Counting children and staff present by eye, hoping the staff ratio holds through the day, then recalculating each family's bill by hand at the end of the holiday: the daily reality of running a holiday club in France. This application tracks attendance, calculates the staff ratio in real time and bills according to the family's means-tested rate.
Who the application is for
For the management of a collective childcare facility in France — association or municipal body — running Wednesdays or school holiday schemes, who want to track attendance, staff ratios and family billing.
What the application does
- Splits a holiday scheme into age groups, each with its maximum capacity.
- Enrols a child in a group, with automatic checks on capacity and on the child's age matching the group's age range.
- Records the actual arrival and departure of children and staff on a single screen.
- Compares in real time the number of staff present against the number required by the configured staff ratio rules, with a visual alert when there is a gap.
- Calculates an enrolment's billing from the child's actual attendance and a means-tested rate grid, deducting absences whose reason is not billable.
- Prints a daily, named attendance record intended for an inspection (the relevant youth affairs authority or equivalent).
Day to day
- Create the holiday scheme and its age groups, then open it for enrolment.
- Enrol each child with at least one legal guardian, and assign staff to a scheme or a group.
- Record every day the arrivals and departures of children and staff.
- Watch the staff-ratio compliance badge for each time slot, and complete the configuration if the badge shows an unconfigured ratio.
- At the end of the scheme, calculate then bill each enrolment from the family's means-tested rate and the rate grid.
What the application does not do
- It does not electronically declare attendance figures to the relevant authority.
- It does not verify any staff qualification against an official register: the declared qualification is recorded, not certified.
- It does not manage accommodation for overnight schemes, nor billing of transport providers.
- Only one billing run is possible per enrolment: no splitting into several instalments within the same scheme.
- The staff ratio thresholds are a tracking tool, not a legal arbiter of the regulations: have them validated by a sector professional before going live.
Free and full editions
The free edition already covers schemes and age groups, enrolments with their guardians, staff, attendance for children and staff, and the real-time staff ratio with its alert — with no time limit. The full edition installs on top without losing anything, and adds means-tested billing based on actual attendance and the daily attendance record for inspections.
Getting started
First check the default staff ratio rules with a sector professional and correct them if needed, then create your first scheme with its age groups and a means-tested rate grid before opening enrolment.
Going further
To find out whether this application suits your business and how to activate it, compare the plans or write to us.