
Bring the invoice that takes all afternoon, the waitlist you're not sure is complete, or the part of the week that always feels harder than it should. We'll find a calmer way through it.
Book an intro call