Documentation, attendance, communication and staff run along by themselves.
Free no credit card·Every feature for every center
The tablet at the entrance records every arrival and departure to the minute. That becomes the records for providers and insurers.
The AI proposes the rota, you change it in one sentence. Planned and actual side by side.
Exports and records the way providers and authorities need them. The bee builds custom reports on request.
“My documentation runs by itself. By the evening I have everything.”
Save yourself the hours of reconstructing attendance. Stop making staff and child decisions in the dark - and limit your personal liability in insurance cases and state inspections.
Easy to integrate: as much technology as necessary, as little as possible. The goal is to reduce admin work, not add to it.
Save yourself the hours of reconstructing attendance. Stop making staff and child decisions in the dark - and limit your personal liability in insurance cases and state inspections.
Easy to integrate: as much technology as necessary, as little as possible. The goal is to reduce admin work, not add to it.
Documentation, live overview and communication already work with very little data.
Mia S.
No effort, no stressful data entry.
Mia S.
DocumentationLive overviewCommunication
Every check-in and check-out is logged with a timestamp and stored audit-proof. Daily reports for authorities and insurance are generated at the press of a button - no paper, no Excel.
Staff-to-child ratio and attendance are checked live against your state's licensing ratios. The system warns you before a gap becomes a problem.
Staff and occupancy forecasts for the next 14 days surface bottlenecks before they become emergencies. Adjust shifts and onboarding in time - and rarely close groups.
Occupancy, traffic-light status, attendance and staffing - all on one screen. No calls to the group, no manual counting. See what's running in real time.
Parents see daycare status and messages - and actively help the center with digital check-out and organization.
No confusing menus, no complex new software. That's the point: the tablet at the entrance does the work for you.
Parents and staff tap their card on the tablet. Check-in in under 2 seconds - even with two kids on your arm.
Management and providers see occupancy, traffic-light, groups - live in the dashboard. On tablet, desktop, and phone.
Management reacts instantly when the ratio gets tight: control intake or reallocate staff - before it gets critical.
For management and providers, daily reports are generated automatically - audit-signed, downloadable as PDF anytime.
The provider receives monthly, one click, all documents for authority and insurance in one package.
No switch of your existing software needed: Beenest only needs each child's name, group, date of birth and care model. Nothing else.
Every device is optional and quoted separately. Free use runs on your own tablet.
Use your own tablet, or add one of our entrance devices, quoted separately. Sign in and the check-in runs.
CSV import from your existing system or quick manual entry. We guide you via video call.
Tablet at the entrance, parents scan, data flows into the dashboard. No second training day needed.
1Office · Director
Autopilot
Your daycare assistant
Please sum up all of today's absences. Should we merge two groups?
Ladybirds and Bees together in Bees from 9:00, with Anna and Lena.
Done at 8:12 am
2Staff app · Educator
AI helper
Sunflower
Can I take another colleague along on the walk?
Yes. Lena from Bees is free until 11:00 and the ratio there still holds. I will ask her.
And please tell the parents about the lantern festival on 11 November.
KIDraft to parents · Ladybirds
Dear parents, on Wednesday, 11 November we celebrate our lantern festival in the garden at 5 pm. Feel free to bring a lantern. Your Ladybirds team
Sent to 15 families
3Group tablet · Day report
Ladybirds
Ratio metDay report · Ladybirds
TodayToday we went to the park and collected chestnuts. Then we counted them together, up to ten and beyond. After lunch everyone worked with clay.
4Parent app · Family
My child
Mia
My group · Yesterday's day report
Today we went to the park and collected chestnuts. Then we counted them together, up to ten and beyond.
What did Mia learn at the daycare last week, and what was the educational goal?
Mia counted to 10 while collecting chestnuts and worked with clay. Goal of the week: grasping quantities and fine motor skills.
5Office · The AI checks in
Autopilot
Your daycare assistant
Every group is covered at all times. I swapped two early shifts because of holidays.
Accepted at 4:05 pm
Before a text from the web app or the group tablet goes to parents or onto your website, the AI data guard checks it: messages, messages to one family, events, group reports, diary notes, blog and website. If it finds something, the field turns red. The AI never changes the text, you fix it yourself.
1Name check, without AI
The server compares the text with the names of the children in your daycare. No AI, no credits. The list of names never leaves the server.
2AI check in the EU
Then an AI in the EU reads the text, with the children's names replaced by placeholders first. It only answers with a verdict, and Beenest stores none of it. Needs AI credits; without credits the name check runs alone.
On by default. A text with a finding can only be sent by the manager, after entering the admin password. Texts from the staff app and the team chat are not checked.
Messages
Recipient (daycare group)
BearsMessage for Bears
AI data guard is switched on
Send text messageFew data are enough
Name, date of birth, care hours and group are enough for documentation, the live overview and messages.
AI in the EU, no training, no storage
Text, speech and photos are processed through Google Vertex AI’s EU endpoint. Inputs train no model and are not stored¹. Only image generation runs globally, without personal data; the provider can switch it off.
¹ Exception: if abuse is suspected, Google may keep inputs for up to 90 days. Beenest itself stores nothing.
Each daycare picks its AI privacy level, and the provider sets the highest level for all its facilities. The lower one applies.
At most real names of educators. The AI sees children only as “Child 1”, “Child 2”. The default for every daycare.
In Beenest
What the AI reads
What the facilities write themselves (team chat, pinboards, notes, events) is read by the AI unchanged on every level except “Off”, including any names in it.
Every room shows who is there right now. Live from the check-ins, no head counts.
Groups right now
On every room: maximum, today's daily limit and the fallback group.
Photograph a sketch, and the floor plan is ready.
Draw the rooms on paper, write the group names inside, take a photo. You check the matching and save. Rooms without a group get a “#”, such as “#Gym”.
Group lights at the entrance
If you like, the check-in screen shows the light of selected groups. Green, yellow or red is also spelled out.
What sets us apart: as much as needed, as little as possible.
Parents tap fixed actions and write no messages that someone has to read and answer. The centre sends what parents need: how full the centre is right now, the group's daily report and short notes about the child.
Parents to the centre
Centre to parents
Sign in with a QR code, no account. Siblings in the same app. The centre decides which actions parents see.
Sunshine: near the limit
The centre may soon stop admitting children.
Parent app for iOS, Android and web
Messages & polls
Notices on the phone, with a vote.
Push notifications
Know right away when something changes.
Live centre status
How full the centre is right now.
Notes on the child
Short notes about your own child.
Group reports
The group's day, in the app every evening.
Blog posts
News from the centre, with photos.
Centre websiteBeta
Your own page, built with AI.
Calendar & events
Dates with RSVP, with a fee if needed.
Report absence
Sick or on holiday: one tap.
Cancel meals
The kitchen knows right away.
Early pickup
Let the centre know, no phone call.
Parent pin board
Notices that used to hang on the door.
Menu & allergens
What's for lunch this week.
Consents
Permissions per child, digital.
Receipts & remindersBeta
A receipt, and a nudge when something is open.
Public parent page
The live status, even without the app.
And more: Beenest can use these external tools
We prepare your staff records for you. If you also plan with Beenest, we bring all planned and actual data together – including working from home and other special situations.
This is how planning becomes fun!
Rota updated
29 new shifts, planned by AI
UndoLet the time runSunflowers group, Thursday
Time runs on its own. Or drag the slider: the actual time grows inside the light plan box. Planned time nobody covered is hatched orange.
One shift, viewed at 11:00
Generate detailed reports and export data in various formats for your records
For example, click to open:
Dataset, period and layout in one sentence. The bee builds the Excel sheet or the PDF from it.
| Child | Missed days | of which sick |
|---|---|---|
| Mia | 2 | 2 |
| Ben | 0 | 0 |
| Lina | 3 | 1 |
| Emil | 1 | 1 |
| Noah | 4 | 3 |
Absences_Bears_September.xlsx · ready to download
Staff hours API
Working hours straight into your payroll and HR software.
Your reporting interface
Reporting submissions, straight from the live data.
Custom interfaces within 48 hours
You name the format, we build the connection.
Your in-house AI
Your own AI queries Beenest directly.
All data is automatically captured and available in the daily report
| Data Point | Live | Report |
|---|---|---|
| Core documentation | ||
| Minute-accurate child attendance (with modalities) | ● | ● |
| Minute-accurate staff attendance (with group & work model) | ● | ● |
| Live staff-to-child ratio | ● | ● |
| Daycare capacity throughout the day | ● | ● |
| Capacity exceedances (minute-accurate) | ● | ● |
| Group distribution | ● | ● |
| Emergency attendance list | ● | ● |
| Licensing and insurance records | - | ● |
| Staff | ||
| Missing staff | ● | ● |
| Staff hours with children | - | ● |
| Total staff hours | - | ● |
| Unscheduled staff hours | - | ● |
| Visual staff planning / duty roster | ● | ● |
| Hours account (planned vs actual) | - | ● |
| Overtime, breaks, etc. | - | ● |
| Communication | ||
| Child absences | ● | ● |
| Early pickups | ● | ● |
| Facility status (traffic light) | ● | - |
| Meals | ||
| Meal cancellations | ● | ● |
| Live overview for the kitchen | ● | - |
| Meal matrix (child × opening day) | - | ● |
| Meal billing per child | - | ● |
| Provider | ||
| Provider dashboard (all sites) | ● | ● |
| Report archive across facilities | - | ● |
| Meal costs across facilities | - | ● |
Every analysis is available for download - in the daycare admin and the operator dashboard
Green formats open a real sample document, produced by the Beenest export engine - every name and figure inside is fictional.
The terminal in the entrance area is set up in minutes and ready to use immediately - for parents, staff and management.
Parents scan their personal QR code to check in and out. No typing, no searching.
Parents see the current daycare status and latest news directly at the terminal.
When the daycare reaches its capacity limit, check-in is automatically blocked - no overcrowding.
Set up tablet, log in, done. No IT knowledge required - use your own tablet or add one of our devices.
Live numbers, daily, weekly and monthly reports - per location and across the whole group. All from one dashboard.
Always compliant, clearly documented.
A short phone call about your questions, including how Beenest fits the software you already have.
