We’ve set up a system in that looks something like this.
I saw this one and thought it would be nice to share ours also.
And first of all: a HUGE thank-you to @Jason — the true Tapeapp guru.
Without his guidance, this setup would have been much more difficult to build. 
Background – the problem our school was facing
Our kids attend an outdoor school, where most classes happen in the forest and open nature. It’s a wonderful learning environment — but it created unexpected administrative challenges.
The daily challenges the school staff had:
- Every morning, staff had to manually record on paper:
- which children were present,
- who was absent,
- how many lunches to order,
- and which dietary requirements applied.
- This had to be completed by 8:00 AM, because the kitchen needed accurate numbers early.
- The biggest monthly challenge:
- manually counting how many days each child attended,
- how many lunches were actually ordered,
- which Friday activities were attended (some free, some paid),
- and finally calculating what each family should be charged.
With 70+ children, this was extremely time-consuming.
The principal often needed three full days at the beggining of each month just to calculate everything. As expected, mistakes occasionally happened — and some parents questioned even the smallest charge, which created additional stress.
Our goal
To completely automate the entire workflow:
- daily attendance
- lunch orders
- absences reported by parents
- Friday activities (free + paid)
- and fully automated end-of-month reporting for each family
All without introducing more work for teachers or staff.
The solution – Tapeapp + Fillout
Working together with Jason, we designed a system that solved every pain point.
1. Unique URL for each family
Every family received a personal link showing only their children.
From there, parents can:
- select a child
- choose which days the child will be absent
The form is built with Fillout, and upon submission a webhook finds the correct child in Tape and records the absence.
Parents must submit this for today before 7:45 AM or for future days, so the system can finish processing before lunch orders are sent.
After submission is done patents receive a confirmation email for selected absent days.
2. Automatic lunch ordering at 8:00
At exactly 8:00 AM, the system automatically calculates:
- how many children are present,
- which diets are required,
- and generates the final lunch order,
then sends an SMS directly to the kitchen. Yes, kitchen wanted it via SMS 
No guessing, no manual counting.
3. Daily records for full transparency
Each morning a new record is created for every child, giving the staff:
- a full attendance overview,
- which teachers are present,
- what activities are happening that day,
- and any special notes.
This gives a clean, consistent daily log with a touch of basic Tape dashboard.
4. Activities management
The principal also has a dedicated app where she can:
- select a date,
- choose the type of activity,
- indicate if it has an extra cost,
- and add the participating children.
Everything gets tracked automatically throughout the month.
5. Monthly automated family report
At the end of the month, Tape generates a full report for each family:
- number of days each child attended,
- lunches ordered,
- all activities (paid + free),
- and the final amount to charge.
This process used to take the principal three days.
Now it takes zero — it’s fully automated.
We saved her three days every month, eliminated calculation errors, and gave the school a clear, reliable system.
And again this would not be possible without Jason!
If anyone has a more in depth question feel free… 