Cultivation Architecture · Client Operating System
The CRM that runs behind
the businesses on this page.
Same base architecture every NJP Builds client gets. Owner-only back office with accounting, kids/parents/staff records, attendance, payroll, compliance, and a live P&L. Optional phone-app plugins for staff and customers unlock as you buy them.
Simulation · John Doe data · not an actual client
01 · The base CRM · owner-only
The back office. Behind a private login.
Every client's CRM ships with the same core modules. Never customer-facing. The owner opens it from their laptop or phone; a shared password (or per-role logins on the Access Control plugin) keeps everything else out. Below: four of the ~15 pages that ship in the base build.
Sample Daycare Co.John Doe · Owner
Dashboard
Clock
Check-in
Roll Call
Kids
Parents
Accounting
Next event
10:30 AM · Snack + outdoor play · Group A
Alerts
All roll calls posted · No missing kids · All staff clocked in
Dashboard. One-glance view of who’s on-site, who’s working, today’s revenue, upcoming events, and any alerts (missing roll call, unclocked staff, compliance flags). Everything on this screen updates live as the business runs.
Sample Daycare Co.John Doe · Owner
Profit & Loss
Income
Expenses
Payroll
Year-End
Gross income YTD
$12,345.00
42 invoices · 12 families
Expenses YTD
$4,321.00
18 line items · supplies, utilities, insurance
P&L in real time. One click adds an invoice; it rolls into P&L, Income tab, Year-End, and Tax Estimate simultaneously. Same for expenses. Every tab reads from the same ledger — enter it once, see it everywhere within this CRM.
Sample Daycare Co.John Doe · Owner
Enrolled kids (12)
John Doe Jr.On-site
Jane DoeOn-site
Sam SmithAbsent
Emma JohnsonOn-site
Michael BrownOn-site
Olivia DavisAbsent
Noah WilsonOn-site
+ 5 more...
Every kid, every family. Full enrollment record: family group, allergies, authorized pickup, immunization dates, incident notes. Click a kid to see everything — parents, invoice history, attendance streak. Behind the scenes: this same list drives the Check-in screen, the Roll Call app, and the state Compliance report.
Sample Daycare Co.John Doe · Owner
P&L
Income
Expenses
Payroll
Year-End
This period (Mon-Fri)
Sarah Doe · Lead teacher32h 15m · $483.75
Michael Doe · Assistant28h 00m · $364.00
Emily Smith · Support16h 30m · $198.00
Total wages$1,045.75
FICA + SUTA + FUTA est.$126.50
Payroll computed from real clock-ins. Every staff clock in / clock out on the phone app rolls straight into this period's payroll calc. One button posts it as an expense on the P&L. State employment taxes estimated automatically. Replace with real numbers from your payroll processor at year-end.
02 · Staff App plugin · phone-native
Your team clocks in on their phone. You never share your password.
The Staff App is an add-on plugin — a completely separate URL that shares the same ledger as your main CRM. Staff type a 4-digit PIN on their phone; you set and revoke PINs from an owner-only page. If you fire someone, one tap removes their access. Same live data, radically less risk.
Sample Daycare Co.Sign in
Enter your PIN
4 digits · ask your manager if you don’t have one
1 2 3 4
I’m the owner →
PIN authentication. No usernames, no passwords, no forgot-my-password loop. Each employee has a unique 4-digit PIN. Owner can reset or revoke any PIN in 5 seconds. The PIN identifies WHO is clocking in — every entry gets stamped with that employee’s ID automatically.
Sample Daycare Co.Sarah Doe · Staff
Sunday, August 23
Hi, Sarah.
You clocked in at 8:00 AM · 2h 15m on shift.
⏱
Clock in / out
On shift · tap to clock out
📅
Calendar
Today’s schedule
What each staff member sees. Only 4 modules — the ones they actually need. No access to accounting, kid records, parent invoices, employee list, or settings. Their view stays clean; owner data stays private.
Sample Daycare Co.Sarah Doe · Staff
Time clock
10:15:32 AM
Sunday, August 23, 2026
🟢 ON SHIFT
Since 8:00 AM · 2h 15m elapsed
Clock OUT
Today’s shifts
8:00 AM → now2h 15m
One-tap clock in and out. Big buttons designed for the entrance-hallway tablet or a phone in the pocket. Every clock-in writes straight to the owner CRM’s payroll ledger. No sync delay — both sides read from the same source.
Sample Daycare Co.John Doe · Owner
Staff PINs
Assign a 4-digit PIN. Change or revoke anytime.
+ Add employee
Sarah Doe · Lead teacherPIN •••4
Michael Doe · AssistantPIN •••7
Emily Smith · SupportPIN •••2
Live status
Sarah Doeon shift
Michael Doeon shift
Emily Smithoff shift
Owner-only management page. Only visible when the owner is signed in. Add or remove staff, assign or reset PINs, watch who’s currently on-shift in real time. Everything writes to the same employee record the main CRM uses — add a new hire here, they appear on the main CRM Employees page too.
03 · The wired-in calendar · where everything meets
One calendar. Every deadline that matters. Reminders you control.
This is the plugin that turns the CRM into a single-pane operating system. The calendar reads your Compliance board directly — every license, inspection, insurance renewal, tax filing, drill, and staff cert shows up on the day it’s due. Overdue items pulse red. Add an event here, and it shows up wherever else it belongs. Add a compliance item from the calendar — it appears on your Compliance board instantly. Click any day for a full drill-down of everything happening that day. Turn on browser reminders and the CRM alerts you when things need attention.
Sample Daycare Co.John Doe · Owner
August 2026
S
M
T
W
T
F
S
9
2d OVERDUE
Insurance
+2 more
Compliance
Parent notice
Holiday
Everything on one grid. Gold chips = compliance items pulled straight from the Compliance board. Red-pulse = overdue. Blue = parent notices. Green = holidays. Purple = custom events. No manual sync — whatever’s on your Compliance board is on your calendar automatically, updating the moment either side changes.
Sample Daycare Co.John Doe · Owner
Sunday, August 9, 2026
4 events on this day.
LicenseODJFS Family Home License
Ohio ODJFS · 2 days OVERDUE · renews annual
Mark complete
Reschedule
InsuranceGeneral Liability Renewal
State Farm · DUE TODAY · renews annual
ParentFall Enrollment Notice
Send to all 12 families · deadline 5:00 PM
+ Add event on this day
One click, one screen, every event. Overdue compliance floats to the top with quick-fire “Mark complete” and “Reschedule” buttons. Marking complete auto-schedules the next renewal by frequency. Adding an event here writes to the right store — compliance items land on the Compliance board, calendar items stay on the calendar. Same click, right destination.
Sample Daycare Co.John Doe · Owner
Reminders & Notifications
✓ Permission granted
Warn me this many days ahead
7 days ▾
Sample alert: 🔔 Alondra CRM · Compliance (3): ⚠ 1 OVERDUE · ODJFS License (2d OVERDUE) · Insurance (DUE TODAY) · Fire drill (5d)
You’re in control. Master on/off, per-category toggles (compliance vs calendar), adjustable warning window (1 day to 30 days ahead), and a snooze for quiet weeks. First-time-only browser permission prompt. One notification per category per day — never spam. Click any alert to jump straight to the item that needs your attention.
The plugin doctrine
Every plugin talks to every other module — that’s the whole point. Add the wired-in calendar plugin and it starts reading Compliance, Kids, Employees, Accounting, and Calendar automatically. When we add the Staff App plugin, staff clock-ins feed the same payroll page the owner sees. When we add the Parent Portal plugin, parents see their invoices from the same ledger the owner runs. Plug it in once. Everything else knows about it.
Live proof at Centro de Cuido Alondra since 2026-08-23. Every compliance item on her board now shows up on her calendar with days-remaining countdowns and owner-controlled browser alerts.
04 · Plugin tiers · buy what you need
The CRM is the frame. Plugins are how you scale it.
Every client gets the base CRM. Everything else is an opt-in plugin — visible in your CRM but locked until you activate it. One-time build fee, no forced monthlies. Add plugins when you outgrow doing it manually.
Base · included
Owner CRM
Dashboard, accounting, kids/parents/staff records, attendance, payroll, compliance board, calendar. Everything you need to run the business.
$1,200 – $1,800 build
Plugin
Staff App
Phone-native app for employees. PIN login, clock in/out, check-in flow, hourly roll call. Owner-only PIN management.
+$600 – $900 build
Plugin
Integrated Calendar & Reminders
The wired-in calendar shown above. Reads every compliance item automatically — licenses, inspections, insurance, tax filings, drills, staff training. Click-in day view. Two-way sync (add on calendar → appears on Compliance, and vice versa). Overdue items pulse red. Mark complete auto-schedules the next renewal. Owner-controlled browser reminders with adjustable warning window and snooze.
+$500 – $700 build
Upgrade path: phone alarms that fire even when the app is closed (PWA push) — add-on quote when you\'re ready.
Plugin
Parent Portal
Magic-link view for each parent. Sees their own kid’s attendance + invoices only. Read-only. Nothing else.
+$800 – $1,200 build
Plugin · upgrade to unlock
Payment Processing
Wire invoices to your Square or Stripe. Invoices become payable, not just recorded.
+$400 – $600 build
Plugin · upgrade to unlock
Compliance Auto-Report
Auto-generate state-specific quarterly compliance reports. Example: Ohio ODJFS for childcare.
+$500 – $800 build
Plugin · upgrade to unlock
Email Blast
Message all parents at once. Illness alerts, closures, invoices sent. Templated + tracked.
+$400 build
Live proof
This architecture is running today at Centro de Cuido Alondra — a Type A Family Home childcare center in Mahoning County, Ohio. First client signed 2026-08-20. Owner runs the back-office CRM daily; staff clock in through the phone app plugin. Every mockup on this page mirrors what she uses. The only difference is the data — hers is real, ours is simulated with John Doe names.
Ready to see yours built?
We start with a 10-question intake, hand you back a scoped proposal, and build the base CRM in weeks — not months. Plugins layer in when you’re ready.
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