Afterschool and summer programs move fast. Hibox gives your team one place for registration, attendance, families, incidents, and outcomes, so every funder report is ready before anyone asks.
Tuesday, 3:42 PM · Checked in now
The Problem
OST leaders run programs for kids, families, schools, and a stack of funders at the same time, usually with a small office team and frontline staff who change every season. National surveys keep pointing to the same pressures.
Attendance lives on sign in sheets, demographics in a registration form, outcomes in a spreadsheet. Each grant asks for them in its own format, so staff rebuild the same numbers over and over.
Named a top burden by OST programsFlat grants, proposed federal cuts, and withheld funds mean you have to prove your impact more often, to more people, with less notice.
88% of providers worry about long term fundingPart time and seasonal staff come and go. Software that needs a week of training, or only works on a desktop in the office, never gets used on the floor.
83% worry about paying a livable wageRegistration, consent forms, hiring, and schedules all land at once. Then enrolled kids attend unevenly, which makes staffing and reporting a guessing game.
53% of programs have a waitlistStress, behavior challenges, and food insecurity show up after the bell. Staff need a clear, consistent way to document what happened and follow through.
93% concerned about student mental healthConsent forms, incident logs, daily headcounts, and meal program records pile up in binders and inboxes until a site visit or audit forces a scramble.
Paperwork is the top barrier for meal programsSources: Afterschool Alliance provider surveys, fall 2024 and fall 2025; Wallace Foundation, Measuring Youth Development; National CACFP Sponsors Association.
Before and After
Most OST teams run on paper sign in sheets, a folder of spreadsheets, and a group text. Pick a part of your week and see what it looks like in Hibox.
| Name | Site | 10/13 | 10/14 | 10/15 |
|---|---|---|---|---|
| Ava Brooks | Lincoln | X | X | X |
| Jordan Martinez | Lincoln | X | X | |
| Jordan Martines | Lincoln | X | ||
| Sofia Lopez | Lincln | X | ? | X |
| Theo Nguyen | X | X | ?? |
Attendance gets recorded twice: once on paper, once in a spreadsheet. Errors show up when a funder asks.
Homework Help · Lincoln · Tue, Oct 14
Staff tap kids in on a tablet. Every check in is time stamped and tied to one profile, so there is nothing to retype and no duplicates to untangle.
Every funder wants the same data in a different format, so the same numbers get rebuilt again and again.
Fall 2026 · All programs
One set of records, many reports. Choose the funder and date range, and Hibox pulls attendance, hours, demographics, and outcomes from what your staff already entered.
Updates go out through personal phones and group threads, with no record of who was reached.
To: Lincoln Afterschool families · Text and email
Message any roster from one place. Families hear from your program, not a personal number, and you can see exactly who still needs a phone call.
Forms, attendance, and notes are captured while programs run, then reused everywhere.
Attendance trends flag slipping kids while there is still time to reach out.
Incident reports alert a supervisor the moment they are filed.
A simple mobile view seasonal hires can use on their first shift.
The Hibox Solution
Hibox Program Management was built for human services nonprofits running structured youth programs, including afterschool, before school, and summer.
One record per child with enrollment, attendance, guardians, authorized pickups, consent forms, notes, and goals.
Schedule clubs, classes, and camp weeks. Track attendance by program, site, and date, with capacity always in view.
Define the outcomes your funders care about and track them for each child and each cohort all year.
OST Overview · Fall 2026
Attendance by program
Program status
Registration, intake, consent, and surveys that route answers automatically. No more retyping from Google Forms.
Automated texts and emails for reminders, closures, and updates, with history saved for every family.
Log incidents by type and severity, attach statements, alert supervisors, and report for compliance and board review.
Registration · Summer Camp 2027
Families register and sign consent online. Answers land in each child’s profile, weeks fill in real time, and extra kids go to the waitlist on their own.
Recent incidents · All sites
Staff file a report from any device. Supervisors are notified right away, and every step is documented for families, licensing, and your board.
Tap to check kids in from a phone or tablet. Pickup notes and alerts show right on the roster, and every check in is time stamped for your funders.
To
Recent history
Send reminders, closures, and updates to one roster or every site. Replies and delivery history are saved to each family’s record.
How It Works
Data captured when a family signs up and when a child walks in the door flows straight into your year end reports.
Families complete your custom registration, eligibility, and consent forms. Each child is enrolled in one or more programs, and everything lives in their profile from then on.
Staff run the day from the Hibox schedule. They check kids in, add session notes, and log service contacts on a phone or tablet while they work.
Dashboards show attendance and goal progress in real time. When a child starts missing days or falls behind, staff see it now, not at the end of the term.
When a report is due, pull a year of data for the funder, program, and dates you need. The AI narrative writer can turn your numbers into grant ready prose.
Reporting and Analytics
Most OST programs braid funding from several sources, and each one asks its own questions. Hibox answers them all from the same data.
Track progress against goals and share clear impact stories with funders, boards, and school partners.
Most usedPull formatted reports by funder, program, site, or date range in one click. Less paperwork, more program time.
Unduplicated counts, average daily attendance, and trends that show engagement before it becomes a retention problem.
Monitor each child’s goals in real time and document progress for check ins and grant renewals.
Log every session and service hour for grant compliance and billing documentation.
Filter by age, grade, school, and site. Watch enrollment, costs, and waitlists to plan your next expansion.
Outcomes vs. grant targets
Why Programs Switch
Hibox is priced for nonprofits of every size, so you get one connected system without an enterprise contract.
For every child and family, across every program, site, and season they join
No implementation fees or consultants. Our team sets you up and trains your staff at no additional cost
Unlimited participants and families on every plan, so growth never raises your bill
Forms, attendance, profiles, outcomes, messaging, and incidents in one place
Goals
Recent note
Who Uses Hibox
Each role gets a view built for the work they actually do.
You need to know your programs are healthy, your funders are served, and your team is not burning out on admin work.
You juggle schedules, staff, families, and reporting across sites. Hibox puts it all in one view.
You are with kids all afternoon. The software should take seconds, not pull you away from the room.
Who It’s For
If your organization serves kids before school, after school, or when school is out, Hibox was built for you.
Homework help, tutoring, enrichment, and academic support for kids in grades K through 12
Day camps, summer learning, and school break programs with weekly registration
Morning programs that need fast check in and clear records of who dropped off whom
Clubs, arts, sports, and STEM programs that run in sessions across multiple sites
One to one and group mentoring that tracks matches, meetings, and goals
Drop in and structured programs at Clubs, Ys, and neighborhood centers
Getting Started
Hibox is made for nonprofit teams without IT staff. Our team sets up your programs and trains your staff at no additional cost, so you are never on your own.
See Hibox with examples from afterschool and summer programs like yours.
Hibox staff build your sites, sessions, registration forms, and outcome goals with you.
We migrate your participant lists from spreadsheets or your old system.
We train your staff so everyone is ready on day one. Role based access gives each person exactly what they need.
Hibox supports HIPAA and FERPA compliance with the controls schools, districts, and funders expect.
Pricing
No $10,000 setup fees. Setup help and staff training from the Hibox team are included at no additional cost, with unlimited participants and families on every plan.
Starter
Best for small nonprofits and single site programs
Pro
Best for midsize nonprofits running multiple sites
Enterprise
Best for large, multi site organizations
All plans include a free trial. No credit card required. Book a 30 minute demo.
FAQ
Out of school time (OST) software is a program management system built for afterschool, before school, and summer programs. It handles registration and consent forms, daily attendance, session scheduling, participant and family records, family messaging, incident reports, and the outcome reports funders require. Hibox is out of school time software starting at $99 per month with no setup fee, and Hibox staff help you set up and train your team at no additional cost.
Look for online registration and digital consent, fast attendance that frontline staff can take on a phone or tablet, session and capacity management across sites, a single record for each child and family, outcome and goal tracking, text and email messaging to families, incident reporting, reports you can pull by funder, program, site, and date range, and secure storage that supports HIPAA and FERPA. Hibox includes all of these in one subscription.
Attendance, service hours, demographics, and outcomes are captured once as your programs run. When a report is due, you pull it for any funder, program, site, or date range and export to PDF or Excel, so you are not rebuilding the same numbers in a different format for each grant.
Yes. Hibox is designed for frontline staff, not just administrators. Staff take attendance and add session notes from a phone or tablet, and role based access means each person only sees what they need. New afterschool and summer hires can be productive on their first shift.
Yes. You can open registration with custom forms and waitlists, collect consent before day one, track daily attendance and capacity by week or session, message families about schedule changes, and report summer outcomes alongside your school year programs.
Hibox starts at $99 per month for up to 5 staff users with unlimited participants and families. The Pro plan is $299 per month for up to 15 staff users and includes free data migration. Enterprise pricing is available for large organizations. There is no setup fee, Hibox staff help with setup and staff training at no additional cost, and every plan includes a free trial.
Most organizations are running their first program within a day or two. Hibox staff help you set up your programs, forms, and reports and train your team at no additional cost. There is no IT project and no dedicated technical staff required.
Ready When You Are
Whether you run one afterschool site or programs across your whole community, Hibox grows with you. Let us show you what we’ve built in 30 minutes.
