A Holistic Approach
One platform to run your entire operation
Stop combining spreadsheets, paper registers, and separate payment systems. Tot Tracker brings it all together, reducing labour, increasing accuracy and eliminating mistakes.
Digital Enrolment Forms
Bin the paper enrolment pack, which probably asks for information you already have. Parents complete a structured digital form on any device that pre-fills from their previous answers, is e-signed and countersigned, and lands straight on the child's profile for staff to use. No manual input, no stack of folders or filing cabinet. The same goes for the annual ECCE registration form: parents complete it digitally, and we only ask for the data we don't already hold.
Learn moreAllergy & Medical Care Plans
Care plans written in September could be out of date by Christmas, but reviewing and updating is time consuming. With Tot Tracker parents review and e-sign their plans, you countersign, so what your staff see is the current version. Reviews are built in, following Tusla's guidance on individual care plans.
Learn moreInvoices & Payments
Annual schedules are converted to invoices automatically. Parents can pay by Direct Debit, bank transfer or card, and most payments reconcile themselves, so you can see who's paid and who hasn't at a glance. You can chase overdue balances from the same screen (we can't make that conversation any less awkward, sorry). Most payments are included, only card payments incur additional, low, fees.
Learn moreChild Tracking
Staff log drop-off and collection with one tap first thing in the morning, or check in a whole room at once when an afterschool class arrives. See who's in, still expected and absent at a glance. Children have one profile that holds their emergency contacts, dietary needs and medical details and other info to personalise them to your staff.
Learn moreNCS Compliance
NCS claims must match the attendance (or expected attendance) of the child, and checking every child for every day swallows another hour or two of manager time each week. By checking children are compliant in real-time, Tot Tracker gives you that time back. We also warn you and the parent of a CHICK code about to lapse. You still submit to Hive yourself, but it's a quick check... and with paper registers gone your next inspection will be much more relaxing.
Learn moreParent Communication
WhatsApp is a great messaging app, but creating a group per room shares staff and parent mobile numbers with everyone, not great from a GDPR perspective (though understandable). Our parent app works on iPhone, Android or a web browser, where daily updates, photos and alerts, and group chat arrive without disclosing anyone's personal data. At the end of the year each child gets their own 'wrapped', a wonderful memory of their time with you.
Learn moreWaiting Lists & Holiday Camps
Families start asking about September places months (often years) ahead, and the list usually ends up in another spreadsheet. Parents can now join the list themselves from your website, and it's ordered using your priorities such as siblings first or date of application. Children go from waiting list to enrolment in just a few clicks and nothing missed out. Mid-term and summer camps get their own bookings, payments and attendance in the same app your staff use every day, so nobody has to learn a new system for one week in August.
Learn moreDaily Care & Learning
So much happens each day at school, it used to be hard to record it all while staying focused on the children. We make it simple to record: observations, Montessori skills, meal, sleep & nappy logs, and photo memories. Our lesson plans creator allows you to deliver great, consistent, content year after year.
Learn moreFull Team HR Launching Q4 2026
Complete lifecycle management of your team from application to exit, with sections for onboarding, time & attendance (live now), rotas built in. Early reminders for Garda vetting and certification expiry are included too. Expected to launch in Q4 2026.
