One app for a private kindergarten in Chișinău, keeping its children, money and staff together, across both branches

The business problem

A private kindergarten with two branches tracks dozens of small things every day: who came in, who paid, who needs a reminder, what is for lunch, who on the staff is on leave. The monthly fee is set in euros, but parents pay in lei, by cash, card or bank transfer, sometimes for several months at once or for two siblings.

Each payment has to be converted at the National Bank rate of the day it is received, spread across months, and then found again in the accountant's report. On top of that, each branch has its own computers, the staff is shared, and the app has to cover many areas at once: children, attendance, pool, visits, menu, staff and payroll, parent agreements.

Find, together with the kindergarten team, a solution that brings children, payments, attendance and staff into one place, so the director can always see who has paid and who needs a reminder, without depending on the internet.

• Two currenciesThe price is in euros, payment is in lei, at the National Bank rate of the payment day. The rate is frozen on each payment and the payment is split across months, so that debt, counted in lei, does not drift when the rate moves
• No guaranteed internetThe app runs fully on the computer, with no connection needed
• Several computers and branchesEach branch has its own computers, the staff is shared, and the app is ready for several computers and branches; when two computers change the same thing, the app shows the difference instead of choosing for the person
• Sensitive data about children and staffAccess is set per computer and per module, salaries sit behind a PIN, and medical data never goes out over Telegram
• UsersTeachers, front desk and accountant without technical training; each sees only what they need, and permanent deletion asks for written confirmation

The solution

We did not start with screens. We started from the kindergarten's working day: attendance in the morning, parents paying or bank transfers arriving during the day, cash closed in the evening, the accountant's report prepared at month end. Together with the client we wrote a requirements document and a dated list of decisions, and open questions stayed on a separate list until they were answered.

Then we built in the order of the day, following who enters what: the teacher marks attendance, the front desk books visits from new parents, the accountant records payments, and the director sees income and what needs attention, with a morning summary. The app suggests the exact amount at the day's rate, splits it across months and prints the receipt on the spot, including on a 58 mm thermal printer. Transfers without a clear name land in a separate place, where the app suggests the child.

Screens with demo data

What the client gained

The kindergarten now works in a single app. The director sees on one screen who has paid and who is behind, debt is calculated automatically in lei, and the accountant exports the monthly, quarterly or yearly report straight to Excel. Receipts are printed on the spot, the app works without internet, and every change stays in the history, with automatic backups.

After launch, Codepedia provides 6 months of maintenance: we fix bugs and handle unforeseen situations.

What it looks like

Screens with demo data

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