For nursery managers & providers

Emergency contacts that are actually correct when it matters

Once a year, one link to all parents: check emergency numbers, confirm or change collection authorisations — digital, documented, complete. Instead of yellowed sheets in the admission folder.

Start the update
How does it work?

Three risks every manager knows

In an emergency: a dead number

A child is hurt, the mother unreachable, grandma's emergency number disconnected two years ago. The sheet in the folder dates from the admission meeting — and nobody has touched it since.

Pick-up situations without a clear basis

A new partner stands at the door: "I am here to collect Emma." Is he on the list? Does the verbal note from three months ago still stand? After separations this quickly becomes a liability-relevant conflict for your staff.

The annual paper round fizzles out

You distribute update sheets into the pigeonholes — half come back, a quarter illegibly, the rest never. Chasing takes weeks, and the file still ends up patchy.

The annual update with Questee

  1. 1

    Create the update form

    Emergency contacts with name, relationship and number; authorised collectors with explicit confirmation; space for changes such as custody notes. Set up once, reused every year — no IT knowledge needed.

  2. 2

    Parents confirm in five minutes

    Link by e-mail or QR code at the entrance. Parents fill it in on their phone — on the sofa in the evening, in German or English. Interrupted? Resume later: draft saving included.

  3. 3

    Documented confirmation instead of a paper lottery

    Every response arrives with a timestamp — you see which family has confirmed and whom to remind. In an emergency your staff access the current record, not the one from three years ago.

Safety data deserves secure tools

GDPR + hosted in Germany

Contact data and custody notes stay on German servers — with an Art. 28 GDPR DPA for your provider.

Timestamp per confirmation

Every response is documented with a date — provable when each family confirmed.

Conditional logic

"Has anything changed?" — only on yes do the change fields appear; otherwise confirmation suffices.

No app, no account

Parents only need the link — works on any phone, no installation, no registration.

Multilingual DE/EN

International families confirm in English — no misunderstandings on safety-critical details.

Save and resume

Anyone interrupted while filling in continues with the same link — nothing is lost.

Safety does not need a budget line

For the annual update of a small setting, Free is enough (3 forms, 100 responses/month). Larger settings and providers take Pro: €12/month, unlimited, with your own logo.

Free

3 forms, 250 responses/month

Pro

Unlimited, 10,000 responses/month, AI included

View all plans

Questions about the digital update

Is the digital confirmation of collection authorisation legally sufficient?
For ongoing updates, a documented digital confirmation with a timestamp is far better than an untraceable sheet — it shows who declared what and when. Whatever form your provider requires for the original collection authorisation (e.g. a signature in the care contract) remains unaffected; the form supplements and updates the file. Clarify details with your provider — many explicitly accept the documented confirmation by the legal guardians.
How do we ensure the legal guardians actually fill it in?
Send the link directly to the guardians' e-mail addresses on file rather than posting it publicly, and optionally add password protection. In the form, respondents explicitly confirm their identity and guardianship — together with the timestamp that is far more robust documentation than a sheet someone dropped into a pigeonhole.
What about separated parents with conflicting details?
This is exactly where documented capture pays off: you see who declared what and when, and can proactively seek the conversation on contradictions before a conflict arises at the door. In contested custody cases the usual rule applies: the setting decides based on the file and consultation with the provider — the form provides the clean basis for that.
Why not keep putting the paper sheet into the pigeonholes?
Because the return rate is the problem: in practice only half the paper sheets come back, and you have no overview of who is still missing. Digitally you see returns live, remind specifically — and the details are legible, complete and instantly on file, without retyping.
Is the contact data safe with you? This is data about children and families.
Yes — hosting exclusively in Germany, encrypted transfer, tenant-isolated storage and the Art. 28 GDPR DPA for your provider's privacy documentation. Unlike US tools or messenger groups, the data does not travel to third countries or into private chat histories.
Can parents also report changes during the year?
Yes — simply keep the link permanently active (e.g. on your website or as a QR code at the entrance). If grandma moves or a collection authorisation changes, parents report it immediately instead of waiting for the next annual round. You get every change via e-mail notification.
Do we need an expensive nursery app for this?
No. All-in-one nursery apps only solve contact updates as part of a package with per-child licences and annual contracts. If you do not (yet) want a full platform, a single Questee form covers exactly this use case — free on the Free tier, with no lock-in and no app obligation for parents.

Next emergency, the number is right

Create the form, send the link to all families, track returns live. Start free — the annual update is done within a week.

Start the update now