When a family accepts a kindergarten place, one online form collects the child's details, health notes, vaccination record and authorized pickups. The answers fill the agreement and health forms, both parents sign online, and the teacher gets an updated allergy and pickup list.
Typical results
≈4 hrs/wk
Office time saved during registration season
Same day
Teacher gets updated allergy and pickup lists
1 form
Replaces four paper documents per child
Figures reflect typical results for this kind of automation.
The challenge
Registration at a private kindergarten usually means a paper packet: an agreement, a fee schedule, a health declaration and a pickup authorization, each asking for the same details. Packets come back incomplete or signed by one parent, the office retypes everything into its records, and teachers sometimes start the year without an up-to-date allergy list.
Before and after
Office minutes per registration packet
−78%Days to a complete, signed packet
−79%Packets with missing fields or signatures
−86%The automation
Accepting a family in the enrollment list sends them a single online form for the child's details, allergies and medical notes, a vaccination record upload and the adults allowed to collect the child. The answers fill the registration agreement, fee schedule and health declaration, which go out for e-signature to both parents with reminders. Signed PDFs are filed in the child's Google Drive folder, and the group teacher receives an updated allergy sheet and authorized-pickup list.
How it works
- 01
Family accepts a place
Marking the family as accepted in the enrollment list sends them one online registration form.
- 02
One form, all the details
Parents enter the child's details, allergies and medical notes, upload the vaccination record and list the adults allowed to collect the child.
- 03
Documents filled
The answers fill the registration agreement, fee schedule and health declaration, with nothing retyped by the office.
- 04
Both parents sign
The documents go out for e-signature to both parents, with a reminder after 2 days if a signature is missing.
- 05
Filed and shared
Signed PDFs are filed in the child's Google Drive folder, and the group teacher gets updated allergy and authorized-pickup sheets.
Starts from
- Online registration form
- Vaccination record upload
Delivers
- Signed agreement and forms
- Child's Google Drive folder
- Allergy and pickup sheets
The impact
About 80% of packets are complete and signed by both parents within 3 days, against about two weeks on paper. The office saves around 4 hours a week in registration season, and every teacher starts the year with a current allergy sheet and pickup list for the group.
Questions about this automation
What happens if a parent leaves a field blank or skips the upload?
Required fields, such as allergies and emergency contacts, cannot be skipped, and the form asks for the vaccination record before it can be submitted. If one parent has not signed after 2 days, they get a reminder, and after 5 days the office sees the packet on a short list of open registrations.
Which tools does it connect to?
The online form, an e-signature service, Google Drive for each child's folder and the enrollment list in Google Sheets or the school management system. The templates are the kindergarten's own agreement and forms, with fields mapped to the form answers. This is a multi-step build, usually rolled out in stages.
How do teachers get changes made during the year?
Parents can submit a short update form for new allergies, medical notes or pickup adults at any time. The change is saved on the child's record, and the group teacher receives a fresh allergy sheet and pickup list the same day, so the classroom copy stays current.