Afterschool Program Software

Benefits of After School Management Software

Reduce Admin Work

Using an after school program software for your afterschool programs can provide a great experience to parents making online registration and save considerable admin time. Avoid the tedious time spent taking bookings on the phone, managing spreadsheets and chasing up payments and embrace customizable attendee forms, real time attendance rosters,  integrated payment solution with mobile payments, credit card payments and even payment plans.

On average, afterschool administrators who use Pembee receive around 100 bookings in a week. Responding to an email or phone call to confirm a booking can easily take 5 minutes each, equivalent to 8.3 hours of admin work. Just think how you could spend that extra day you've freed up in your schedule each week!

Happier parents

Allowing parents to book 24/7 will streamline the registration process and increase their satisfaction and make them more likely to book again. Using an afterschool management software, parents can book children's after school care on their phone, tablet or computer. All they need to do is to select the sessions they wish to book their child in to, fill in or update their kids' details, and make payment. They'll receive a confirmation email with the details of their booking and can view all the sessions they've booked in their account area. Parents can also easily cancel bookings with an optional cancellation fee, or rebook their children to new classes if plans change.

The Best After School Program Management Software

Pembee allows you to create a site to take bookings for your afterschool program sessions. The initial setup is straightforward and shouldn't stress you out too much!

Create your afterschool program listing page in minutes

The booking pages for your afterschool program sessions can include pictures, downloadable documents and have content divided up into separate sections. Place limits for each session can be set to ensure they don't reach class capacities. You can further customize the listing page and segment your class offerings to allow parents to filter classes by specific criteria, such as term time activities or summer camps.

Different tickets can be created, allowing you to sell afterschool program sessions individually or for an entire school term. You can also pro rata the tickets for the remaining sessions in the term period.

Upsell with add-ons, discounts, and session passes

More sales can be encouraged by creating discount rules that automatically apply a reduced price when a parent books multiple afterschool program sessions. You can also create 'sibling saver' discounts where a parent receives a discount on each additional child they book.

Discount codes can be set up to offer a fixed amount or percentage discount to a booking. If there's a child who has not attended for a while, this can be a great way to entice them back. You can also create discount codes with a limited date validity to encourage early bookings.

You can create optional add-on items for parents to purchase alongside any tickets, such late pickup fee or an additional charge for refreshments.

You can also sell session passes where a parent can pay for a number of class credits up front and use them as they make bookings for the afterschool program sessions.

Collect customizable attendee information at checkout

The registration flow for parents is super easy and intuitive. Upon registering an account with your new Pembee site, they just need to add those sessions to their shopping cart, and assign attendees to each. You can collect customizable information from parents at checkout to create custom child profiles, such as the child's name, date of birth, emergency contacts, authorized pickups, and medical information. This information is then used to create a profile for the child, which is then used to create a booking. This is saved in the afterschool program management software for future use, so there's no need for parents to re-enter this information each time they book.

Handle payments with ease

We integrate with a payment solution company called Stripe to enable you to take online payments by credit or debit card. They already provide this service to over 3 million websites so your parents should feel confident when paying online. There are also options to set up subscription payments or payment plans, to enhance your offering depending on parents' needs.

There are also other flexible payment types if you want to use offline payments such as bank transfer. The admin booking page helps you handle payment collection by highlighting payment status, with filters to filter out bookings with an outstanding balance.

Powerful admin tools to organize your afterschool program

Automatic email confirmation: After completing a booking, parents will receive a confirmation email that includes details of the afterschool program sessions they've booked and any offline payment instructions (such as your bank details). You can customise this email template to include extra information such as anything they should bring to the first class. Parents will also be able to access the history of all bookings placed in the account area of the site.

Manage and create bookings as an administrators: As an afterschool program manager, you can access the admin area to view and manage all bookings that have been placed by parents, easily filter out any bookings with outstanding payments. For parents who prefer to call you to place a booking, you can book them in yourself and send them a confirmation email with all the booking details. For a secure and easy collection of funds you can send the parent a link to a payment page where they can pay by credit or debit card. This avoids taking card details over the phone.

Easily configure and share session registers: You can view a register for each session and customize the information shown on the register. Say goodbye to paper-based forms and embrace real time online register. You can also set up staff accounts to only access attendance records. To share the register, you can download it as a CSV or PDF document, or create staff member accounts so that they can access registers and record attendance. You can also restrict these accounts from viewing financial information or performing other administrative actions.

One-click notification email: It's also possible to email all parents who have booked a session with one click. This can be useful to send reminders or to update parents with any information.

Analyze business performance to make informed decisions: You can make use of the administrative dashboard and the custom reports function to track how many registrations there's been for each of your afterschool program sessions, along with the revenue data. These standard reports allow you to easily identify the most popular activities and demand across different times, summarizing data-driven insights and making data-driven decisions.

The data is yours and nobody else's

We don't store your data in an obscure or hard-to-access database. The afterschool program management software enables you to access exports of your bookings, parent and child records at any time. We will, of course, never pass on any of your data to third parties.

Get started today

Setting up a Pembee site is straightforward but we're here to help you if you need any assistance. Our small and friendly team is available to help if you have any questions. We aim to respond to all queries within a few hours, if not sooner. In addition, we have a Help Centre with extensive guides on using the application. You can also book a demo where we can walk you through all of Pembee's functionality.

Sign up today and explore the system - no payment details required, and no strings attached. For 30 days, you will have access to all features of the after school registration software free of charge.