Out of school time software that keeps up with your afternoons.
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
The afternoon is the easy part.
The paperwork is not.
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.
Sources: Afterschool Alliance provider surveys, fall 2024 and fall 2025; Wallace Foundation, Measuring Youth Development; National CACFP Sponsors Association.
Before and After
Same kids. Same programs.
None of the retyping.
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.
Taking attendance
| 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.
Reporting to funders
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.
Reaching families
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.
Enter it once
Forms, attendance, and notes are captured while programs run, then reused everywhere.
Catch kids who drift
Attendance trends flag slipping kids while there is still time to reach out.
Document hard moments
Incident reports alert a supervisor the moment they are filed.
Ready for new staff
A simple mobile view seasonal hires can use on their first shift.
The Hibox Solution
One platform. Every site and season.
All your program data, connected.
Hibox Program Management was built for human services nonprofits running structured youth programs, including afterschool, before school, and summer.
Form builder
Registration, intake, consent, and surveys that route answers automatically. No more retyping from Google Forms.
Registration that fills itself in
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.
Registration · Summer Camp 2027
Sessions and attendance
Schedule clubs, classes, and camp weeks. Track attendance by program, site, and date, with capacity always in view.
Attendance your newest staff can take on day one
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.
Child and family profiles
One record per child with enrollment, attendance, guardians, authorized pickups, consent forms, notes, and goals.
OST Overview · Fall 2026
Attendance by program
Program status
Family communication center
Automated texts and emails for reminders, closures, and updates, with history saved for every family.
Reach every family without personal phones
Send reminders, closures, and updates to one roster or every site. Replies and delivery history are saved to each family’s record.
To
Recent history
Incident reporting
Log incidents by type and severity, attach statements, alert supervisors, and report for compliance and board review.
Hard moments, handled the same way every time
Staff file a report from any device. Supervisors are notified right away, and every step is documented for families, licensing, and your board.
Recent incidents · All sites
Outcome and goal tracking
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
How It Works
From registration day to funder report, in one system
Data captured when a family signs up and when a child walks in the door flows straight into your year end reports.
Register families online
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.
Run sessions and take attendance
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.
Catch kids who are slipping
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.
Report to every funder in minutes
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
Know your impact. Prove it to every funder.
Most OST programs braid funding from several sources, and each one asks its own questions. Hibox answers them all from the same data.
Program outcome and impact reports
Track progress against goals and share clear impact stories with funders, boards, and school partners.
Most usedReports ready for each funder
Pull formatted reports by funder, program, site, or date range in one click. Less paperwork, more program time.
Attendance and participation summaries
Unduplicated counts, average daily attendance, and trends that show engagement before it becomes a retention problem.
Goal completion and progress
Monitor each child’s goals in real time and document progress for check ins and grant renewals.
Contact and service hours
Log every session and service hour for grant compliance and billing documentation.
Demographics and capacity
Filter by age, grade, school, and site. Watch enrollment, costs, and waitlists to plan your next expansion.
Outcomes vs. grant targets
Why Programs Switch
What changes when your program data actually works for you
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
Built for the people who run OST programs
Each role gets a view built for the work they actually do.
Executive Directors
You need to know your programs are healthy, your funders are served, and your team is not burning out on admin work.
- Organization wide program view
- Impact data for new funders
- Audit ready documentation
- No IT department required
Program and Site Directors
You juggle schedules, staff, families, and reporting across sites. Hibox puts it all in one view.
- Every site and session in one dashboard
- Capacity and waitlists at a glance
- Funder reports without the scramble
- Alerts for kids who stop coming
Frontline Staff
You are with kids all afternoon. The software should take seconds, not pull you away from the room.
- Tap attendance on a phone
- Pickup and allergy notes on the roster
- Quick incident and session notes
- No training needed to start
Who It’s For
Designed for every kind of out of school time program
If your organization serves kids before school, after school, or when school is out, Hibox was built for you.
Afterschool Programs
Homework help, tutoring, enrichment, and academic support for kids in grades K through 12
Summer Camps and Learning
Day camps, summer learning, and school break programs with weekly registration
Before School Care
Morning programs that need fast check in and clear records of who dropped off whom
STEM and Enrichment
Clubs, arts, sports, and STEM programs that run in sessions across multiple sites
Mentoring Programs
One to one and group mentoring that tracks matches, meetings, and goals
Community Youth Centers
Drop in and structured programs at Clubs, Ys, and neighborhood centers
Getting Started
Up and running before your next session starts
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.
Book a 30 minute demo
See Hibox with examples from afterschool and summer programs like yours.
Set up programs and forms
Hibox staff build your sites, sessions, registration forms, and outcome goals with you.
Bring over your data
We migrate your participant lists from spreadsheets or your old system.
Invite your team
We train your staff so everyone is ready on day one. Role based access gives each person exactly what they need.
Children’s information, protected
Hibox supports HIPAA and FERPA compliance with the controls schools, districts, and funders expect.
Pricing
Out of school time software priced for nonprofits
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
- Up to 5 staff users
- Unlimited participants
- Unlimited parents and guardians
- Outcome and impact reporting
- Unlimited session management
- Attendance and participation tracking
- Form builder
- Multiple program management
- 5 GB file storage
- 500 SMS credits per month
Pro
Best for midsize nonprofits running multiple sites
- Everything in Starter, plus:
- Up to 15 staff users
- Full parent and guardian communication
- 25 GB file storage
- Free data migration
- 1,000 SMS credits per month
- 1 hour onboarding training
Enterprise
Best for large, multi site organizations
- Everything in Pro, plus:
- Unlimited staff users
- Dedicated account manager
- Premium support
- Up to 1 TB file storage
- 1,500 SMS credits per month
- 3 hours onboarding training
All plans include a free trial. No credit card required. Book a 30 minute demo.
FAQ
Common questions about out of school time software
What is out of school time software?
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 $149 per month with no setup fee, and Hibox staff help you set up and train your team at no additional cost.
What features should out of school time software include?
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.
How does Hibox help with reporting to multiple funders?
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.
Can part time and seasonal staff use it without training?
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.
Does Hibox work for summer programs and camps?
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.
How much does out of school time software cost?
Hibox starts at $149 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.
How long does it take to get started?
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
Spend your afternoons with kids,
not spreadsheets.
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.
