A nursery CRM
that tells your team
what needs doing
first thing.
EarlySphere is a nursery CRM: children and families, staff, the learning journal, holiday and absence, enquiries, places and fees, all in one login. The AI sits on top of that, giving your team a short list every morning of what to deal with first and why it matters. We build it for the new nursery opening in October, then move your other two sites across so the group runs on one system instead of several. This proposal sets out what gets built, when, and what it costs.
Questions as you read? Use the assistant in the corner, or .
One CRM for your team. One console for you.
The areas it covers: child and family records, staff and nursery management, the learning journal and observations, holiday, sickness and absence, enquiries and places, fees and money owed, management reporting, and AI help where it earns its place.
Where the day gets run: children and families, key workers and observations, staff holiday and absence, enquiries, places, fees and Ofsted paperwork, with a short list each morning of what to deal with first.
Your settings room: who can log in and what they see, holiday allowances, your targets, where the information comes from, and a record of every change.
The information is already there. Nobody has time to read it.
How it works today
- Information sits inside KinderSoft reports
- Occupancy checked by hand, room by room
- Enquiries chased from memory and inboxes
- Observations kept in a system nobody reviews together
- Holiday requested by text message and tracked on paper
- Ratio problems found on the morning they happen
- Unpaid fees noticed late
- Ofsted preparation is a paper checklist
- No record of which decisions actually worked
With EarlySphere
- One login for children, families, staff, places and fees
- Observations recorded against a child as they happen
- Holiday and absence requested, approved and visible in one calendar
- One short daily list: urgent, opportunity, keep an eye on, going well
- Empty places shown in children and in pounds
- Enquiry pipeline with reminders when follow-up is overdue
- Staffing and qualification problems flagged in advance
- Fee income against target, and who owes what
- Every task closed off with the result recorded
What the first version has to get right.
Children, families, staff, enquiries, places and money in one login. EarlySphere is the platform your group moves onto, starting with the new nursery in October.
The basics your team already relies on: child and family records, bookings and attendance, rooms, enquiries and fees, done cleanly rather than spread across systems and spreadsheets.
A learning journal where key workers write observations against a child, tagged to areas of learning, building a picture you can talk a parent through.
Staff request leave and log absence in the system, managers approve or ask for more, and everyone can see who is off before the rota falls over.
A manager, a key worker and a member of general staff see different things when they log in, so nobody hunts for the one page that matters to them.
A short daily list of what needs attention, with the numbers behind it, and a record of whether acting on it actually helped.
One Nursery CRM for your team, one console for you.
- In the first version: built and working on the day you go live.
- Being confirmed with you: agreed in the first week, once we have seen your figures.
- Later: deliberately left out of the first version.
Nursery CRM
In the first versionWhere your team runs the day: children and families, key workers and observations, enquiries and places, staff cover, holiday and absence, fees and Ofsted paperwork, all in one place.
- Children and family records
- Learning journal and observations
- Jobs for today
- Spare places to fill
- Enquiries and show arounds
- Holiday requests and approvals
- Sickness and absence
- Who is short-staffed tomorrow
- Fees not yet paid
- Ofsted paperwork
- What we suggested, and did it help
Admin Console
In the first versionYour settings room: who can log in, what your targets are, and where the information comes from.
- Your nurseries and rooms
- Who can log in, and what they see
- Bringing information in
- Your targets and limits
- Checking the AI's suggestions
- A record of every change
- Is everything running
What does the working out
In the first versionAdds up the numbers, flags the problems and asks the AI to explain them, so both parts of the CRM always agree.
- The numbers
- Warnings and opportunities
- Plain English explanations
- Who can see what
- Reminders
- A record of every change
Where your information lives
In the first versionOne secure place holding children, families, rooms, bookings, observations, staff, leave and fees, so every figure comes from the same source.
- Children and families
- Nurseries, rooms and places
- Bookings and attendance
- Observations and reviews
- Enquiries
- Staff, qualifications, leave and absence
- Income and money owed
- Your targets
- Checks on anything that looks wrong
How it is put together, in five plain parts.
In practice that means a modern web application, a secure database (PostgreSQL), separate test and live environments, encrypted document storage, automated backups, monitoring, and an established AI provider for the written explanations. You do not need to make these choices: we confirm them with you in week one and you own the result.
Every feature, who uses it, and when you get it.
- In the first version: built and working on the day you go live.
- Being confirmed with you: agreed in the first week, once we have seen your figures.
- Later: deliberately left out of the first version.
Owner view
The new nursery pilots EarlySphere. Then the other two move across.
Nothing is switched off and nobody is asked to work differently while we build.
The pilot. A read-only export from KinderSoft keeps all three sites visible in one place.
Records migrate into EarlySphere, KinderSoft is retired, and the group runs on one system. Scheduled and quoted separately.
KinderSoft keeps your two existing nurseries running during the pilot only. The intention is not to run two systems forever: once the new nursery has proved EarlySphere in practice, the existing sites move across and KinderSoft is retired.
- Status
- Temporary, during the pilot
- Dependency
- The bridging export while both systems are live
- If it fails
- Not applicable
- Cost
- No new fee, and one less fee once it is retired
The nursery opening in October starts life in EarlySphere. It opens with no history, so there is nothing to move across and nothing to untangle. This is the pilot.
- Status
- Set up before opening
- Dependency
- Rooms, places, fees and staff entered once at set-up
- If it fails
- Not applicable
- Cost
- Included
The agreed direction of travel. After the pilot, children, families, staff and bookings for the two existing sites are moved into EarlySphere and KinderSoft is switched off. Timing and cost are agreed as their own step so nobody is asked to move a working nursery in a hurry.
- Status
- Planned after the pilot
- Dependency
- A successful pilot and a date that suits your teams
- If it fails
- The sites stay on KinderSoft until you are ready
- Cost
- Quoted separately, once we know the state of the data
While both systems are live, a scheduled read-only export covers places, bookings, enquiries, staff and fees for the two existing sites, so you can see all three nurseries in one view. It never writes anything back, and it stops being needed once those sites migrate.
- Status
- Export format agreed in week one
- Dependency
- Only the group-wide comparison view depends on it
- If it fails
- A spreadsheet exported by your team on an agreed day each week
- Cost
- Included
We match the columns in your export to the right fields and show you clearly any rows that will not go in, so nobody is guessing whether a figure is right. The same tooling is what makes the later migration straightforward.
- Status
- Built by Keza Studio
- Dependency
- Trust in the numbers
- If it fails
- Correct the rows and send it again
- Cost
- Included
Explains the figures in plain English, ranks what needs attention first, and suggests what to do. It never invents a number.
- Status
- Provider confirmed in week one
- Dependency
- The suggestions and this reader assistant
- If it fails
- Plain rule-based warnings without the written explanation
- Cost
- Small usage-based fee
Invitations, password resets and reminders when a follow-up or a task is due.
- Status
- Chosen in week one
- Dependency
- Logging in and reminders
- If it fails
- Reminders shown inside the system only
- Cost
- Small usage-based fee
Somewhere secure to keep Ofsted evidence, certificates and uploads.
- Status
- Managed UK cloud
- Dependency
- The Ofsted paperwork area
- If it fails
- Not applicable
- Cost
- Pay for what you use
Tells us if something breaks before your team has to report it.
- Status
- Chosen in week one
- Dependency
- Reliability
- If it fails
- Standard cloud tooling
- Cost
- Small subscription
A copy taken every day, so nothing is lost if something goes wrong.
- Status
- Managed UK cloud
- Dependency
- Peace of mind
- If it fails
- Not applicable
- Cost
- Pay for what you use
A direct link into your accounting package. Not in the first version unless you ask for it.
- Status
- Quoted separately if you want it
- Dependency
- Deeper financial reporting
- If it fails
- The agreed financial figures come in with the regular export
- Cost
- Quoted separately
The short version: EarlySphere is the system you are moving to, not a layer bolted onto KinderSoft. The new nursery opens on it in October, because a site with no history is the safest place to prove it. Your two existing nurseries stay on KinderSoft while that happens, connected only by a read-only export so you can still see all three in one view. Once the pilot has done its job, those two sites migrate into EarlySphere and KinderSoft is retired. We quote that move separately, when we know the state of the data and you have picked a date that suits your teams. What we are not proposing is running two systems side by side forever.
What is in, what is out, and what is parked.
Scope Boundaries & Deferred FeaturesBeing clear about scope is how the pilot ships in time for October. Everything below is decided, not undecided. Worth noting what moved into the first version after our scope call: the learning journal, and holiday, sickness and absence for staff.
Everything scoped in Sections 04 to 07: the nursery CRM, the learning journal, the staff and HR functionality, the admin console and the shared systems needed to run a nursery end to end.
- Parent messaging
- A parent app
- Parents seeing the learning journal
- Daily logs for meals, nappies and sleep
- Signing children in and out
- Medication records
- Accident and incident records
- Safeguarding case records
- Voice recorded observations
- Automatic statutory progress checks
- Contracts, appraisals and payroll
- Automatic rota building
- A billing ledger
- Taking card payments
- Funding claims
- Tax-Free Childcare processing
- An iPhone app in the App Store
- An Android app in the Play Store
- AI that predicts the future rather than explaining today
- Accounting integrations beyond the ones we agree
Parked products
A parent app with messaging, daily updates and photo sharing.
- Excluded
- Parent messaging, daily care feeds, photo sharing, parent billing views.
- Why parked
- The learning journal is built for your staff first. Opening it up to parents is the obvious next step, but adding it now would put the October opening at risk.
- Prototype
- Observations are recorded in a way that can be shared with a parent login later, without rebuilding.
Meals, nappies, sleeps and accidents logged through the day on a tablet in the room.
- Excluded
- Daily care logging, medication records, accident and incident records, signing children in and out.
- Why parked
- This is different from the learning journal, which is in the first version. Daily logging needs tablets in every room and a proper rollout with staff, so it follows the pilot.
- Prototype
- Child records and key worker assignment are already there, so the daily diary attaches to them later.
A full billing ledger, card payments and funding claims.
- Excluded
- Invoicing, taking payment, Tax-Free Childcare, funding claims, payroll.
- Why parked
- The first version shows you the money picture. It does not replace your accounts system.
- Prototype
- Income against target, fee mix and money owed are all in the first version.
Automatic rota generation, shift swaps, contracts and payroll data.
- Excluded
- Rota generation, shift swapping, contracts, appraisals, payroll data, occupational health records.
- Why parked
- Holiday, sickness, absence and cover visibility are in the first version. Building the rota itself, and keeping full employment records, is a separate piece of work.
- Prototype
- Staff, qualifications, leave and absence are all modelled, so rota planning builds straight on top.
Training: a focused compliance module, not an LMS
MVP training is a focused embedded learning and compliance module. It is not a full LMS.
- · Nursery sites, rooms and capacity
- · Staff records and relevant qualifications
- · Children or aggregate occupancy information
- · Bookings and expected attendance
- · Enquiries
- · Financial fields required for the agreed metrics
- · Business targets
- · Large-scale migration of all historic nursery records
- · Safeguarding-critical records
- · Full child records
- · Historical observations and learning journals
- · Financial ledgers
- · Media libraries
From your data to a decision you can measure.
What the AI will never do
The AI reads your own numbers, explains what it sees, and suggests what to do about it. That is the whole job. Every suggestion sits there until a person accepts or dismisses it, and each decision is recorded with who made it and when, so there is always a trail.
- It never makes a safeguarding decision or judgement about a child's welfare
- It never gives medical, health or dietary advice
- It never decides who is eligible for funded hours
- It never submits anything to Ofsted or any other body
- It never takes a decision about a member of staff
- It never sends a message to a parent without someone approving it
Seven stages, with things running side by side where it saves time.
Agree exactly what gets built, look at what you already have, and check the KinderSoft data we will be working from.
- Agree the feature list
- Review what exists already
- Check the KinderSoft exports
- Plan the build order
- Agree what done means
Design every screen, with a version tailored to what an owner, a manager and finance each need to see.
- How the screens fit together
- A view for each role
- Wireframes
- Finished designs
- Consistent look and feel
- Clickable version to try
Set up the app, the database, secure logins, permissions and support for more than one nursery.
- The app shell
- The server side
- Database
- Secure logins
- Who can see what
- Multiple nurseries
Build the daily list, your dashboard, places, enquiries, staff cover, fees, the AI suggestions and the tasks.
- Your daily list
- Owner Dashboard
- Occupancy
- Enquiries and show arounds
- Staff cover warnings
- Fees and money owed
- AI suggestions
- Tasks and results
Bring your KinderSoft information in and check every figure matches before anyone relies on it.
- Import tools
- Matching up your columns
- Working out the figures
- Checking the totals match KinderSoft
- End to end checks
We test it, then your managers test it on real data on their own phones and laptops.
- Feature by feature testing
- Testing each role
- Phone and tablet testing
- Figures checked against KinderSoft
- Checking the suggestions make sense
- Fixing what testing finds
Switch it on, set up your team, walk everyone through it and stay close for the first few weeks.
- Switching it on
- Loading your live data
- Setting up your team
- Walkthrough for you and your managers
- Hands-on support at launch
- Watching it closely early on
This holds children's information, so it is protected from the start.
Data Protection
TLS across every client, service and integration boundary.
Managed database encryption and secure object storage for evidence documents.
Signed, time-limited URLs for compliance evidence, with no public buckets.
The MVP holds the management data required for intelligence, not full child records.
Access
Hashed credentials, password reset, invitations, activation and deactivation.
Implemented for Admin and privileged administrative roles where agreed in discovery.
Owner, Nursery Manager, Finance/Admin, Board Viewer and Admin with site-level scoping.
Restricted module access and protected application routes by default.
Central secret store; no credentials in code or logs.
Operations
Structured audit activity for important administrative and permission actions.
Schema-validated inputs across the API and import pipelines.
Application error reporting and platform health visibility in the Admin console.
Maintained dependencies with automated scanning in CI.
Resilience
Scheduled backups with a documented restore approach.
Distinct development and production configuration and data.
AI
Every figure you act on is calculated in code. The AI explains and ranks them, it does not produce them.
Anyone can flag a suggestion as unhelpful, and those flags are reviewed in the admin console.
It is given the data for your role and your nurseries, nothing else.
Regulatory
Architecture designed with UK GDPR considerations across nursery, staff, parent and child-related data.
Structures that support agreed retention and deletion decisions.
Safeguarding records are not held in the first version. Adding them would need separate legal and Ofsted checks first.
Keza Studio implements the agreed technical requirements. Formal legal interpretation, privacy policies, retention decisions and regulatory sign-off remain the responsibility of the client and its appointed advisers.
You will always know where it is up to, and nothing gets built you did not ask for.
1. When we talk, and what happens in the room
We show what we finished, flag anything waiting on you, and agree what happens next. If a date is at risk, you hear it here, not at the end.
Your managers click around what we have built and say what does not match how the nursery actually runs. Cheap to change at this point, expensive later.
Designs, the feature list and your rules, each signed off once so we can build with confidence. You get everything a couple of days ahead.
Short sessions to pin down exactly what counts as income, as owed, or as a filled place, so no report is ever argued over later.
2. How a decision gets made
Building starts once you have said yes to that part. It works like this, every time.
You get the designs, the feature list or the rule written down, in plain English, a couple of days before we discuss it.
You collect what you and your managers think, and send it back as one set rather than one message at a time.
One named person confirms it. That is the version we build, and it is written down so nobody remembers it differently later.
If a decision is late, we carry on elsewhere and tell you straight away if the launch date is at risk.
3. If you want something that is not in this proposal
The price in this proposal covers the features listed in it. Ask for something that is not on the list and we will not simply say no, and we will not quietly absorb it either. We write down what you have asked for, what it would cost in time and money, and whether it affects the launch date. You then decide: do it now, do it after launch, or drop it. Nothing gets built or invoiced without your yes in writing. Small tweaks, better wording, a column in a different order: those are just part of the job and we get on with them.
- A new way of working the proposal does not cover
- A whole new area of the system
- Connecting another company's software to it
- Changing a rule you already signed off and we already built
- Moving large amounts of old records across
- Bringing back something we agreed to leave until later
This section covers day to day working only. The formal detail, payment terms, who owns the software, liability, confidentiality and how either side can end the work, sits in the General Services Agreement you sign alongside this proposal. If anything here and the agreement ever disagree, the agreement wins.
Six to eight weeks, live before the October opening.
Six to eight weeks is our estimate. It assumes quick decisions, feedback in one go, access to the KinderSoft data and time with your managers, and no change to the agreed feature list. Some work runs side by side.
How the switch on actually happens
The KinderSoft export and your new nursery set-up details are checked for gaps and duplicates first. You see what we found and agree how to handle it.
The whole switch on is rehearsed on a test copy, so the real one is something we have already done once rather than something we are trying for the first time.
A session for you, one for the nursery managers and one for whoever handles admin and fees, plus short recorded walkthroughs they can rewatch.
We show you a short checklist of what has to be true. You say go, and only then does it become the system your team uses.
For the first two weeks KinderSoft stays available and the previous data is kept intact, so if something serious surfaces you carry on as normal while we fix it. No day is lost.
How you know it is finished
Done is not us saying so. All of the following has to be true, and you sign it off.
- Every feature on the signed off list works, and you have seen each one working
- Your managers have used it on real information from your nursery, not sample data
- The occupancy, enquiry and income figures match what you calculate by hand
- Every AI suggestion shows the numbers it came from
- It works on the phones and tablets your team actually uses
- Logins and permissions tested for each role, so nobody sees what they should not
- A restore from backup has been carried out successfully
- The written guide and recorded walkthroughs are handed over
What we need from you to hit that date.
Assumptions & Client ResponsibilitiesThe timeline assumes the things below. If any of them slip, the date moves, and we will tell you as soon as we see it.
Rooms, how many places in each, your fee structure, and the staff who will be working there, so we can set it up before opening.
A few lines per person for the staff, HR and learning journal work: as a key worker I want to do this, as a manager I want to do that. Broken down by role, so nothing gets missed and we have something to test against at the end.
A handful of screens with any personal or confidential information removed. Not to copy the design, but so EarlySphere keeps the patterns your team already knows and does not feel alien on day one.
A read-only export from your two existing nurseries covering places, bookings, enquiries, staff and fees, so all three sites can be compared in one view while both systems are live.
Your occupancy and income targets, the ratios you must keep, holiday allowances and absence types, and how quickly an enquiry should be chased.
One named person who can say yes to the feature list, the designs and the rules at each review point.
Some time with you, the nursery managers, a key worker or two and whoever handles admin and fees, so the CRM matches how your nurseries really run.
One agreed set of comments per review point rather than changes trickling in over days.
Privacy notices, how long records are kept, and any wording you want shown to staff inside the system.
Three months of support included, then your choice.
Warranty & Ongoing CareFor the first three months we fix anything that is not working as agreed, at no cost. New features or changes are quoted separately. After three months you can carry on with a monthly plan or stop.
Faults we can reproduce in what we built: bugs, crashes, slowness caused by our code, deployment problems, and reasonable support on the features delivered.
- New features or new areas of the system
- New requirements that appear after sign-off
- Major design or layout changes
- Outages or changes at a third-party provider
- Rule changes brought in by regulators after launch
- Large data migration work
Care options after month three
The included post-launch warranty period, giving the nursery team confidence during early live use.
- Reproducible defect resolution within delivered scope
- Bug, stability and performance fixes
- Security corrections to delivered code
- Reasonable deployment support
- Early-life platform monitoring
- Support investigating issues in normal use
- New features or modules
- New integrations
- Material workflow changes
- Major UX redesign
- Major data-migration work
Keeps the live platform stable, secure and properly maintained after the warranty period.
- Ongoing bug fixing
- Security patches
- Dependency and package maintenance
- Infrastructure, error and performance monitoring
- Backup oversight
- Deployment support and platform health oversight
- New features or modules
- Major product changes
- New third-party integrations
- Major UX/UI redesign
- Architecture changes
Ongoing access to a technical partner who already knows the product, architecture, data strategy and SaaS ambition.
- Product changes and small enhancements
- Dashboard and reporting improvements
- AI recommendation improvements
- Technical planning and architecture review
- Integration support and data-flow improvements
- Roadmap input as the product moves towards SaaS
- Major new features
- New product environments
- Significant architectural change
- Large new workflows
- Substantial data migration
The ten things most likely to cause a problem, and what we do about each one.
| Risk | Likely | What it would mean | What we do about it | Owner |
|---|---|---|---|---|
| The October opening date moves | Medium | The system is ready before the nursery is, so the pilot starts later and the first real numbers arrive later. | The build is not tied to the opening. If the date moves we hold the system in a ready state, at no extra cost, and use the extra time for training and dry runs. | Shared |
| The KinderSoft export is messy or incomplete | High | The group view across all three nurseries would show numbers you do not trust, which kills confidence fast. | We check the export in week one, before we build anything on top of it. Anything missing gets flagged to you straight away with two options: fill the gap, or leave that figure out of the group view rather than guess it. | Keza Studio |
| Your team does not use it | Medium | The best system in the world is worthless if enquiries still get chased from a notebook. Adoption is the single biggest risk on this list. | Managers see the real thing every two weeks during the build and tell us what does not match how they work. Training is included. After launch we can see who is using what, so drop off gets spotted in the first fortnight, not the first quarter. | Shared |
| An AI suggestion is wrong | Medium | A manager acts on a bad prompt and wastes time, or stops trusting the suggestions altogether. | Every suggestion shows the numbers behind it, so it can be checked in seconds. Nothing happens automatically. A person accepts or dismisses each one, and the outcome is recorded, so weak suggestions become visible and get tuned. | Keza Studio |
| The numbers are only as good as what gets typed in | High | If enquiries or attendance are logged inconsistently, occupancy and conversion figures mislead you. | Required fields where a figure depends on them, sensible defaults, and a data quality panel that shows what is missing rather than quietly averaging around it. | Shared |
| The scope grows during the build | Medium | The classic way a fixed price project becomes a late project. | The feature list is signed off once. Anything new is written down with a price and a date impact, and you decide: now, after launch, or not at all. Nothing gets built or invoiced without your yes. | Keza Studio |
| A key person becomes unavailable | Low | A small team means one absence can stall progress. | Two people know every part of this build, decisions are written down as we go, and the code and accounts are in your name from week one. Nothing lives in one person's head. | Keza Studio |
| Decisions take longer than the timeline allows | Medium | Four sign-off points sit on the critical path. A week of silence at any of them pushes the launch by a week. | You get everything a couple of days before each review, one named person signs off, and we carry on with unrelated work while we wait. If a date is at risk you hear it in that week's call. | Abiola |
| Hosting or AI costs change | Low | The monthly running cost rises above the figures quoted in this proposal. | Both are on your own accounts so you see the bills directly. Usage is capped and monitored, and AI calls are designed to be cheap. At pilot size the total is under £100 a month, and a doubling would still be under £200. | Shared |
| You decide to stop working with us | Low | The usual fear with a small supplier: being stranded with software nobody else can pick up. | You own the code and the accounts. We hand over documentation and recorded walkthroughs as part of the price, and give thirty days of help moving to whoever takes over. No lock in, no leverage held back. | Keza Studio |
The system is ready before the nursery is, so the pilot starts later and the first real numbers arrive later.
The group view across all three nurseries would show numbers you do not trust, which kills confidence fast.
The best system in the world is worthless if enquiries still get chased from a notebook. Adoption is the single biggest risk on this list.
A manager acts on a bad prompt and wastes time, or stops trusting the suggestions altogether.
If enquiries or attendance are logged inconsistently, occupancy and conversion figures mislead you.
The classic way a fixed price project becomes a late project.
A small team means one absence can stall progress.
Four sign-off points sit on the critical path. A week of silence at any of them pushes the launch by a week.
The monthly running cost rises above the figures quoted in this proposal.
The usual fear with a small supplier: being stranded with software nobody else can pick up.
What happens on a normal Tuesday, and on a bad one.
We aim for 99.9 percent availability, which is roughly forty minutes of downtime a month at worst. Planned work happens in the evening or at weekends and you are told beforehand.
We are alerted automatically the moment it stops responding, not when a manager phones you. During the three months after launch we start on anything urgent the same working day.
Weekdays, 9am to 6pm UK time, by email or WhatsApp. Anything that stops the nursery working is treated as urgent whenever it lands.
Automatic daily backups kept for thirty days, and we can restore to any point in the last week. We test a restore before launch rather than assuming it works.
If the AI provider is down, the CRM keeps working: you lose the suggestions, not the system. Nothing your team does day to day depends on the AI being available.
Managers and room leads mostly use a phone, so every screen they need works on one. No separate app to install.
Built to recognised accessibility standards: readable text sizes, proper colour contrast, and everything reachable by keyboard for anyone who does not use a mouse.
One click exports children, enquiries, staff and fee records to a spreadsheet. Your information is never held hostage inside the system.
What you save, and what you own at the end of it.
Put your own figures in
Drag any slider. The result on the right updates as you go.
Two open now, plus the new site in October.
The number of children each site is registered for.
Roughly what percentage of those places are filled today.
Your typical full-time weekly fee.
Time you and your managers spend gathering numbers by hand.
Two savings, added up
You have around 32 empty places today. Filling just 3 in every 100 registered places, at £290 a week for 51 weeks, is worth this much a year.
Half of the 12 hours a week currently spent pulling numbers together, valued at £28 an hour.
EarlySphere costs £7,000 once. At these figures it pays for itself in 0.9 months, then keeps saving every year after that.
These are deliberately cautious figures, not a forecast. They assume no fee increase, no extra sites beyond the ones above, and only a small occupancy improvement. We will run the same sums against your real KinderSoft data in week one.
Renting Famly versus owning EarlySphere
Famly is not in use at the nurseries. It is the sensible off-the-shelf alternative, so it is worth being straight about the trade-off. Renting is quicker to start. Owning costs less over time, fits how your nurseries actually work, and leaves you with something you could sell on.
Famly figures are indicative, based on published list pricing of roughly £60 per nursery per month plus around £3.50 per child per month, applied to the 148 children in your sliders above. Treat them as the shape of the choice rather than a quote. EarlySphere assumes £7,000 to build, three months of support included, then the optional £199 a month care plan.
Two ways to pay for the same fixed scope.
Paid in full before we start. This is the lower price and it means the team is committed to your build straight away.
- Before we start£7,000
Half at the start, half when development is finished and before it goes live. Same build, spread across two payments.
- When we start£3,932
- When development is finished, before it goes live£3,932
- Both options build exactly the same thing. The only difference is when you pay.
- Included: the design work, the Nursery CRM, the Admin Console, secure logins and permissions, support for all your nurseries, and the AI features described in this proposal.
- Included: moving your KinderSoft data across, all testing, going live, a walkthrough for you and your managers, launch support and three months of fixes.
- Not included: hosting and AI usage, which are billed at cost. We will tell you what to expect before you commit, and it is a small monthly figure.
- Anything outside the agreed feature list, including moving years of KinderSoft history, is quoted and agreed in writing first.
These are paid to the companies that host and power the software, on your own accounts, so you are never paying us a markup. At pilot size they come to well under £100 a month in total.
- Hosting and database
Roughly £20 to £60 a month while the first nursery is using it, paid to the hosting provider on your own account.
- AI usage
Charged by the AI provider on what you use. Expect a few pounds a month at pilot size.
- Email and file storage
Small monthly costs for sending reminders and storing Ofsted evidence, usually under £20.
- Domain name
Around £15 a year for the web address your team signs in at.
The build, plus twelve months of running it. Nothing hidden underneath.
From year two, with no monthly plan, you are paying only the running costs of around £1,050 a year. Famly for three nurseries would be several thousand a year, every year, and you would own none of it.
Who builds it, what we have already shipped, and who you can call to check.
Not just screens. We map what each person does, what they see, and what happens next.
The value comes from understanding nursery numbers properly, not bolting a chatbot onto a database.
Owners, managers, staff, admin, finance and referrers, each with their own view and their own permissions.
Modern tooling with human review, proper testing, security and one accountable team.
A focused first version, with anything extra agreed in writing before it is built.
Built to be proven in your nurseries, then grown into a product you can sell to others.
Retail and travel retail staff across many locations needed to learn a large product range properly, and the teams above them needed to see who actually knew it.
We built the whole thing: the staff facing app with product training, quizzes and rewards, and the reporting side the internal teams used to see participation and scores by location.
98 percent of staff taking part, product knowledge scores up 45 percent, and a measurable lift in recommended product sales.
Employees needed structured training with their own progress tracked, and the teams running it needed real figures rather than guesswork.
We built the full platform: courses, assessments, personal progress, and dashboards for the internal teams, joined up with their existing HR systems.
Supporting more than 100,000 learners with a 90 percent completion rate, and reporting the business runs on.
Argos needed a specific feature added to an already live platform serving millions of customers, without disrupting anything around it.
We were brought in as contractors for that piece of work, building it inside their existing platform alongside their own teams and to their standards.
Shipped into a platform used by millions of customers, holding a 4.7 store rating, with 40 percent of online sales coming through the app.
Your main point of contact. Runs the weekly call, holds the scope, and writes down every decision so nothing depends on memory.
Owns how the CRM is put together: the data, who can see what, and the reliability of the figures. Reviews all work before it ships to you.
The screens and journeys for owner, manager, admin and room lead, put in front of your team before anything is built.
Keeps the eight weeks on track, chases anything waiting on either side, and makes sure you always know what is happening this week.
Builds the enquiry and occupancy side, the KinderSoft export, and the checks that occupancy and income figures match your own numbers.
Sets up the AI assistant so it explains your real figures and suggests actions, and never invents a number or acts on its own.
Both directors know every part of this build, and every decision is written down as we go. If someone is unavailable, work continues rather than stopping. We tell you before any change to the people on your project, not after.
You are clicking around the real thing within the first couple of weeks, not looking at pictures of it. That is how problems get found while they are still cheap to fix.
The feature list is agreed and prioritised together, so the things your managers need most get built first and nothing lands as a surprise.
We use modern AI tooling on top of an experienced team. That is where the speed comes from, and why the price is what it is. Every line still gets reviewed by a person.
A short call every week, your managers involved every fortnight, and honest answers when something is going slower than planned.
They challenged what we asked for instead of just building it, and the product was better for it.
Fast, direct, and they told us when something was a bad idea. That is rarer than it should be.
We had a working product in front of real users far sooner than we expected.
Two of these founders have agreed to speak to you directly before you sign anything. Ask and we will make the introduction.
The things a supplier usually leaves you to find out later.
The people named in this proposal. No agency middle layer, and no handing your build to a third party we have not told you about. If we ever bring in a specialist for one task, we tell you who and why before they start.
The team works in the UK. Your data is hosted in UK or EU data centres and never leaves them for storage. Nothing about children or families is sent anywhere outside that.
We bring existing toolkits for logins, permissions and reporting. That is why this costs £7,000 rather than £40,000. Those toolkits stay ours, and you get a licence to use them for as long as you use EarlySphere. Everything built specifically for you is yours outright.
Standard, widely used, free components with permissive licences. No licence fees now or later, and nothing that restricts you from selling EarlySphere to other nursery groups.
Hosting and AI usage are billed by the provider on what you use, on your own accounts, with no markup from us. At pilot size that is under £100 a month in total, and you see every bill.
No parent app, no learning journals, no automated invoicing or card payments, and no advanced staff rota optimisation. These are deliberately left out so the first version lands on time. Each is priced separately if you want it later.
The questions that come up in the room
EarlySphere gives your team one place to run a nursery from.
The first version is ready for your new nursery opening in October 2026. Your team gets the day to day basics done properly, key workers get somewhere to record observations, holiday and absence stop living in text messages, and each role gets its own first screen. Your two existing nurseries stay on KinderSoft while the pilot proves itself, then move across. You own the software at the end of it, so you can shape it, roll it out to every site, or license it to other nursery groups later.
What you can do the day it goes live
Once the final payment clears, the software and its code are yours. The only exception is the reusable toolkits Keza Studio brings to every project, which stay ours but are licensed to you for as long as you use EarlySphere.
We hand over the code, the accounts, the passwords and a short written guide to how it all fits together, plus recorded walk throughs for your team. Nothing is held back as leverage.
You keep the software, the data and the hosting accounts. We give you thirty days of help moving to whoever takes over, and your data can be exported at any time.
What each side is picking up
- User stories for the staff, HR and learning journal areas, split by role
- A few KinderSoft screenshots with personal information removed
- Anything else you want in the pilot, however roughly written
- Confirm the payment option and sign the development agreement
- Answer the short branding questionnaire
- This updated scope, with the CRM and nursery management made explicit
- The learning journal and expanded staff HR requirements written up
- KinderSoft wording corrected to migration rather than running both forever
- A short branding questionnaire to start the EarlySphere identity
- The final feature list to sign off at kickoff
One thing worth doing early: giving EarlySphere a proper identity. A logo direction, typefaces, a colour system and a few example screens. It costs nothing to discuss and it makes a difference when you put EarlySphere in front of your own team or a funder, because it stops looking like a project and starts looking like a product. It is a small separate piece of work rather than something quietly folded into the build price, and we would quote it once you have seen the questionnaire.