Educator app
Sign-in and sign-out, daily notes, incidents, medication and documents on the educator's own phone.
Family day care software: educators, families & CCS
Family day care: every educator's home, one scheme. More care, less chasing.
Attendance arrives as photos of sign-in sheets, coordinator visits live in a spreadsheet, a Working with Children Check quietly expires and families text educators for updates at 9pm. We build family day care systems that join the scheme office to every educator's home and every family's phone, then we host them and look after them.
Looking for family day care software that works for the office and every educator?
A family day care scheme is dozens of small businesses held together by one approved service. Each educator runs their own home, their own families and their own way of doing paperwork. The office then has to turn all of it into clean attendance for CCS, compliant records for the regulator and fair payments every fortnight. Most schemes end up with an approved CCS package, a pile of email attachments, a visits spreadsheet and a coordinator who knows everything because she has to.
Wollopit builds custom family day care software around how your scheme actually runs. Educators sign kids in and out on their phone. Checked attendance flows into the CCS software you already use. Visits, home safety checks and certificates track themselves. Families enrol online, find vacancies and get updates in one app. We connect what's working, replace what isn't and look after the lot on our own servers.
01The problems
What we hear from family day care services
Does your family day care service have these problems? Here's how we'd fix them.
Most schemes we talk to have brilliant educators and a scheme office drowning in attachments. It holds together until a fortnight with three coordinators off sick.
- The problemAttendance arrives every which wayPhotos of sign-in sheets, emailed spreadsheets and a few still handwritten. Someone in the office retypes the lot every fortnight.How we fix itEducators record sign-in and sign-out in an app with the parent's signature on the spot. Times land in the office ready to check.
- The problemCCS sessions pieced togetherAttendance, absences and fees get stitched together before submission. One wrong time means a correction weeks later.How we fix itChecked attendance flows into your approved CCS software as session data, with gaps and odd times flagged before anything is submitted.
- The problemAbsence days sneak upNobody knows how many allowable absence days a child has used until a family gets a nasty surprise.How we fix itAbsence counts for every child, alerts as families get close and the supporting documents for extra absences kept on file.
- The problemCoordinator visits in a spreadsheetWho's due a visit, what was checked and which follow-ups are still open all depends on whose laptop you open.How we fix itVisit scheduling by area with checklists on a tablet, photos, notes and follow-up actions that stay open until they're done.
- The problemHome safety checks on paperAnnual home risk assessments, pool fences, smoke alarms and hazard notes sit in folders across the office.How we fix itHome and venue assessment templates with photos, due dates and reminders to the educator and coordinator.
- The problemCertificates expire unnoticedWorking with Children Checks, first aid, CPR, anaphylaxis and insurance renewals slip past until assessment and rating.How we fix itEvery educator and household member's documents in one place, with expiry reminders well before they lapse.
- The problemRatios checked by memoryAn educator adds a casual booking and nobody notices they're over the limit for under-school-age kids that day.How we fix itBookings check each educator's numbers and age mix as they're made. Over the limit and it won't go through.
- The problemEducator payments take daysFees, CCS, gap fees and levies reconciled by hand for every educator before anyone gets paid.How we fix itPayment statements worked out from approved attendance, levies deducted automatically and the batch sent to Xero or MYOB.
- The problemEnrolments on paperCRNs, immunisation history, medical plans and authorisations collected on forms that come back half filled.How we fix itOnline enrolment with required fields, uploaded documents, digital signatures and Complying Written Arrangements signed in the same flow.
- The problemIncidents and medication on paperIncident, injury, trauma and illness records filled in by hand and the scheme hears about it days later.How we fix itDigital incident and medication forms on the educator's phone, parent sign-off in the app and the coordinator notified straight away.
- The problemFamilies can't find a placeParents ring the office, the office rings five educators and the vacancy has gone by the time anyone calls back.How we fix itA vacancy finder on your website by suburb, days and age, with enquiries sent straight to the right educator.
- The problemParent updates by textPhotos sent from personal phones, notes on scraps of paper and no record of what was shared with who.How we fix itA parent app with daily notes, photos that respect consent settings and messages the scheme can see if it needs to.
02What we build
Solutions
What we build for family day care services. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Attendance & sign-in
Parent signatures at drop-off and pick-up, late flags and fortnightly timesheets that submit themselves.
CCS session sync
Checked attendance pushed into your approved CCS software so nobody types it twice.
Absence tracker
Allowable absence counts per child, alerts and supporting documents for extra absences.
Family enrolments
Online forms, CRNs, immunisation records, medical plans and Complying Written Arrangements signed digitally.
Vacancy finder
Families search by suburb, days and age. Enquiries go straight to the educator with a spot.
Coordinator visit app
Visits planned by area, checklists on a tablet and follow-ups that can't be forgotten.
Home safety assessments
Annual home and venue checks with photos, hazards logged and due dates tracked.
Document & expiry tracker
WWCC, first aid, CPR, insurance and household member checks with reminders before they lapse.
Incident & medication records
Digital forms, parent sign-off and instant notice to the coordinator.
Educator payments & levies
Statements from approved attendance, levies deducted and payment batches into Xero or MYOB.
Parent app
Daily notes, photos, messages, invoices and absence reporting in one place.
Educator recruitment & onboarding
Applications, interviews, home checks and induction steps tracked from enquiry to first child.
A website families find
Quick on mobile, with the vacancy finder built in and made to rank for 'family day care near me'.
03The systems
The big ones
Your whole scheme, on one system.
These are the systems family day care schemes ask us about most. Each one works on its own and they get properly clever when they're joined up.
Educator portal
Everything an educator needs, on the phone in their pocket.
Educators sign children in and out with the parent's signature right there at the door. Daily notes, incidents, medication and their own documents sit in the same app. No more photographing sheets on a Friday night.
- Sign-in and sign-out with parent signatures
- Works on the educator's own phone
- Daily notes and photos for families
- Incident and medication forms
- Ratio and age mix check on bookings
- Upload certificates from the camera
- Messages from the scheme office
- Visit dates and follow-ups
- Fortnightly timesheet submits itself
- Simple enough for any educator
Attendance & CCS
Attendance in once. Subsidy records follow.
Every educator's attendance lands in one place for the office to check. Odd times, missing signatures and absences get flagged early. Approved sessions flow into the CCS software you already use, so the office stops retyping.
- All educators' attendance in one view
- Missing signatures and odd times flagged
- Approve by educator or in bulk
- Session data into your approved CCS software
- Allowable absence counts per child
- Alerts as families near the limit
- Corrections tracked with a history
- Gap fees calculated from sessions
- Reports for the fortnight in one click
Compliance & visits
Visits, checks and certificates that track themselves.
Coordinators see who's due a visit and plan their week by area. Checklists and home safety assessments are done on a tablet with photos. Every certificate has an expiry date and the system chases it before you have to.
- Visit schedule by area and due date
- Checklists on a tablet
- Photos and notes on the spot
- Follow-ups stay open until done
- Annual home and venue assessments
- WWCC, first aid and CPR expiry alerts
- Household member checks tracked
- Insurance and pool fence records
- Evidence ready for assessment and rating
- Reminders to educator and coordinator
Enrolments & vacancies
Families find a place and enrol without a single paper form.
Parents search vacancies by suburb, days and age on your website. When they've found an educator they enrol online with every document the scheme needs. CWAs get signed in the same flow and nothing comes back half filled.
- Vacancy finder on your website
- Search by suburb, days and age
- Enquiries straight to the educator
- Waitlist when there's no spot
- Online enrolment with required fields
- CRN and CCS details captured
- Immunisation and medical plans uploaded
- Complying Written Arrangements signed digitally
- Medication and excursion authorisations
- Enrolment status for the office
Educator payments
Fortnightly payments without the fortnightly headache.
Approved attendance becomes a payment statement for every educator. Fees, subsidy amounts, gap fees and levies are worked out for you and the batch goes into your accounting software. Educators see their statement in the app.
- Statements from approved attendance
- Scheme levies deducted automatically
- Gap fees and family invoices
- Payment batches into Xero or MYOB
- Statements in the educator app
- Adjustments with notes
- Family direct debits through Stripe or Ezidebit
- Overdue fees flagged early
Parent app
Families stay in the loop. Educators stay off their personal phones.
Parents get daily notes, photos and messages in one app that the scheme controls. They can report absences and see invoices too. Photo consent settings are respected every time.
- Daily notes and photos
- Photo consent per child
- Messages with the educator
- Absence reporting from the app
- Invoices and statements
- Incident and medication sign-off
- Scheme news and closures
- Educator holidays and backup care
04How it changes
Before and after
A fortnight's attendance, wolloped.
Here's how a fortnight in the scheme office could change. Every scheme is different, so we map yours first.
Before
- Forty educators send attendance forty different ways
- Photos of sign-in sheets retyped by hand
- Missing times chased by phone
- Absence counts worked out on a spreadsheet
- Sessions keyed into the CCS software again
- Payment statements built one by one
After
- Every educator records attendance in the app
- Parent signatures captured at the door
- Odd times flagged before the fortnight closes
- Absence counts update on their own
- Approved sessions flow into the CCS software
- Statements and the Xero batch are ready
05Services
Everything under one roof
Software, websites and systems for family day care services.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for family day care services
Built around how your family day care service actually runs: educator app, attendance & sign-in and the admin in between, in one system you own.
Websites for family day care services
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Family day care service system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for family day care services
CCS session sync and absence tracker: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xplor, Harmony Web and QikKids so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your family day care service, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside your approved CCS software and replace the bits holding you back.
- Xplor
- Harmony Web
- QikKids
- Kidsoft
- OWNA
- Storypark
- Xero
- MYOB
- Stripe
- Ezidebit
- Google Workspace
- Microsoft 365
- Google Calendar
- Mailchimp
- Twilio SMS
- Zoom
- Canva
- DocuSign
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your family day care service: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your coordinators and visit a few educators' homes to see where attendance, visits and paperwork actually get stuck.
- 02
Archi-tech
We plan it before writing code: educators, families, attendance, CCS software, compliance, payments, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the educator app and attendance first, so the office feels it by the next fortnight.
- 04
Look after
We host it, maintain it and keep improving it. When an educator can't log in you call the people who built it.
08Questions
FAQ
Things family day care services ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Does it work with the Child Care Subsidy system?
Yes, through the approved CCS software you already use. Only approved software can submit to Services Australia, so we connect to yours and send it clean attendance. No double entry and no retyping.
We already use Xplor or Harmony. Do we have to switch?
No. If your CCS package is doing its job we build around it: the educator app, visits, compliance, enrolments and parent updates on top. If something is holding you back we'll show you what replacing it would involve before anything changes.
Our educators aren't very techy. Will they use it?
That's who we design for. Big buttons, plain words and only what an educator needs that day. We'll test it with a few of your educators before rolling it out to everyone.
Can it track Working with Children Checks for household members too?
Yes. Every educator, assistant and adult household member can have their checks and certificates on file with expiry reminders sent to them and the coordinator.
Is children's information kept private?
Yes. Access is set by role, so educators see their own families, parents see their own children and the office sees what it needs. Photo consent is respected every time.
How much does a family day care system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
We plan it in stages. The educator app and attendance can come first so you get an early win, then compliance, enrolments and payments follow.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most family day care services we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a family day care service problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.