Playgroups Management Software & App | Enjoy a Free Trial

With the right playgroups management system, you can run your playgroup your way – online. Build better parent partnerships with daily updates, instant messaging and automatic reminders. Parents can access the software through mobile devices or online, allowing you to send updates immediately.

Innovative Play Centre Management Software Supported by Councils

The key activities of a playgroup committee include planning, organising and leading the playgroup. For a playgroup to run well, it needs a little organising behind the scenes, but how this is done won’t be the same for every playgroup.

Xap’s play centre management app and software supports the needs of your specific playgroup, enabling you to invite families, take registrations, record and send communications, manage bookings and more.

Track & Record Attendance Where It Makes Sense for Your Playgroup

Track and record attendance at your organisation using the device that makes the most sense for your operations: standard desktop computer, check in/out kiosk, or portable tablet.

Replace paper check-in sheets with digital check-in for children and families. With a digital sign-in Kiosk, our play centre management system streamlines the sign-in and sign-out process for parents. Parents can create their own easy-to-remember 4-digit secure PIN

Customisable & Dynamic Registration

Xap’s playgroups management software provides children and families with custom enrolment processes. Dynamic content allows you to control the text that is displayed and the required information for registration. Cut down on time, while simplifying the process for the person registering.

New families can enrol online via our Online Enrolments module with ease. This is specially designed with the needs of playgroups in mind and has all the regulatory requirements built in.

Connect Your Families & Streamline Communication

Our online family portal helps you and your families easily manage child and family data and bookings. Communication is a key component of running a quality program. That’s why Xap provides families with a secure and convenient way to access and send communications to you and your staff.

Our parent portal and mobile app is a secure way to share photos, communication and daily activities parents truly treasure, such as learning stories and observations, daily diaries, snapshots and even agendas.

Software Built for All Stakeholders.

Owners/Directors/Management

See real-time information about how your business and staff are performing and what is happening with our playgroups management app and software.

Administration dashboard to oversee your centre or multiple centres
Automated invoicing and financial information
Run BI reports to improve profits
Create/approve/reject bookings
Perform CCS operations
Manage waitlist and enrolments
Engage parents through communication

For Educators

Xap enables educators to extend on children’s unique interests and plan to enhance each child’s learning journey.

Curriculum programming and planning
Daily routine – Meals, sleep, sunscreen, nappies, bottles, sleep checks and more
Portfolios – Observations, follow ups, learning stories
Private messaging
Receive notification alerts
QIP – View and contribute
Check-in/out (timesheets)

For Parents

Experience your child’s learning experience by receiving photos and daily communications throughout the day.

View children’s daily stats (meal, sleep, bottles, etc.) with past history
Manage family details
Make or update the booking information
View statements and invoices, and make PAYMENTS online
Read children’s learning portfolios
Notify centre of non-attendances
Upload immunisation record

Why Do Childcare Centres Choose Xap?

95% Educators & Directors recommend Xap

100% Improved parent engagement

90% More confident in making decisions

“We’ve been using Xap for just over 2 years now, and we love it! It has everything we need and it is all in one place platform. It was an easy transition from our old software program to Xap, and it saves us so much time every day! Our parents love it too because we can send them instant notifications, daily updates and Xap’s Kiosk makes it easy for parents to sign-in and out children from our centre”

Tahlia Goldsmith Nominated Supervisor - Rutherford Playtime Preschool

“In the past 2 years, I am very happy with Xap. I highly recommend Xap because of 1. The Xap service team is always handy and prompt. 2. Xap always updates new features and improve the quality of the software. 3, Xap platform is very user friendly and our staff love it. 4, Xap Platform is parents friendly as well. We have parents write a note in and casual book the children”

Jane Zheng Owner/Managing Director - Kingdom Kare

“We have been with Xap for nearly 12 months now. With the new CCS introduction, we needed to update our software, the thought of new software and transitioning to digital documentation did scare us but Xap took that fear away. I find Xap Platform very user friendly. It provides you with a quick view of what the educators are doing and help us maintain our ratios. We used story park and moved to Xap and over educators just love it “

Rebecca Buchanan Assistant Director - Castlemaine Child Care Co-operative

“Thrive OSHC has been using Xap for over a year across all our services. Having switched to Xap from another provider, we found the product and the follow-up service to be nothing short of excellent. The dashboard is clear and easy to follow. The processes are simple and logical. I find it easy to train my staff on how to use the main features. I always receive prompt and efficient replies and resolutions.”

Karen Sleeman Director - Thrive OSHC

“We are a community based integrated service with two Centre based care sites, a Preschool and one OSHC site. We were looking for a more effective way of communicating with families, Xap was an affordable option for us and provided other features such as rostering and record management.”

Lucy Williams Kangaroo Island Children's Services Inc

“Glenelg Shire Council has been utilising Xap since July 2018 and we find the team very responsive to our queries. Their system is easy to use with great functionality and they are committed to continuously improving their systems. We have really enjoyed our journey with Xap so far.”

Rebecca Campbell Glenelg Shire Council

“We’ve been using Xap for just over 12 months now, and we love it! It has everything we need and it is all in one place platform. It was an easy transition from our old software program to Xap, and it saves us so much time every day!”

Tahlia Goldsmith Rutherford Playtime Preschool

“I am so happy I changed over to Xap, it was a well-supported transition, easy to use and hardly do I have to call support which is always readily available. I also find the help tutorials and fact sheets very beneficial.”

Natasha Nassar Teddy Tammys

“I find Xap software very user friendly. It provides you with a quick view of what the educators and children have been up to during the day. I adore their hot tips and procedure documents. Xap truly do make your day so much easier.”

Rebecca Buchanan Assistant Director – Castlemaine Child Care

Tahlia Goldsmith Rutherford Playtime Preschool

“In one word, Xap is the best, the team is amazing. They always reply the emails and call back to help solve the problem. We love Xap soooo much. I won’t go anywhere except Xap.”

Jane Zheng Kingdom Kare

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Multi-Centre Operation from Single Login

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Parent & Staff Engagement to a New Level

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Impressive Playgroups Management Software