PTRS replaces scattered spreadsheets, paper forms, and disconnected tools with a single, real-time club management platform for after-school and summer youth programs — from the moment a child walks through the door to the federal meal reimbursement claim at month-end.
Think of PTRS as the control tower for every club site — it knows who's in the building, what's on the lunch tray, which teachers are certified, and whether today's ratios meet Delaware's rules. For administrators and funders, it turns manual, error-prone paperwork into auditable, automated processes.
Check kids in with a QR badge, log a meal, write an incident — and the rest (ratio math, parent alerts, compliance scoring) happens automatically in the background.
A secure portal in English, Spanish, or Haitian Creole — see when your child arrived, review incidents, e-sign permission slips, and message staff.
Real-time dashboards, automatic compliance scoring, and one-click funder reports — turn mountains of raw data into trusted numbers in minutes.
A typical club has eight disconnected tools: a paper sign-in sheet at the door, an Excel spreadsheet for meal counts, Word documents for incident reports, email threads for parent communication, a binder of staff credentials, a separate meal-claim system, a cloud folder for receipts, and a website nobody updates. Data lives everywhere — and nowhere.
PTRS brings all of that into one live system. Every check-in, meal, incident, credential, training record, and receipt is captured once and reused everywhere — dashboards, reports, compliance checks, parent portal, reimbursement claims, grant proposals. No double-entry. No midnight spreadsheet sessions. No surprises on inspection day.
Every module is designed to work together. Data captured once powers every downstream workflow.
Kiosk, roster, incident wizard, meal counts.
Ratios, compliance, credentials, schedules.
Cross-site dashboards, rollups, trends.
Policy, users, funders, claims, analytics.
Portal — attendance, messages, forms, health.
Grant-specific outcomes & demographic reports.
Read-only compliance access & audit trail.
Medications, immunizations, care plans.
The easiest way to understand PTRS is to walk through how a typical day flows across the modules — from the child arriving at the door to the monthly meal claim being filed.