Frequently Asked Questions

Find answers to common questions about using KidzMaps

All Questions

Is KidzMaps free to use for parents?

Yes! There are no membership fees or subscription costs for parents. You can search, browse, save favorites, join waitlists, and message providers at no cost. When you book an activity, a service fee is added at checkout — 5% of the order total including any sales tax, plus 50¢ for each payment. It covers running the platform: listings and search, booking and payment handling, your booking record, and support. It is the same rate whatever payment method you use, and it is always shown as its own line in the price summary before you pay, so there are never any hidden charges.

How do I know if an activity is right for my child?

Each activity listing includes detailed information about age ranges, skill levels, session schedules, what to expect, what to bring, and drop-off/pick-up instructions. You can view photo galleries, read reviews from other parents, check the provider's verified profile, and message the provider directly with specific questions before booking.

Can I book activities for multiple children at once?

Absolutely! When booking, you can select multiple children from your profile. The system automatically checks age requirements for each child, calculates the total cost including any sibling or multi-child discounts, and applies applicable taxes. Each child gets their own booking item so you can manage them individually.

What if my child has special needs or dietary restrictions?

You can add special requirements, allergies, and notes to each child's profile in Dashboard > Children. This information is automatically shared with the provider when you book. Many providers also have custom registration forms where you can provide additional details. We recommend messaging the provider directly to discuss specific accommodations.

How do I add my children to my account?

Go to Dashboard > Children tab and click "Add Child." Enter their name, date of birth, interests, and any important notes like allergies or medical conditions. You can add unlimited children. Note: per COPPA (Children's Online Privacy Protection Act) compliance, KidzMaps does not collect or store photos of children — there is no profile picture upload for child profiles. This information is used to check age eligibility and is shared with providers when you book.

Can I save activities I'm interested in?

Yes! Click the heart icon on any activity to add it to your Favorites. You can view all your saved activities in Dashboard > Favorites. This makes it easy to compare options and quickly book when you're ready.

How do notifications work?

KidzMaps has a built-in Notification Center (the bell icon in the navbar) that keeps you informed about booking confirmations, provider responses, waitlist updates, schedule changes, reminders, and more. You can also configure your email notification preferences in Dashboard > Settings > Email Preferences.

Why did I get an email about a class I looked at, and how do I stop them?

If you opened a listing while signed in, saved it, asked to be notified, started a guest checkout with your email, or used a listing's "Email me the details" card and confirmed your address, KidzMaps may send you one "Still deciding?" email about that class — the day, time, dates, ages, price and a Book button, plus a way to ask the provider a question. It is one email per listing, never more than one email a week from these follow-ups, and none at all once you've booked, joined the waitlist, or the class is no longer taking bookings. Every one has an unsubscribe link at the bottom (and works with your mail app's one-click unsubscribe); you can also turn off "Special offers & promotions" under Dashboard > Settings > Email Preferences.

Can I message providers before booking?

Yes! Every activity listing has a "Contact Provider" option once the provider has joined KidzMaps. You can also access all conversations in Dashboard > Messages. The messaging system supports real-time communication with read receipts (Sent / Seen indicators) so you can ask questions, discuss accommodations, or get more details before committing.

How does the booking process work?

Browse activities, select the sessions or weeks you want, choose which children to enroll, and review the pricing breakdown (including taxes, service fees, and any discounts). Complete payment via Stripe and your booking request is sent to the provider. You can track the status in Dashboard > My Bookings — it will show as "Awaiting Provider" until the provider confirms.

How do cancellations and refunds work?

Each provider sets their own cancellation policy. Camps and one-off programs use the Flexible, Moderate, Strict, No refunds or Custom presets; ongoing classes use the recurring presets (Cancel Anytime, Month-to-Month, 10-Day Notice, Generous, Balanced, Strict, No Refunds or Custom). The policy and refund tiers are clearly shown before you book and in the cancellation dialog, and the version captured at checkout is the one that governs your booking. To cancel, go to Dashboard > My Bookings and click "Cancel." The system calculates your refund from that policy, including any cancellation fees and how many days before the session start date you're cancelling. Pending bookings (not yet confirmed by the provider) normally receive a 100% refund of everything paid, including the service fee — but a provider can turn this rule off, and if they have, their policy will say "Pending bookings are non-refundable," so check the policy before you book. If a provider cancels or a session is not delivered, contact KidzMaps support for help with the refund or make-up options for the affected booking.

Can I change the dates of my booking (schedule change request)?

Yes! If the provider has enabled schedule changes, you can request to move your booked sessions or weeks to different available dates. Go to your booking and click "Request Schedule Change." You can only move to sessions at the same price tier. The provider may charge a change fee and may set a deadline for how many days before the session you can request a change. Some providers enable auto-approve so your change is instant.

What happens if an activity is full?

You can join the waitlist! Click "Join Waitlist / Get Notified" on the activity page. Select the specific sessions or weeks you're interested in, and you'll be automatically notified when a spot opens up. You can manage and edit your waitlist entries from Dashboard > Waitlist. Providers can also view and manage their waitlists.

How do I know my booking is confirmed?

After booking, your status shows as "Awaiting Provider." Once the provider reviews and accepts your booking, the status changes to "Confirmed" and you receive a notification. You can always check your booking status in Dashboard > My Bookings. Some bookings may also have required forms to fill out.

What are registration forms and waivers?

Every booking on KidzMaps requires the parent to review and accept our standard Activity Assumption of Risk and Liability Waiver — it's shown during checkout and the booking can't be completed until you accept it. On top of that, providers can attach their own registration forms (emergency contacts, medical info, dietary needs, or their own waiver). Some forms you fill in and sign right on KidzMaps. Others are a link to the provider's own website or a PDF you download — for those, you don't sign anything on KidzMaps: you open the link or download the file, complete it however the provider asks, then click "Mark as done." The form counts as finished once the provider confirms on their side that they received it (or waived it).

Can I view my booking invoices?

Yes! Each booking has a detailed invoice showing the itemized breakdown — sessions, add-ons, taxes, service fees, discounts applied, and store credits used. You can view invoices from Dashboard > My Bookings by clicking on any booking. Providers can also generate and send invoices.

How do add-ons work?

Some activities offer optional add-ons like lunch packages, photo packages, extended care, transportation, or t-shirts. These are shown during the booking process and you can select the ones you want. Add-on pricing is clearly displayed and included in your total. Add-ons can be per-session, per-week, or one-time.

What is a trial class and how does it work?

A trial class lets your child try an activity before committing to a full program or class pass. Providers can offer trial classes at a discounted rate. Trial classes are limited to one per child per activity — once your child has used their trial, they can continue with a drop-in class, class pass, or full program enrollment. You'll see the "Trial Class" option on the activity page under "Other Ways to Join" if the provider has it enabled.

My child will miss a class — can we make it up?

If the provider allows make-ups, yes — tell them before the class. In Dashboard > Recurring Classes, open the program and tap "Report absence": pick the child and the class date they'll miss. As long as you're inside the provider's notice (for example "24 hours ahead") and their limit (say, two make-ups a term) — the rules that were on the listing when you booked — you get a make-up credit right away. Then "Book make-up" on the credit lets you pick any open date of the same class — just book it by the credit's last day (the provider's scheduling deadline). The provider reviews the request and approves or declines it — you're notified either way, and if it's declined the credit comes back to you. Where the provider asks for notice, a class you simply don't show up for earns no credit; and a missed class is never refunded.

The provider cancelled one of our classes — what happens?

You're owed the money for that class, whatever the provider offers. If the listing allows make-ups and has an open seat in the next 60 days, you get to choose: your refund for the class is held while you decide, and your Recurring Classes page (the email links to it) shows two buttons — "Refund me" sends the refund to your card right away (banks post it in 5–10 business days), and "Book a free make-up" lets you pick any open date within 60 days of the cancelled class, with no fee and without using up your make-ups. If nothing has been settled once those 60 days are up — you didn't choose, or the provider never answered your make-up request — the refund is sent automatically the next morning. Where there's no make-up to offer — or for a drop-in or trial booking — the class is refunded immediately (a class pass gets its credit back).

What are drop-in classes and class passes?

Drop-in classes let you attend individual sessions without committing to a full program — great for flexible scheduling. Class passes offer a bundle of classes at a discounted per-class rate (e.g., a 12-class pass). For both, you pick specific dates from the activity's schedule. While your booking is still pending (awaiting provider confirmation), you can easily change your selected dates using the "Change Date" button on each session.

What payment methods do you accept?

We accept all major credit and debit cards (Visa, Mastercard, American Express, Discover), and you can also pay straight from your bank account (ACH) — bank account and card are the two main choices you'll see at checkout. Payments are handled by Stripe, a payment company trusted by millions of businesses. Apple Pay and Google Pay may also be available depending on your device and browser, and we support buy-now-pay-later options like Afterpay and Klarna, allowing you to split your payment into installments.

Is my payment information secure?

Yes. All payments are handled by Stripe, which meets the strictest security standard in the payments industry (PCI DSS Level 1). Your card number is never stored on KidzMaps — Stripe keeps it — and everything sent between your device and our site travels over a protected connection.

How does pricing and tax calculation work?

Activity prices are set by providers. Where required by state law, sales tax is automatically applied based on the activity's location. You'll see a complete pricing breakdown before checkout — subtotal, tax, service fee, and any discounts or credits applied. The service fee is 5% of the order total including any sales tax, plus 50¢ for each payment: a $200 activity with $14 of tax makes a $214 order total, so the fee is $11.20 and you pay $225.20. On a payment plan each payment carries its own 5% and 50¢. It's the same rate whatever payment method you use — it is not a card surcharge — and it's always itemised before you pay. The pricing is locked at booking time so you're never surprised by price changes.

What are store credits and how do I use them?

Store credit is issued in place of a cash refund — but only if you choose it. You are never made to take credit instead of money: where a refund is due, the choice is yours and the cash amount is shown alongside the credit option. Credit is provider-specific — it's held against the provider it came from and applied automatically at checkout with that provider. It never expires and carries no fees. If that provider leaves KidzMaps, or you can no longer reasonably use the credit with them, we refund the balance on request. You can view your credit balances in Dashboard > Store Credits.

How long do refunds take to process?

Cash refunds are processed immediately on our end. It typically takes 5-10 business days for the credit to appear in your bank account, depending on your card issuer. Store credit refunds are applied instantly to your account balance. If you paid partly with a gift card or store credit, the refund is split back across the sources you actually used — the card portion to your card, the gift-card portion back onto the gift card, the credit portion back to credit with the same provider. Nothing is forfeited because of how you paid. That splitting applies to whatever refund your policy gives you; it doesn't create one, so on a No Refunds policy there is nothing to apportion.

What discounts are available?

Providers can offer several types of discounts: early bird pricing (book before a certain date), sibling/multi-child discounts, multi-session discounts, full program discounts, and custom promotional discounts. Available discounts are automatically shown on the activity page and applied during checkout.

When is my card charged?

It depends on the booking type. For instant-booking activities, your card is charged immediately when you complete the booking. For request-based activities (where the provider must accept your booking), your card is only charged once the provider approves your request — you won't be charged if the request is declined or expires. In both cases, the full amount (including taxes and service fee, minus any discounts or store credits) is processed at the time of charge, and you'll receive a confirmation with the total amount.

How do I get a receipt for my FSA or Dependent Care reimbursement?

Every paid booking generates an IRS-compliant tax receipt automatically. Go to Dashboard → Tax Receipts to see all your paid bookings grouped by tax year. Each booking has a "PDF" button that downloads a single-booking receipt with provider name, federal Tax ID (EIN), dates of care, child name, and the amount paid. Each year also has a "Year-End Summary" PDF that combines all bookings into one document for your tax filing. The receipt is created right on your own device — the details never travel anywhere else to make it.

My receipt shows "EIN not on file" — what do I do?

A provider hasn't added their Federal Tax ID yet. The receipt still works for most FSAs — it just tells you to request the EIN via IRS Form W-10. Easier path: reach out to the provider directly and ask them to add it via Provider Settings → Federal Tax ID. Once they do, all future receipts (and re-downloads of old ones) will include it automatically.

How much does it cost to list activities on KidzMaps?

Listing on KidzMaps is free for providers. A small service fee is added to the parent's total at checkout — providers receive the full price they set, paid out to their bank via Stripe.

How do I get started as a provider?

Sign up and select "Provider" as your role. You'll go through our onboarding flow which guides you through setting up your business profile, connecting your Stripe account (which verifies your identity for payouts), and creating your first activity listing. Our setup wizard walks you through every step.

I want to claim a listing that KidzMaps imported. What happens?

Click "Claim this profile" on the listing and fill in your name, email, password, business name, and an optional proof-of-ownership document. After you submit, you'll get a bookmarkable status URL (also sent to your email) where you can check the review status any time — no login needed. We review claims within 1–2 business days. When approved, you get an email with a sign-in link, and ALL activities under that placeholder profile transfer to your account at once (you don't need to claim each one separately). Onboarding is fresh — you'll need to connect Stripe and finish profile setup before you can take bookings, but the listings stay published throughout.

My claim was rejected. Can I try again?

Yes. Submit a fresh claim from the listing page — it gets a new claim ID and goes back into the queue. Add stronger proof of ownership (business license, EIN letter, utility bill at the business address). If you think the rejection was a mistake, email support@kidzmaps.com with your claim status URL and we'll look into it.

How do I add my Federal Tax ID (EIN) so parents can get FSA receipts?

Go to Settings → Federal Tax ID (EIN) and enter your number. EIN format is XX-XXXXXXX; sole proprietors can use SSN. The field is encrypted and only appears on receipts the parent themselves downloads — never publicly. Once set, every receipt KidzMaps generates for your bookings includes it automatically, which means parents can submit reimbursement to their FSA / Dependent Care FSA / HSA without having to chase you via IRS Form W-10. Strongly recommended — it removes a friction point that costs you parent goodwill at tax time.

How is sales tax calculated on my activities?

KidzMaps sends the activity state and ZIP code, tuition and add-on tax categories to Stripe Tax. Calculation depends on the active registrations of the Stripe account used; payout onboarding and an EIN do not establish sales tax registration. Depending on the configured collection responsibility for the state, calculations use KidzMaps or your verified connected Stripe account. Complete any required setup under Payouts → Sales tax setup; adding a registration alone does not change who is responsible for collection. A zero-tax result can mean an exempt item or missing collection coverage. Review unexpected amounts with support and your accountant. Calculation is separate from reporting, filing and remittance. See /guide-taxes for current limitations.

What does the "Tax category" field on my activity do?

It maps the program to a Stripe product tax code; it does not establish a legal exemption. Review the suggestion against the actual service with your accountant. Educational Services is for academic classes at traditional private education establishments; other instruction may need Training. Sports lessons, sports open play, supervised day camp, recreation admission and parties have separate classifications. Older broad Sports and Recreational selections require review; choose the service families actually receive. Do not switch categories simply to change tax.

Can I set recurring sales-tax filing reminders?

Yes. Open Payouts → Sales tax setup → Filing reminders after adding an active registration for a supported provider-collection state. Turn on reminders, choose Monthly, Quarterly or Annually, enter the first month of your filing period and the due day assigned to you, choose the due month and timezone, then save. Choose an advance reminder 1, 3, 7 or 14 days before the deadline; you also receive a reminder on the deadline. Periods advance automatically until you turn reminders off. Existing one-time reminders remain one-time unless you change them. Emails send at 8 a.m. Eastern. These are reminders only: they do not file returns, pay tax, mark a return as filed or confirm an amount owed. See /guide-taxes#help-filing-reminders.

What if my filing deadline changes for a holiday or a shorter month?

Days 29–31 use the last day of a shorter month. Weekend and holiday adjustments are not automatic. In Filing reminders, expand Adjust this period’s deadline and enter the actual date for that period. Future periods keep your regular due day. Confirm deadlines with your state or accountant. Recurring reminders can cover zero-sales periods and continue until disabled; sending a reminder does not establish that a return or payment is due.

What is "Add-On Type (Tax Classification)" and why does each add-on need one?

Each separately charged add-on is classified independently of tuition. Choose the type that describes the actual item. Current mappings include prepared food, clothing/apparel, general tangible goods and general services. Gear that is not apparel, rentals, transportation, admissions and mixed bundles may need a more specific category; contact support before accepting bookings if a category does not fit. Other means general services, not guaranteed exemption. Bundling goods or food does not automatically make them exempt.

Do I need to mark my activities as tax-exempt or upload exemption forms?

A selected category or nonprofit badge does not establish an exemption. KidzMaps currently has no exemption-certificate upload or verification flow. Ask your accountant what registrations or exemption evidence are required, and contact support before relying on an exemption that needs special handling. A zero-tax checkout amount alone is not proof of exemption. KidzMaps does not currently file or remit sales tax for you; the legally responsible party must be confirmed under the applicable marketplace rules.

How do I get paid?

When a parent pays for your activity, the funds are routed to your connected Stripe account right away and held briefly. KidzMaps releases the payout to your bank once the booking's refund window has closed — so the timing follows your cancellation policy. For flexible policies that's around when the activity starts; for stricter policies it can be several days before it begins, so you're often paid sooner. You connect your bank during onboarding and can track earnings, upcoming payouts, and completed payouts in your Provider Dashboard.

What if a parent books multiple weeks in one transaction?

When a parent books several camp weeks at once, the payout is based on the earliest week in that booking. So if a parent books Weeks 3, 5, and 7 together, you're paid for the full booking once the refund window for Week 3 closes — you don't wait for each individual week.

How does weekly (pay-per-week) tuition pay out?

For pay-per-week programs, each week is billed on its own and that week's earnings release to you shortly after the week begins. KidzMaps keeps the small service fee the parent paid; you receive the full tuition for the week.

What happens to my payout if I cancel a class or an instructor doesn't show?

When the cancellation is on your side — you cancel a session or an instructor no-shows — the family gets its tuition back automatically, no matter the activity's policy, and the service fee comes back to them as well once the refund is recorded as your cancellation or a failure to deliver. That's why you select the reason when you cancel or issue the refund. Because the refund arose on your side, we recover both the tuition and the refunded service fee from you — by taking it out of your future payouts, or by sending you an invoice if there aren't any. Where the family simply cancelled, or the fault is ours, we don't recover the fee from you.

How long does it take for the payout to reach my bank account?

KidzMaps initiates the payout once the booking's refund window closes; after that your bank decides when the funds land, which is outside our control. Your Provider Dashboard shows the status of every payout and Stripe's own arrival estimate. Brand-new providers may have their first payouts held for a short initial period while the account builds a track record with Stripe — this is temporary and lifts automatically.

How do I create and manage activities?

From your Provider Dashboard, click "Create Activity." Our multi-step form guides you through all details: basic info, scheduling (sessions, camp weeks, recurring classes), pricing and discounts, add-ons, location with address verification, cancellation policy, photos, what to bring lists, and more. You can preview your listing before publishing and edit it anytime.

What scheduling options are available?

KidzMaps supports flexible scheduling: individual sessions, weekly camp sessions with date ranges, recurring classes, and multi-day programs. You can set different prices per session or offer weekly/full-program rates. The Camp Session Manager lets you define multiple weeks with specific dates, capacity limits per session, and time slots.

If I forget to charge an accepted booking, does the payment get missed?

No. On a request-to-book listing the parent's card is saved and verified at checkout — no money is held and nothing is charged. When you accept, the booking moves to "Ready to charge" — you normally click Charge to collect. If it sits there unpaid, KidzMaps sends you a reminder after about 3 hours, and if the booking is still uncharged about 24 hours after you accepted it, KidzMaps automatically charges the saved card so the payment isn't missed. This runs in the background (checked hourly). Auto-charge applies to one-time, pay-in-full bookings; installment and deposit payment plans collect on their own schedule and are not auto-charged, though they still get the reminder.

How do I manage bookings and capacity?

Your Provider Dashboard shows all incoming booking requests. You can accept, decline, or partially accept bookings. The Capacity Tracker shows real-time enrollment vs. available spots for each session. You also have a calendar view to see your schedule at a glance. Waitlist management is built in so you can fill spots when cancellations happen.

Can I set up custom cancellation and refund policies?

Yes! You can choose from the presets — Flexible, Moderate, Strict and No refunds for camps and one-off programs, or Cancel Anytime, Month-to-Month, 10-Day Notice, Generous, Balanced, Strict and No Refunds for ongoing classes — or build a Custom policy with our Refund Policy Builder. Custom policies support multiple tiers based on days before the activity start, specific deadline dates, different refund percentages per tier, cancellation fees (flat, percentage, per-week, or per-session), and offering store credit as an alternative to a cash refund — the family always chooses which they take. You can also decide whether pending (not-yet-accepted) bookings are fully refundable or not.

How do schedule change requests work for providers?

You can enable or disable schedule changes in your activity settings. When enabled, you can configure: how many days before a session parents can request changes, whether to charge a change fee (in dollars), and whether to auto-approve requests or review them manually. All requests appear in your dashboard for review. Changes are restricted to same-price-tier sessions with available capacity.

Can I create custom registration forms and waivers?

Yes! When creating or editing an activity, you can add registration forms in three ways: (1) Write Content — build a form directly in our editor, which parents fill in and sign on KidzMaps, (2) External Link — link to a form hosted on Google Forms, your website, etc., or (3) PDF Template — a link to a PDF that parents download. For external links and PDFs, parents don't sign anything on KidzMaps — they open or download it, then click "Mark as done." The form only counts as complete when you mark it Received (or Waived) in your dashboard, so you stay in control of what's actually been turned in. You can also check "Require parents to submit documents separately" if parents need to return signed forms, medical records, or permission slips via email or in person. A standard liability waiver is also included in the booking flow.

How do I communicate with parents?

The built-in Messaging Center lets you communicate directly with enrolled parents. You can respond to questions, send updates, and coordinate logistics. All messages are stored in the platform for easy reference. Parents can also reach out to you before booking.

What about taxes?

Where required by state law, sales tax is automatically calculated and added to the parent's total at checkout based on your activity's location and type — you can see the rate applied on each booking. KidzMaps does not file or remit sales tax on your behalf; you remain responsible for your own state and federal tax filings. To enable FSA-eligible tax receipts for parents, add your Federal Tax ID (EIN) under Dashboard > Settings.

Can I import my existing activities?

Yes! Our AI-powered activity builder can help extract activity information from your existing website or documents. You can also use bulk pricing and bulk time slot tools to quickly set up multiple sessions. The system supports importing and managing multiple activities simultaneously.

Can I charge different tuition for different classes in the same recurring program?

Yes! Per-class semester and bundle overrides let you set different prices for individual classes within the same activity. For example, "Advanced Pointe" can cost more than "Beginner Ballet" without creating separate listings. Open the per-class pricing panel in Schedule & Pricing, select a class, and set individual semester prices and/or a full-year bundle override.

What is annual-only enrollment?

Annual-only is a per-class setting that forces families to enroll for the full year — individual semester enrollment is disabled for that class. On the booking page, the semester picker shows "Annual enrollment only" and individual semesters are greyed out. Use this for classes where mid-year enrollment would disrupt the group. You can have some classes as annual-only and others allowing semester enrollment in the same program.

How do I set up prorated pricing for late enrollment?

In Schedule & Pricing, under "Someone joining mid-term", pick one of three cards. "Pays for the classes left" reduces the overall price for late joiners — pay-in-full families pay only for the remaining classes, and monthly families pay only the remaining months of the term. "Pays a smaller first month" keeps the normal monthly rate but reduces the first payment to cover only the rest of the month the family joins in — the option most parents expect on month-to-month billing. "Pays the full term" turns proration off. On a rolling (ongoing) listing there are just the last two, and the first month is measured from the start date the family picks: they pay only for the class dates left in that month — on a per-class listing, your per-class rate times the classes left — then the normal rate from the next month. Checkout applies your choice automatically and parents see the reduced amount before paying.

How do trial classes work for providers?

You can enable trial classes in Activity Settings > Discounts. Set a discounted trial price to attract new families. Trial classes are automatically limited to 1 per child per activity, so each child can only book one trial — encouraging them to experience your program before committing to a full enrollment or class pass. The trial limit is enforced at booking.

How do I claim an existing listing?

If your business already appears on KidzMaps (from public data), you can claim your profile by clicking "Claim This Profile" on the listing page. After verification, you'll gain full control to update your information, manage bookings, and start accepting online payments.

Can KidzMaps send emails to my families automatically?

Yes. Each listing can have its own set of automatic emails — a welcome when someone books, a reminder a few days before the program starts, a thank-you after it ends, or an announcement on a fixed date. You write each email once, choose when it sends and who gets it, and KidzMaps sends them on schedule. You can also share one email across all your listings, and every email has an unsubscribe link that's honored automatically. Separately, KidzMaps itself follows up with families who looked at your listing but didn't book — a signed-in parent who viewed it, saved it or asked to be notified, or a visitor who started checkout or used the "Email me the details" card. They get one "Still deciding?" email with the class facts and a Book button, never more than one per listing, and never once they've booked, joined the waitlist or unsubscribed. Nothing to set up; there is no per-listing switch for it yet.

What is the Email campaigns list?

Email campaigns (in your dashboard sidebar, under Communication) is one place with every family's email address — gathered automatically from your bookings and waitlists, plus any contacts you import from another tool or add by hand. Each contact shows a consent tag so you know who you may send marketing to. You can export the list, copy the addresses, or send a one-time invitation asking past families to join KidzMaps and leave you a review.

Can I download my rosters and financial reports?

Yes. The "Export reports" page in your dashboard (on a desktop computer) lets you download spreadsheet files that open straight in Excel or Google Sheets: class rosters with emergency contacts, a parent contact list, a capacity report, a forms checklist, plus transaction history, payout summaries, and revenue summaries for your bookkeeping. Roster downloads are logged for accountability, and sensitive details like medical notes are only included if you specifically tick a box.

Can my staff have their own logins?

Yes. As the owner you can invite team members by email and give each one a role: Manager (runs listings, bookings, and settings, but can't touch payouts or the team), Viewer (can look at rosters and check-in but can't change anything or see dollar amounts), or Instructor (sees only the schedule, camper roster, camp updates, and messages — and can be limited to just their assigned classes). Everyone works under your business without sharing your password.

Can I show my KidzMaps listings on my own website?

Yes. The "Website embed" page in your dashboard gives you a small snippet of code to paste into your own site. It displays your KidzMaps programs and schedule right on your website, and families who click through can book on KidzMaps. Your website stays your storefront; KidzMaps handles the booking and payment behind it. The widget loads a fast, lightweight version of your page by default; on a phone the price and Book Now stay pinned at the top of each listing, the address card is left out (your site already has it), and the schedule reads day by day. Details in the Embed guide.

How do I take attendance?

Weekly-tuition activities include a check-in grid: one row per child, one column per day of the week. Tap a box to mark a child present or absent — it's designed to be used at the door at drop-off. For weekly-billed programs, those marks also feed the week's invoice, so the days a child actually attended are what the family is billed for. From your class schedule, tap Roster on a class to open that class's roster directly.

Can I use the provider dashboard as an app on my phone?

Yes. Open kidzmaps.com/provider-dashboard on your phone, then use your browser's "Add to Home Screen" (Safari: Share → Add to Home Screen; Chrome: menu → Add to Home screen). It opens full-screen like an app, straight to your dashboard, with the mobile sections you use at the door — today's roster and check-in, your week, bookings, schedule and messages. Check-in keeps working through a weak connection: the day's roster is kept on your phone and marks you make offline are sent when you're back online. Building listings, email campaigns, exports and team settings stay on the desktop dashboard. A store-listed app is in progress.

What are camp updates?

Camp updates let you post a note from the day — with photos if you like — to all the families enrolled in a specific camp week. Write the update above your camper roster, attach up to 8 photos, and post; every enrolled parent for that week gets a notification and an email. It's an easy way to show parents their child is having a great day without texting each family individually.

What happens when a family requests a make-up class?

A family earns a make-up by reporting the absence ahead of time, inside the notice window and the limit you set on the listing — KidzMaps enforces both, so a late report never reaches you. The credit lets them request one seat on any open future date of the same class; the request lands in your dashboard under Make-up classes, you approve or decline it, and the family is notified either way. Decline it and the credit goes back to them. Nothing is booked until you approve, so you always control who joins which class. A class you cancel works differently: the family is owed the money and can take it, or book a free make-up within 60 days — see the Make-Up Classes guide.

How do I sign up for KidzMaps?

Click "Sign Up" and create an account with your email. You can sign up as a parent to find and book activities, or as a provider to list and manage your own activities. After signing up, you'll verify your email and set up your profile.

What's the difference between a parent and provider account?

A parent account lets you search activities, manage children's profiles, book sessions, join waitlists, save favorites, message providers, leave reviews, and track all your bookings. A provider account gives you everything to run your activity business: create listings, manage bookings and capacity, set pricing and discounts, process payments via Stripe, handle cancellations and refunds, create forms and waivers, and more.

How do I find activities near me?

Use the search bar on the homepage or Activities page. You can search by keyword, location (city, zip code, or address), activity type (sports, arts, STEM, etc.), age range, price range, and dates. The map view lets you visually browse activities in your area. Filters help narrow results to exactly what you're looking for. Search forgives small typos — "balet" still finds ballet, "gymastics" still finds gymnastics — and you can put a phrase in quotes to match it exactly.

How do I set up my provider profile?

After signing up as a provider, our onboarding flow guides you through: business name and description, logo and cover photo upload, business address with verification, contact information, connecting Stripe for payments, and setting up your first activity. You can also add credentials, awards, and association memberships to build trust.

How does the map view work?

The Activities page includes an interactive Google Maps view showing all activities in your area with pin markers. Click any pin to see a quick preview, or use the list/map toggle to switch views. The map updates automatically as you filter or search, and you can zoom and pan to explore different neighborhoods.

How do reviews and ratings work?

After attending an activity, parents can leave a detailed review with a star rating. Reviews cover overall experience, value for money, and specific feedback. Other parents can see aggregated ratings and read individual reviews on the activity page. This helps the community make informed decisions.

What is the waitlist system?

When an activity session is full, you can join the waitlist for specific sessions or weeks. You'll receive automatic notifications when a spot opens up. Parents can manage their waitlist entries (edit preferences or remove themselves) from Dashboard > Waitlist. Providers can view and manage their waitlists from the Provider Dashboard.

How do activity reminders work?

KidzMaps sends automated reminders before your booked activities start. You'll get notifications about upcoming sessions, any required forms that haven't been completed, and important updates from the provider. Providers can also configure custom reminder schedules for their activities.

Can I view a calendar of my bookings?

Yes! Dashboard > My Bookings includes a Calendar View that shows all your booked sessions on a visual calendar. You can see at a glance what's coming up for each child. Providers also get a comprehensive schedule calendar showing all their activities and enrolled participants.

What discount types are supported?

KidzMaps supports a rich set of discount options: early bird discounts (book before a deadline), sibling/multi-child discounts (auto-applied when booking for multiple kids), multi-session discounts, full program discounts, and custom promotional discounts with configurable amounts and expiration dates. All applicable discounts are shown on the activity page and applied automatically at checkout.

Can providers track their business performance?

Yes! The Provider Dashboard includes billing and earnings views, payment history, payout tracking, booking analytics, capacity utilization, and waitlist metrics.

How does KidzMaps verify providers?

Providers who accept bookings on KidzMaps go through a verification process that includes business information review, identity verification via Stripe Connect, and profile validation. Verified providers display a verification badge. Providers can also upload documents for licenses, insurance, and certifications. Informational listings imported from public data are clearly marked and have not been through verification until the provider claims them — see our Safety Standards page for the full breakdown.

Is my child's data safe?

KidzMaps is built around COPPA (Children's Online Privacy Protection Act) compliance and takes children's privacy seriously. We collect only the minimum necessary information (name, date of birth, and parent-provided notes like allergies), never collect photos or images of children, never sell personal data, and give parents full control to view, edit, or delete their children's profiles at any time. All information travels over a protected connection and is stored scrambled (encrypted), so it can't be read if someone got hold of the raw files. Children cannot create their own accounts — only a verified parent can manage child profiles. Read our COPPA Policy and Privacy Policy for more information.

What is COPPA and how does KidzMaps comply?

COPPA (Children's Online Privacy Protection Act) is a U.S. federal law that protects the privacy of children under 13. KidzMaps complies by: (1) never allowing children to create accounts — only parents manage child profiles; (2) collecting only the minimum data needed (name, date of birth, parent-provided notes) and never collecting photos, videos, or images of children; (3) giving parents full control to access, edit, or delete their child's data at any time; (4) never selling or sharing children's personal information with third parties for marketing; (5) only sharing child information with activity providers the parent has explicitly booked with; (6) storing all data with encryption at rest and in transit. Providers receive only the information necessary to run their activity (child name, age, allergies/notes, and completed registration forms).

What happens if there's a problem with a provider or activity?

You can report issues directly through the platform using our Bug Report / Issue form. Our support team investigates all reports. For serious safety concerns, contact us immediately through the Contact page. We can suspend provider accounts if necessary to protect families.

Are waivers and forms legally binding?

Digital waivers signed through KidzMaps include timestamped electronic signatures and are stored securely. While we provide the digital signing infrastructure, the legal enforceability of any specific waiver depends on your local laws. Providers should consult with their legal counsel regarding their waiver content.

How do I reset my password?

Go to the login page and click "Forgot Password." Enter your email address and you'll receive a password reset link. Follow the link to set a new password. The reset link expires after a set time for security.

How do I update my account information?

Go to Dashboard > Settings to update your profile information, email preferences, and notification settings. Providers can also update business details, tax information, and Stripe connection from their Provider Dashboard settings.

How do I manage my email preferences?

Go to Dashboard > Settings > Email Preferences to control which emails you receive — booking confirmations, reminders, waitlist updates, marketing newsletters, and more. You can also use the unsubscribe link in any email to manage preferences, or visit the public preference center.

How do I contact support?

Visit our Contact page to reach our support team. You can also submit detailed bug reports from Dashboard > Support, which helps us diagnose and fix issues faster. We aim to respond to inquiries within a few business days.

What browsers and devices are supported?

KidzMaps works on all modern web browsers (Chrome, Firefox, Safari, Edge) on desktop and mobile devices. The platform is fully responsive so you get a great experience whether you're on a phone, tablet, or computer.

How do I delete my account?

Go to Dashboard > Settings and look for the account deletion option. Please note that deleting your account is irreversible — all your data, booking history, and reviews will be permanently removed. Active bookings should be cancelled before deleting your account.

I'm a provider — how does Stripe Connect work?

Stripe Connect is how providers receive payments. During onboarding, you'll connect (or create) a Stripe account and provide your banking details. Once connected, payments from bookings are automatically routed to your account. You can check your Stripe connection status and manage payout settings from Provider Dashboard > Billing.

Still have questions?

Our support team is here to help. Get in touch and we'll respond within 24 hours.