Child Care Online Registration System

The Vendor is required to provide child care services to over 8,000 families across multiple schools in both school boards and requires an online system to manage before and after school program registration, program withdrawal, schedule changes and camp week registration for the 2026 - 2027 school year and annually thereafter.
- The registration system should operate within the business rules set including managing program capacity numbers, waitlists and automatically placing registrations in priority order of application date and time.
- The new registration system should be a positive experience for families, Accessibility for Ontarians with Disabilities Act compliant, mobile device compatible and easy to navigate for families when English is not their first language.
- Parents manage the care schedule for their child including schedule changes and withdrawals according to board business rules.
- Parent information: Full Name, Full Address (Civic Number and Street Name, not separate), Phone #, Email, (parent DOB - collections requires this to complete full collection procedures (All mandatory fields).
- Waitlist management is automated and calculates availability of space against program caps.
- Families are placed in priority order based on board business rules. Families can ‘view’ their place on the waitlist (#) for each given day.
- Parents manage the care schedule for their child including schedule changes and withdrawals according to board business rules.
- Configurable to allow Administration to create and manage School Program details and information including program Start and End Dates at any school locations.
- Create and maintain optional day calendars for PA Days, Winter & March break camps.
- Run reports, enter schedule changes, view child information, process registrations and withdrawals.
- Admin user can easily view which programs and days have available space.
- Admin user access to override business rules, with a clear audit trail of such changes.
- Integrate child’s schedule to a fee calculator to produce automatic invoices & credits on account for withdrawal dates/schedule changes;
- Calculate and track registration fees where applicable based on board business rules;
- Automatic payment of fees using credit card;
- Generate income tax receipts with ability to split over multiple accounts;
- Staff attendance, parent sign-in/sign-out and child information reports posted weekly to school google groups;
- Safe Dismissal report information (care schedules weekly);
- Waitlist reports ad hoc;
- Snack reports ad hoc;
- Cap reports ad hoc;
- Camp reports - Host and feeder sites in one report posted to google groups and ability to run ad hoc;
- Alerts and notifications to school google groups for registrations, changes to child information;
- Ability for staff to create customizable reports based on existing data within the system. 

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: November 04, 2025