Run a better centre.
Compliance, taken care of.
Childcare360 handles the compliance monitoring, rostering, sick cover, documentation, and family communication that consumes your team — so your educators can focus entirely on delivering outstanding care.
Why Childcare360
Everything you need to run
a well-protected, thriving centre.
One platform that connects compliance, operations, learning, and family engagement — so nothing falls through the cracks and your team has more time for children.
Compliance, automated
Real-time ratio monitoring, credential alerts, audit logs, and quality reporting run in the background — so your team is always protected without extra effort.
AI that does the heavy lifting
From generating compliant rosters to handling sick cover calls and identifying developmental focus areas — our AI takes on the tasks that drain your team's time and energy.
Families who feel connected
Live daily updates, animated weekly stories, subsidy visibility, and direct messaging mean families are always in the loop — building trust and reducing inbound enquiries.
One platform, no gaps
Every module — rostering, learning plans, invoicing, documents, excursions — connects seamlessly. No spreadsheets, no switching apps, no data entry twice.
Command Centre Dashboard
Your entire centre — at a glance, in real time.
The moment you open Childcare360, you see everything that matters: who's signed in, room occupancy, ratio status, medications due, and any items needing your attention. It's the clarity that lets directors lead confidently rather than spend their day chasing information.
- 🏫Live room occupancy and ratiosAll rooms at a glance — capacity, children signed in, educators on floor, compliance status.
- 💊Medication and alert feedToday's medications, upcoming expiries, and required actions surfaced immediately.
- 📊30-minute ratio interval viewSee ratio compliance for every 30-minute slot throughout the day — always audit-ready.
- ⚡Quick actions built inWrite a post, log an incident, check the waitlist, view leave requests — all from one screen.
Compliance Monitoring
Know your compliance position before anyone else does.
Childcare360 monitors every compliance obligation continuously — ratios, qualifications, Working With Children Checks, ECT requirements, and more. When something needs attention, you see it immediately and clearly, with the specific regulation referenced so you know exactly what action to take.
- ⚖️Real-time ratio alerts by severityCritical issues are immediately visible and labelled — Reg 123 educator ratios, ECT requirements (Reg 126), and more.
- 🪪WWCC and credential monitoringEvery educator's certifications are tracked automatically, with advance alerts well before expiry.
- 📋Regulation-linked notificationsEvery alert references the specific section of the National Law or Regulations it relates to.
- 🎓Qualification compliance trackingThe 50% Diploma+ requirement and ECT floor requirement are tracked room-by-room in real time.
Ratio Report
A complete ratio audit trail — every 30 minutes, every room.
The Ratio Report automatically generates a full compliance check sheet based on actual sign-in and clock records. Every 30-minute slot, every room, colour-coded green or red. It's the documentation that demonstrates your commitment to safe ratios — ready whenever it's needed.
- 📊NQF ratios automatically applied0–2 yrs 1:4 · 2–3 yrs 1:5 · 3–6 yrs 1:11 · OSHC 1:15 — applied to every slot without any manual input.
- 📅Historical reporting on demandRun reports for today, this week, last month, or any custom date range — exportable for regulators.
- ✅Overall compliance scoreInstantly see what percentage of time slots were fully compliant — a clean, clear record of your performance.
Why It Matters
Compliance is complex. We've made it manageable.
The childcare sector faces increasing regulatory scrutiny. The centres that navigate it best are those with systems that monitor, document, and alert — automatically. Childcare360 was built to give every centre that capability, regardless of size.
Sources: ACECQA NQF Annual Performance Report 2025 & Productivity Commission data Feb 2026. For general context only — verify with relevant authorities.
AI Voice Agent
Sick cover handled.
Manager free to focus on
what actually matters.
When an educator wakes up unable to work, they call your centre's dedicated Childcare360 number. The AI Voice Agent takes the call, confirms the details, and immediately sets the replacement process in motion — while the centre manager gets on with the day.
No phone lists. No back-and-forth. No disruption to the morning routine. The AI makes outbound calls to available replacement educators, confirms the shift, and updates the roster — all before the manager has finished their first coffee.
Educator calls in
The educator calls the Childcare360 AI number. The Voice Agent greets them warmly and asks about their leave — type, duration, and any relevant details. No hold music. No waiting for someone to pick up.
AI processes the leave
The system logs the leave, updates the roster to show the gap, and immediately analyses who is best placed to cover — based on qualifications, current hours, availability, and room ratio requirements.
AI calls available educators
The Voice Agent makes outbound calls to the most suitable available educators — explaining the shift details clearly and asking for confirmation. If the first person declines, it moves to the next. Automatically.
Manager gets a summary, not a problem
Once cover is confirmed, the roster updates instantly and the manager receives a notification: "Shift covered. Priya Ramasamy confirmed for Caterpillars, 8am–4pm." The centre manager never had to pick up a phone.
🎯 Why this matters for your centre
AI Rostering & Workforce Intelligence
Intelligent rosters that keep your centre staffed, compliant, and cost-efficient.
The AI Rostering engine analyses attendance patterns, educator qualifications, and NQF compliance requirements to build optimised rosters automatically. It understands your centre's rules, each room's needs, and each educator's availability — so every shift is covered by the right person.
- 🤖Generate AI Roster in one clickAI drafts a fully compliant roster for the week, ready for review, tweaking, and one-click publishing to educator portals.
- 📈Attendance pattern learningAI analyses historical drop-off and pick-up behaviours to predict the most cost-efficient staffing structure for your typical week.
- ✅Sick Cover tab with AI suggestionsWhen cover is needed, the platform immediately shows the best available replacement — ranked by qualification fit, availability, and hours.
- 💳Timesheet and payroll exportActuals flow directly from clock records to payroll export — removing manual timesheet processing entirely.
Daily Operations
Every daily compliance task — handled, logged, and timestamped.
Daily Operations brings together the routine tasks that matter most for compliance and child safety. Evacuation drills, sleep monitoring, visitor sign-ins, hazard logs, responsible person records — all managed from one place and automatically added to the audit trail.
- 🚒Emergency drill managementStart a Fire, Lockdown, or Earthquake drill and the system loads all signed-in children automatically for headcount. Duration, participants, and outcome are logged with a timestamp.
- 😴Sleep tracking and check intervalsReal-time infant sleep monitoring with configurable check alerts — every check logged for compliance.
- ⚠️Hazard and maintenance registerLog and resolve facility hazards with photo evidence, priority rating, and resolution timestamps.
- 🧑💼Responsible Person audit logCaptures who is the Responsible Person throughout each day — a key requirement under the National Law.
Educator Certifications & Compliance
Every credential tracked, every expiry flagged — automatically.
Childcare360 monitors every certification, qualification, and Working With Children Check for your entire team. Expiry dates are tracked and flagged in advance, Responsible Person eligibility is calculated automatically, and the platform is ready to integrate directly with the National Educator Register once the API launches.
- 🎓Full certification tracking with expiry datesFirst Aid, CPR (12mo), Anaphylaxis, Asthma — all with clear expiry dates and automatic advance alerts so nothing lapses.
- 🪪WWCC verification and qualification recordsWWCC numbers, expiry dates, and qualification level stored per educator — with a direct link to the Australian National Educator Register for verification.
- 🏛️Responsible Person eligibility — auto-calculatedThe platform checks First Aid + CPR (≤12mo) + Anaphylaxis currency and displays RP Eligible status automatically — no manual calculation needed.
- 🔗National Educator Register integrationVerify educator qualifications directly against the Australian National Educator Register — automated verification ready for the NER API launch.
Quality Improvement (QIP)
Pursue excellence across all 7 NQF Quality Areas — with structured support.
The Quality module helps your team continuously improve against every NQF Quality Area. Self-assess, document evidence, track goals, and maintain an up-to-date QIP — all within the platform. Moving from "Meeting NQS" to "Exceeding NQS" becomes a structured, measurable journey.
- 🏆All 7 NQF Quality AreasQA1 Educational Program · QA2 Children's Health & Safety · QA3 Physical Environment · QA4 Staffing · QA5 Relationships · QA6 Partnerships · QA7 Governance.
- 📋Educator Portfolio and evidence trackingAttach evidence against each standard and track progress with Smart Alerts and documentation prompts.
- 📊Parent Surveys integratedCollect and track family satisfaction directly linked to quality improvement goals and evidence.
AI Learning Plans — Classroom Insights
Understand where your room needs support — and act on it confidently.
The Learning Plans module uses AI to analyse developmental data across your room, surface where children need the most attention, and identify which individuals deserve closer focus. Crucially, the AI always explains its reasoning — educators can see exactly how each conclusion was reached.
- 🤖AI Classroom AnalysisIdentifies patterns across the whole room — "75% of children are at Emerging levels in Language & Literacy" — so educators can plan with confidence.
- 👀Children to WatchHighlights children with the lowest average scores across domains — enabling targeted, meaningful support.
- 📚EYLF V2.0 and MTOP V2.0 alignedAll learning plans and observations mapped to the current Australian Early Years Learning Frameworks.
CCS & Subsidy Management
Child Care Subsidy — fully automated for families and your team.
Childcare360 handles CCS from end to end. Families can calculate their entitlement instantly. Your admin team generates and submits session reports with full PRODA integration. And subsidy gaps or missing setups are flagged automatically — so no family misses out on what they're entitled to.
- 🧮Interactive CCS CalculatorFamilies see their subsidy rate, weekly gap fee, and annual savings in real time — a powerful tool for enrolment conversations.
- 💰Always current rates2025–26 rates, hourly rate caps, 3-Day Guarantee (72-hour minimum), and Aboriginal and Torres Strait Islander higher rates — all built in.
- 📋PRODA integrationSession reports built and submitted through full PRODA integration — reducing manual government reporting to near zero.
Reports & Safety
The reports you need, when you need them — one click away.
A flexible report builder covering every area of your centre's operations — attendance, educator hours, enrolments, compliance & certifications, outstanding fees, occupancy, and risk assessments. Filterable, exportable, and always based on live data.
- 📊Compliance and Certification ReportEducator qualifications, certifications, and expiry dates — ready to export for regulator review at any time.
- ⚠️Risk Assessments registerLog, categorise, and review facility risk assessments with mitigation actions and review dates.
- 🏢Occupancy and financial reportsRoom capacity trends, enrolment analysis, and outstanding debt reports support confident business decisions.
Weekly Stories — Family Engagement
Give families a window into their child's week they'll actually love.
Weekly Stories transforms the week's photos, activities, and development data into a beautifully animated story — published straight to the family's app. Families feel genuinely connected to their child's day, which builds trust, reduces ad-hoc phone calls, and strengthens your centre's reputation.
- ✨Weekly, End of Term, Year in ReviewThree formats for different moments — each automatically assembled from the week's data, photos, and activities.
- 🎵Background music includedFamilies choose what they want to hear — Playful & Bright, Warm Strings, Gentle Piano, or Uplifting. A genuinely delightful experience.
- 📱Instant parent portal deliveryPublished directly to the family's app — no email attachments, no downloading, no effort for families.
The Compliance Engine
Compliance built into every layer,
not bolted on as an afterthought.
Every module generates compliance data automatically — no manual forms, no spreadsheets, no chasing paper.
Real-Time Ratio Monitoring
Live educator-to-child ratios calculated every minute across every room — with visual alerts before thresholds are reached.
- Per-room live ratio display
- Qualification-aware counting only
- Alert before breach, not after
- Auto-logged to compliance record
Child Audit Log
A government-ready audit trail per child — every attendance, incident, medication, permission, and document event automatically captured and immutably stored.
- Searchable and exportable
- Nothing editable without a trace
- Linked to incident and document records
Immunisation Tracking
Full schedules per child, with automatic reminders to families and management when vaccinations are due, overdue, or approaching review dates.
- Automated family notifications
- Dashboard alerts for overdue records
- Status flagged during enrolment
Medical Plan Compliance
Every medical action plan, medication, and piece of equipment tracked with expiry alerts sent automatically to the centre and family before anything lapses.
- 30, 14 and 7-day advance alerts
- Medical plan version history
- Equipment and medication locations
Educator Credential Tracking
Every qualification, WWCC, first aid, CPR, and specialist certification monitored with automatic advance alerts — and linked to the rostering engine.
- Expiry alerts for all credentials
- Only valid qualifications count toward ratios
- Integrated with roster placement
Document Audit Trail
Every document view, download, and share is logged automatically. External shares generate an instant management notification — full visibility, always.
- View and share event logging
- External email share notification
- Document version control
All Platform Modules
15 modules. One platform.
Everything connected.
No add-ons, no extra fees per feature. Every module is included and talks to every other — data entered once flows everywhere it's needed.
Dashboard
Live centre overview — occupancy, ratios, medications, alerts, and financials at a glance.
- Real-time compliance alert feed
- Room ratio heatmap
- Quick actions toolbar
AI Rostering
AIAI generates compliant rosters, analyses attendance patterns, and integrates with sick cover via the Voice Agent.
- One-click AI roster generation
- Attendance pattern analysis
- Payroll and timesheet export
AI Voice Agent
AIHandles inbound sick leave calls and makes outbound cover calls — the entire sick cover process, automated.
- Inbound sick leave handling
- Outbound cover confirmation calls
- Auto roster update on confirmation
Compliance
Real-time alerts for ratio breaches, expired credentials, ECT requirements, and NQF obligations.
- Critical, warning and info severity
- Regulation-referenced alerts
- WWCC and qualification tracking
Ratio Reports
30-minute interval ratio audit report based on actual sign-in data — always exportable and audit-ready.
- NQF ratios auto-applied
- Historical date range reports
- Compliance score overview
Daily Operations
Drills, sleep tracking, visitor sign-in, hazards, responsible person log, room handover — all in one place.
- Fire, lockdown, earthquake drills
- Hazard and maintenance register
- RP duty log
Educators
Comprehensive profiles — certifications, performance, availability, leave, pay and super management.
- Credential and expiry tracking
- Performance metrics
- Payroll export integration
Children
Full child profiles with complete audit log — attendance, medications, incidents, permissions, excursions.
- Drag-and-drop room assignment
- Dietary and cultural requirements
- Government-audit-ready log
CCS & Invoicing
Full CCS management, gap fees, session reporting, PRODA integration, and automated invoicing.
- 2025–26 rates, 3-Day Guarantee
- PRODA integration
- Automated invoice generation
Quality (QIP)
Self-assess against all 7 NQF Quality Areas, track goals, and maintain your QIP within the platform.
- All 7 quality areas
- Educator portfolio evidence
- Smart alerts and parent surveys
Learning Plans
AIAI classroom insights, EYLF V2.0 / MTOP V2.0 aligned learning plans, observations, and learning journeys.
- AI developmental analysis
- Children to Watch flagging
- EYLF and MTOP aligned
Weekly Stories
AIAnimated weekly, end-of-term, and year-in-review stories published directly to the parent portal.
- Photo collage + animated stats
- Background music selection
- Instant parent portal delivery
Documents
Email, upload, or scan — AI extracts data and proposes record updates. Full access audit trail.
- Email-to-file ingestion
- AI data extraction
- Manager approval workflow
Reports & Safety
Custom report builder for attendance, compliance, certifications, debt, occupancy, and risk assessments.
- Compliance Certification Report
- Risk assessments register
- Emergency contacts management
Owner Portal
Platform-level oversight for multi-centre groups — consolidated analytics, billing, and centre management.
- Cross-centre analytics
- Consolidated financials
- Subscription management
Stakeholder Portals
The right experience for every person.
Role-appropriate portals ensure every stakeholder sees exactly what they need — and nothing they shouldn't.
For Management
Director Portal
Full operational visibility — staff, children, compliance, QIP, and finance in one unified view.
- Complete compliance dashboard
- CCS and financial reporting
- AI rostering and sick cover
- Document approval workflows
For Educators
Educator Portal
A clean, simple view designed for on-the-floor use — roster, room, daily tasks, and observations.
- Personal roster and shift view
- Daily update entry
- Leave and availability requests
- Shift bidding for open shifts
For Families
Family Portal
Real-time visibility into their child's day — daily updates, Weekly Stories, invoices, and messaging.
- Live daily updates and photos
- Weekly Stories delivery
- CCS entitlement monitoring
- Permission management
Multi-Centre
Owner Portal
Platform-level oversight for group operators — every centre, every metric, one login.
- Cross-centre analytics
- Consolidated financials
- All centres from one view
- Subscription management
Platform Comparison
See how Childcare360 stacks up.
A general feature comparison based on publicly available information about leading platforms in the Australian market.
| Feature | Childcare360Full Platform | Xplor EducationAus/NZ | KinderM8Aus/NZ | OWNAAus/NZ | BrightwheelUS-based |
|---|---|---|---|---|---|
| 🤖 AI & Automation | |||||
| AI Voice Agent (sick leave + cover calls) | ✓ | — | — | — | — |
| AI roster generation | ✓ | — | — | — | — |
| AI attendance pattern analysis | ✓ | — | — | — | — |
| AI developmental focus areas | ✓ | — | — | — | — |
| AI document data extraction | ✓ | — | — | — | — |
| Animated Weekly Stories for families | ✓ | — | — | — | — |
| 🛡️ Compliance & Safety | |||||
| Real-time ratio monitoring | ✓ | ✓ | ✓ | ✓ | — |
| 30-min interval ratio audit report | ✓ | Limited | Limited | Limited | — |
| Emergency drill logging | ✓ | Partial | Partial | Partial | — |
| QIP / NQF Quality Areas module | ✓ | Partial | Partial | ✓ | — |
| SOC2 security compliance | ✓ | — | — | — | ✓ |
| Government-ready child audit log | ✓ | Partial | Partial | Partial | — |
| 👨👩👧 Children, Families & Finance | |||||
| CCS management & PRODA integration | ✓ | ✓ | ✓ | ✓ | — |
| Immunisation tracking + reminders | ✓ | ✓ | ✓ | ✓ | Basic |
| EYLF V2.0 / MTOP V2.0 learning plans | ✓ | ✓ | ✓ | ✓ | Limited |
| Automated invoicing | ✓ | ✓ | ✓ | ✓ | ✓ |
✓ = Included | — = Not available or not publicly documented | Partial/Limited = Available in some configurations. Always verify directly with vendors.
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