Child services
Less paperwork between your people and the children
We build automation for OSHC, early learning and child services providers. Contracts, incidents and approvals run themselves in the background, and educators stay focused on the floor.
Why it matters
Every hour of admin is an hour off the floor
Child services run on paperwork that has to be right: contracts, incident reports, approvals, compliance records. Most of it is repetitive, and most of it lands on the same few people, often after the children go home.
Automation takes the repetitive part. Forms fill themselves from data you already hold, documents route to the right person for sign-off, and records file themselves. Your people still make every call that matters, they just stop doing the copying and chasing.
- Contracts and letters generated and sent at scale
- Incidents captured once, on any device, filed properly
- Sign-offs that chase themselves
What we build
Start with the process that hurts most
Most providers begin with one workflow, like contracts or incident reporting. Each build stands on its own and fits how your services actually run.
What good looks like in child services
Two real projects for an outside school hours care provider, an Australian outside school hours care provider.
Outside School Hours Care Provider
Contract automation
A government wage increase meant issuing more than 2,500 staff contracts at once, and the manual process was slow and error-prone.
We automated the run end to end with Power Automate, a Power App form and DocuSign, with signed copies filed back to SharePoint automatically.
Outcomes
- 2,500+ contracts issued
- Signed copies filed automatically
- Fewer manual steps and errors
Outside School Hours Care Provider
Incident management app
Their incident app was outdated, and reliable capture across many locations was becoming a compliance concern.
We rebuilt it with a Power Apps front end and SharePoint behind it, with digital signatures, drawings and automatic information sharing, and trained every location.
Outcomes
- 99.9% uptime
- Consistent capture across locations
- Stronger compliance and safety records
Safe by design
When your work involves children, records are serious business. We build automation with full audit trails, role-based access and human sign-off wherever judgement is involved.
Controls we build in
- Full audit trail on every record
- Role-based access by site and role
- Human sign-off on key steps
- Child and family data protected
- Training so the change sticks
Questions we hear most
What is business process automation in child services?
It is having the routine paperwork run itself. Contracts, incidents and approvals move in the background, so educators stay focused on the floor rather than on forms.
What kinds of processes can be automated in child services?
The repetitive, rule-based ones: contracts and letters, incident reporting, staff onboarding, approvals and compliance registers. Anything where people copy information between systems is a candidate.
Our educators are not desk workers. Will they use it?
That is the design test. Everything we build runs on phones and tablets as well as desktops, and we train at each site. An outside school hours care provider’s educators use their incident app across every location.
What happens when a process needs human judgement?
The automation stops and asks. Approvals, sign-offs and anything involving a child stay with your people; the automation just brings them the work ready to decide.
We have a one-off crunch, like a bulk contract run. Can you help?
Yes. Some automation is built for a moment, like issuing 2,500 contracts after a wage change, and keeps paying off afterwards for onboarding and renewals.
What does it run on?
Mostly Microsoft tools you may already licence: Power Apps, Power Automate and SharePoint, plus services like DocuSign where signatures are needed.
Where should we start?
With the process your team complains about most. We map it, automate the worst of it, and prove the value before going wider.
What happens at peak times like the start of a term?
That is usually when automation earns its keep, because a run that took a week by hand happens in the background. We size it for your busiest week, not your average one.
Ready when you are
Take the paperwork off the floor
Bring the process that keeps your coordinators back after close. We will map it and show you which parts can run themselves.
What to expect
- A consultant replies within 4 business hours
- Session booked to understand your requirements
- We will provide you with a fixed price quote