Student pickup and carpool spreadsheet template. Free, and ready to become an app.
One workbook for school dismissal: every student with their grade, parent and pickup status, the parents and the cars they drive, a log of each pickup with its time, the adults allowed to collect each child, and the messages sent to parents. Download it free. When staff at the pickup line need to check who may take a child home, and parents should see only their own children, describe the same structure to Tadabase AI and it builds the pickup app.
Excel · Google Sheets · Numbers · 6 sheets
Rather have it as an app? Describe it — we’ll build it now.
Same structure as the spreadsheet, plus logins, roles and workflows. Free to start.
6 sheets, already linked by ID.
Each sheet is one kind of record. The ID columns are how the sheets point at each other, and they are the same links the app version turns into real relationships.
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Students
One row per student with their grade, the Parent ID of their family and a pickup status of Waiting or Picked Up.
Student ID · Name · Grade · Parent ID · Pickup Status
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Parents
Each parent with their email, phone and a short description of the car they drive.
Parent ID · Name · Email · Phone · Vehicle Info
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Vehicles
The cars that come to the pickup line, by Parent ID, with make, model, color and license plate.
Vehicle ID · Parent ID · Make · Model · Color · License Plate
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Pickup Records
A log of pickups: which student, which parent, the pickup time and a status of Completed or Pending.
Pickup ID · Student ID · Parent ID · Pickup Time · Status
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Authorized Pickups
The adults allowed to collect each student, with their relationship (Mother, Father or Guardian).
Authorization ID · Student ID · Parent ID · Authorized Individual · Relationship
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Notifications
The messages for parents, such as "Your child is ready for pickup", with the time and whether each was sent.
Notification ID · Parent ID · Message · Sent Time · Status
Fine for one person. Hard for a team.
Where the spreadsheet starts to cost you time once more people depend on it.
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The authorized list is a list, not a check
Nothing stops a pickup from being logged for an adult who is not on the Authorized Pickups sheet. The person at the curb has to find the student, scroll to their rows and compare names while the line waits.
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Pickup status lives in two places
Students says Waiting or Picked Up; Pickup Records says Pending or Completed. Both are typed by hand, so during a busy dismissal they disagree, and nobody can tell which one is right.
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Notifications are written down, not sent
The Notifications sheet records the message and marks it Sent or Pending, but someone still has to text or email each parent. Sharing the file instead would show every family's phone number, car and license plate.
Same structure, with logins and automations.
Start from a real prompt, change anything that doesn’t fit, then build it.
Loads this prompt into the prompt box- School pickup app A school pickup app with students, parents, authorized pickup adults, vehicles and pickup records. Each student has a grade and is linked to their parents. Parents log in, see only their own children, and add or remove the adults allowed to collect them and the cars they drive (make, model, color, license plate). Staff at the pickup line search by student name or license plate, see the authorized adults for that student, and mark the student picked up with the time and the adult who collected them. Email the parent when their child is picked up. The office sees a live list of today's students, waiting or picked up, by grade.
- Carpool groups A carpool app for school families — families join a carpool group; each group has a weekly schedule of which parent drives on which day and which students ride; parents log in and see only their own groups, the schedule and the other families' contact details in those groups; a parent can swap a driving day with another parent in the group, and everyone in the group gets an email when the schedule changes.
- Early dismissal sign-out An early dismissal sign-out app for a school office — the office records each student leaving early with the time, the reason and the adult who collected them, chosen from that student's authorized pickup list; teachers see which of their students left early today; the parent gets an email when their child is signed out; and the office can see each student's early dismissals for the term.
Starting from School pickup app
Opens the builder with your prompt. Free for 14 days, no card needed.
Questions about this template.
Is the spreadsheet template really free?
Yes. It is a normal .xlsx file that opens in Excel, Google Sheets or Numbers. No sign-up is needed to download it.
Does it work as a carpool template in Google Sheets?
Yes. Upload the .xlsx to Google Drive and open it with Google Sheets, or use File, then Import, in a blank sheet. Every sheet comes across with its columns and sample rows.
Can parents see only their own children and pickup list?
Not in the spreadsheet. In the app, yes: the AI sets up a parent role that sees only their own children, their authorized adults and their cars, a staff role for the pickup line and an office role that sees everything. That rule is enforced on the server for every record, not by hiding rows.
Does the template include carpool groups?
No. The file tracks each student's own parent, car and authorized adults, not shared carpools. The Carpool groups prompt above builds that part: groups, a driving schedule and day swaps, with each family seeing only its own groups.
Can I bring the data I already have in the spreadsheet?
Yes. Once the app is built, import each sheet into the matching table from a CSV or Excel file. The importer maps your columns to the fields and shows any row it could not bring in, and why.
When should I move from the spreadsheet to an app?
When more than one person edits it, when someone outside your team needs to see part of it, or when you start copying rows between tabs by hand. Those are the points where a spreadsheet starts losing data quietly.
Keep the structure. Lose the copy-paste.
Describe the app the spreadsheet was trying to be. Tadabase AI builds it with real logins, roles and workflows, and you can try it free for 14 days.
- 14-day free trial, no card
- Unlimited app users
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