Capabilities
Everything your centre runs on, in one place.
Clayox isn't a collection of bolted-on tools. It's one platform with deeply integrated surfaces. Every record is created once and used everywhere, from the first enquiry to the receipt PDF.
Admissions
Replace paper forms and PDF email threads with a magic-link onboarding flow and configurable admission form builder, ready for one-click approval.
- Admin sends a one-shot magic-link invite to the parent's email
- Configurable per-program form templates with custom fields
- Parents complete child, guardian, sibling, and document upload steps at their own pace
- Optional staff fill-on-behalf with a transparent audit field
- Approval materializes Parent, Student, Guardians, Documents, and first invoices in one transaction
Leads pipeline
Capture enquiries from your website, review optional AI chat conversations, and convert qualified families into admissions, without a separate CRM.
- Admin lead board with status tracking
- Embeddable enquiry forms and hosted register page
- Optional 24/7 AI website enquiry assistant for subscribers
- One-click lead → admission conversion with consent capture
- WhatsApp admission invite sharing from the lead board
Attendance
A tap-and-go classroom roster with QR scan check-in, leave requests, and a real-time picture of who is in for admins and parents.
- Daily check-in and check-out with one tap
- QR scan check-in via teacher FAB and parent QR cards
- Leave requests: parent submits, staff approves, attendance auto-marked absent
- Absent and late-pickup flags tracked separately
- One-click CSV export and attendance reports
Activity feed
The parent-facing experience that turns every drop-off into trust: a private, real-time window into the child's day, with likes and family-only comments.
- Teachers log meals, naps, learning, mood, and milestones in seconds
- Photo attachments delivered through private object storage
- Parents like updates (counts only for other families) and comment in a private per-child family thread
- In-app notifications when staff or parents reply on a thread
- Write with AI drafts an update from a short note, photos (up to 4), or both; staff review and post
- Staff publish progress summaries parents see on the child profile
- Per-child feed scoped to authorized parents only
Write with AI
Staff draft activity updates from a short note or photos, and progress summaries from their observations. Prefill only: teachers still review and post.
- Draft an activity from a note, photos (up to 4), or both
- Draft a progress summary from the teacher's observations, then publish
- Also drafts staff notes, direct messages, and broadcasts
- Never auto-posts; parents do not see Write with AI
- Included with Clayox, the same way AI translation is
Messaging
Stop chasing parents on three different channels. Conversations live in the same system that runs the centre, with realtime updates when configured.
- 1:1 conversations between parents, teachers, and admins
- Admin broadcasts for closures, events, and reminders
- Write with AI drafts DMs and broadcasts for staff; they still send
- Realtime inbox updates via Ably when configured
- Email notifications on new messages when configured
- Read and unread state surfaced in-app
AI translation
Help multilingual families read every update, tap Translate on messages, broadcasts, and activity feed in 100+ languages. Included at no extra cost.
- On-demand Translate on messages, broadcasts, and activity updates
- 100+ languages — 20 popular languages listed first, including Arabic, Hindi, Urdu, Malayalam, Tamil, German, Spanish, and more
- Search 100+ languages in the app — 20 popular choices listed first for faster access.
- Preferred translation language on parent and staff profiles
- Included, unlimited for normal centre use
- Server-side AI, secure processing, no keys in the browser
Billing
An invoice-first workflow built around how centres actually bill, configurable currency, timezone, and tax, audit-logged, and immutable after issue.
- Reusable fee plans with MONTHLY, WEEKLY, ONE_TIME, and PER_HOUR cadences
- Batch billing runs with Draft → Pending → Paid lifecycle
- Parent payment proof submissions with admin approve/reject workflow
- Manual payments with parent statement, unapplied credit, and credit notes (CN-YYYY-####)
- Tax rate frozen on each invoice at issue time, with a per-line taxable flag
Student lifecycle
Manage the full student journey, withdrawal with retention policies, archives, re-enrollment for returning families, and program promotion.
- Soft withdrawal with optional prorated refund credit note
- Archives view for withdrawn students with retention badges
- Re-enrollment with selective one-off fee handling
- Program promotion moves active students to the next program and classroom
Student ID cards
Design branded ID cards once, then print one student or a whole classroom. Front and back layouts, attendance QR, and duplex-ready PDFs for office printers or PVC card printers.
- Visual template designer with text, photo, QR, shapes, and stacked field rows
- Front-only or front-and-back CR80 cards (portrait or landscape)
- Recommended marketplace templates you fork and brand for your centre
- One-click PDF from any student profile using your centre default design
- Bulk generation: A4 duplex sheets or card-printer pages (one side per page)
PWA & mobile-ready portals
Responsive Parent, Teacher, and Admin web portals with PWA add-to-homescreen, built for phones and tablets today. Native mobile apps are on the roadmap.
- PWA install prompts on admin, teacher, and parent portals
- Mobile-responsive UI for classroom check-in, feed, and messaging
- REST API designed for future native Parent and Teacher apps
- In-app Help Center guides for admins, teachers, and parents
Embeddable enquiry forms
Capture leads from your existing centre website without sending families to a new domain, with GDPR-style consent capture.
- Drop the enquiry form into any marketing site via API or native HTML
- Hosted register page alternative at /register on your deployment
- Leads land directly in your admin lead board with consent proof
- Anti-spam protection and rate limiting on the public endpoint
- Convert a lead into an admission with a single click
By category
Complete early childhood operations
All capabilities below are implemented in the Clayox platform.
Growth & Lead Management
Capture enquiries and convert families into enrolled students.
- Leads pipeline with status tracking
- Embeddable enquiry forms and hosted register page
- Optional 24/7 AI website enquiry assistant
- Conversational contact capture and chat inquiry review
Admissions & Enrollment
Magic-link onboarding from first invite to approved enrollment.
- Configurable admission form builder
- Staff fill-on-behalf with audit trail
- Approve, reject, and request changes workflow
- Document uploads during onboarding
Student Management
Complete student records through enrollment, care, and lifecycle.
- Profiles, photos, documents, and classroom placement
- ID card designer with marketplace templates you customize
- Single-student and bulk ID card PDFs (A4 duplex or card printer)
- Withdrawal, archives, re-enrollment, and program promotion
People Management
Parents, guardians, and staff with role-based access.
- Parent portal invites and management
- Staff management and classroom assignment
- 8-role RBAC with granular permissions
Classrooms & Programs
Catalog structure that drives enrollment and billing.
- Classroom capacity and teacher assignment
- Program catalog with pricing options
- Fee plans and enrollment billing contracts
Attendance & Leave
Know who is in, who is out, and who is on approved leave.
- Check-in and check-out board
- QR scan check-in for teachers and parents
- Leave requests with auto-absent marking
- Attendance reports and CSV export
Daily Care & Activities
The parent-facing window into each child's day.
- Activity feed: meals, naps, learning, mood, milestones
- Likes and private per-child family comments, with in-app reply notifications
- Write with AI drafts from a note or photos; staff review and post
- Progress summaries parents see after staff publish
Communication
Keep families and staff connected in one system.
- 1:1 messaging between parents, teachers, and admins
- Broadcasts and announcements with audience targeting
- Write with AI drafts for staff DMs and broadcasts
- AI translation included | 100+ languages, 20 popular listed first; search for the rest
Billing & Finance
Invoice-first billing with configurable currency, timezone, and tax.
- Billing runs and fee plans with multiple cadences
- Credit notes and parent account statements
- Parent payment proof submissions
- Invoice and receipt PDFs with dunning reminders
Portals & Apps
Tailored experiences for every role on web and mobile.
- Admin, Teacher, and Parent web portals
- Responsive web portals with PWA install
- PWA install prompts and in-app Help Center
Platform & Security
Enterprise-grade isolation without enterprise complexity.
- Dedicated per-client deployment
- Configurable currency, timezone, and VAT
- Magic-link authentication and audit trails
- OpenAPI-documented REST API
And quietly underneath
The plumbing that keeps everything honest.
The features above all sit on the same trusted foundation.
Dedicated deployment per centre
Your own database, object storage, CDN, and email identity.
Role-based access (8 roles)
From super-admin to parent, enforced at middleware and on every API.
Audit-logged invoice events
Issue, payment, credit note, void. Every change is timestamped.
Configurable currency, timezone, VAT
Per-deployment settings for centres worldwide.
Transactional email built in
Invites, message notifications, dunning, via your sender identity.
PWA & mobile-ready portals
Add admin, teacher, and parent portals to your home screen; native apps on the roadmap.
REST API for integrations
OpenAPI-documented API shared by web portals today and future mobile clients.
Ready when you are
See it on your own data.
Walk through a tailored demo with your fee plan, classroom roster, and billing cadence.