Kita software for attendance, parent communication and fees — in one app
Kitapilot combines digital attendance with parent signature, a GDPR-compliant parent app and income-tiered fee billing in one workspace. No more paper lists, no more WhatsApp groups for photos, no more Excel day per month for the center director.
| Child | Drop-off | Hours |
|---|---|---|
| Emma Müller | 07:45 | 8.5 |
| Ben Schmidt | 08:10 | 7.0 |
| Mia Weber | 08:25 | 6.5 |
| Leon Bauer | 07:30 | 9.0 |
Built with Kitas and non-profit providers across Bavaria, NRW and Berlin
Attendance on paper, photos in WhatsApp, fees in Excel — the center director loses a day a week to admin instead of pedagogy.
Attendance on paper
Every morning the teacher ticks off a list of who arrived. When the Jugendamt (youth welfare office) audits actual care hours, the center director has to scan twelve months of paper. Nobody knows the real utilization per group — and how often drop-off times ran over is anyone's guess.
Parent communication via WhatsApp
Photos from the field trip land in the parent WhatsApp — on Meta servers, a GDPR violation, and every parent council knows it. Parent letters go out by email, half never arrive, the other half reply one by one and there is no central log. The director spends Friday afternoons chasing RSVPs for the summer party.
Fee billing in Excel
The fee per child depends on parent income (state law, tiered), plus meal fees, plus sibling discount, plus education-leave discount. The director sits an entire day per month in Excel, types amounts into the bank file and sends payment reminders by hand. One typo and the provider is on the phone.
From drop-off to fee invoice — in one view.
Digital attendance with parent signature
A tablet at the entrance: parents sign at drop-off and pick-up, the teacher sees at a glance who's in and who's still missing. Care hours per child are calculated automatically and the Jugendamt report comes as a PDF at the click of a button. No more paper lists, no more debates about late pick-ups, no more scan-marathon before the audit.
- Tablet signature at drop-off and pick-up
- Care hours per child calculated automatically
- Jugendamt report as PDF on demand
- Group utilization visible in real time
| Child | Status | Hours |
|---|---|---|
| Emma Müller | Present | 8.5 |
| Ben Schmidt | Present | 7.0 |
| Mia Weber | Sick | 0.0 |
| Leon Bauer | Present | 9.0 |
GDPR-compliant parent app instead of WhatsApp
Photos, parent letters, calendar entries and sick notes in one app — servers in Germany, data processing agreement with the provider, every access logged. Parents get a push notification, the director sees who has read the letter. No more WhatsApp group, no more emails lost in the shuffle.
- Photos, parent letters and events in one app
- Servers in Germany, GDPR and Art. 28 compliant
- Read receipt per family visible to the director
- Sick and holiday reporting by parents
| Parent letter | Group | Read |
|---|---|---|
| Summer party June 15 | All | 62 / 74 |
| Forest day trip | Bees | 18 / 20 |
| Parents evening May | Ladybugs | 17 / 20 |
| Menu week 22 | All | 58 / 74 |
Fee billing with income tiers
Fee per child with income tiers, meal fees, sibling and education-leave discounts — all stored, calculated automatically each month. SEPA direct debit runs on the 1st, open items and reminders go out on their own. DATEV export for the provider's accountant.
- Income tiers per state law pre-loaded
- Meal, sibling and holiday discounts automatic
- SEPA direct debit and dunning automated
- DATEV export for the provider's accountant
| Family | Due | Sum |
|---|---|---|
| Familie Müller | May 05 | €420 |
| Familie Schmidt | May 10 | €680 |
| Familie Weber | May 12 | €380 |
| Familie Bauer | May 18 | €360 |
One price per child. All modules. All teachers included.
Kitapilot ships at a flat price per enrolled child per month — attendance, parent app, fee billing and DATEV export all included. No setup fee, no add-on modules, monthly cancellation. Teacher and substitute logins are unlimited, kitchen staff included.
What Kita directors ask us before the demo
How much does Kitapilot cost?
Kitapilot starts at $5/child/month with all modules included — digital attendance, parent app, fee billing and DATEV export. From 20 children, monthly cancellation. Teacher and substitute logins are unlimited and included. We'll confirm the exact terms for your provider structure in the demo.
Is the parent app really GDPR-compliant?
Yes. Kitapilot runs on servers in Frankfurt, we sign an Article 28 data processing agreement with the provider, and every access to photos and parent letters is logged. The parents' council or the provider's data protection officer gets the full documentation on request.
Can the teachers actually use it day-to-day?
Yes. Attendance runs on a tablet at the entrance — one tap per child. Parent letters are written by the director like an email and sent to the selected group. Teachers do nothing they don't already do on paper — there is just less of it. Onboarding session is 60 minutes per group.
How is the income tier for our state configured?
We already have the fee schedules for Bavaria, NRW, Berlin, Baden-Württemberg, Lower Saxony and Hesse in the system. For other states, we set up your tier during onboarding — income brackets, fee by age, sibling discount and meal fee. When state law changes we update centrally, you don't have to touch anything.
What happens during a Jugendamt audit?
The director opens Kitapilot, selects the audit period and downloads the care-hours report as a PDF. The Jugendamt gets actual drop-off and pick-up times per child, signed by the parents. No more scanning of paper lists, no more follow-up loops. Audits take one hour instead of two days.
How fast can we go live?
Typical time from kick-off to the first drop-off signature on the tablet: 10 working days. We import your child and parent list from Excel, set up groups, the fee schedule and the DATEV interface, and train the director plus one teacher per group in two short sessions. Attendance runs digital from day one.
Less paperwork, more pedagogy. The Kita that can breathe again.
We're opening Kitapilot in March for 15 Kitas across DACH — private providers, church-affiliated and parent initiatives. If you want to be one of them, book a 30-minute demo. We'll walk through attendance, parent app and fee billing on your group structure.