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Nursery waiting list management and termly updates

Nursery waiting list management records each registration with the child’s age, start date and sessions, and keeps the list accurate by asking families to reconfirm each term. When a place opens, it shows the manager which children fit it, in the order set by your admissions policy.

An example of how the studio would build it. No live services are connected.

From a registration form to a place offered fairly.

  1. Step 01

    Interest registered

    A parent completes the website form with the child’s date of birth, preferred start date, sessions and any funded hours they expect to use.

  2. Step 02

    List updated

    Add the registration to a Google Sheet with the date it arrived and the room the child will be in at their start date.

  3. Step 03

    Termly reconfirmation

    Each term, send a Brevo email asking families to confirm they are still interested or to update their dates and sessions.

  4. Step 04

    Places matched

    When a place opens, list the families whose room, start date and sessions fit, in the order your admissions policy sets.

  5. Step 05

    Offer approved

    The manager reviews the list, applies any priority such as siblings, and makes the offer personally.

The result

Places go to the right family quickly, from a list you can trust.

The system suggests matches but never offers or withdraws a place. Families who don’t reconfirm are marked for a person to follow up, not removed automatically.

Before we connect it.

Where this is useful

Useful for nurseries, pre-schools and out of school clubs whose waiting list lives in a spreadsheet or a folder of emails and quickly goes out of date. A sensible first version handles registrations and termly reconfirmations, with the manager matching places from a filtered view.

What we need to connect

  1. 01Your registration form fields, including date of birth, preferred start date, sessions and any funded hours, plus consent to hold the family’s details.
  2. 02Room age ranges and session capacities, so the list can show which room a child will be in at their start date.
  3. 03Your admissions policy, such as sibling priority or date of registration, and the wording for the reconfirmation email.

What needs careful handling

Children move between rooms as they grow, so the room is worked out from their age at the start date rather than when they registered. Families often register at several nurseries and go quiet, so anyone who doesn’t reconfirm is shown to the manager to follow up before they lose their place in the order. Details about children are personal data, so the sheet is shared only with the staff who manage admissions and old registrations are removed on a schedule you agree.

Questions people ask.

Will the system decide who gets a place?

No. It shows the families who fit a place in the order your policy describes. The manager makes and records every offer, and can account for siblings or any other priority in the policy.

Could this work with our nursery management software?

Often, yes. Many nursery systems can export or share enquiries, and where they offer an API the list can live there instead of in Google Sheets. The first step is checking what your current software allows.

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