How Childcare and OSHC Providers Can Simplify Qualification and Licence Tracking

Childcare and Out-of-School-Hours Care services operate under some of the strictest regulatory requirements in Australia. Educators must hold a range of current qualifications, and services must be able to present this information instantly to ACECQA or their regulatory authority. Managing this manually is becoming increasingly difficult.

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Educators are expected to maintain valid WWCC, First Aid (HLTAID011 or HLTAID012), CPR, Asthma and Anaphylaxis training, and relevant certificates such as Certificate III or Diploma in Early Childhood. Child protection and food safety training may also be required depending on the role. With services employing a mixture of casual, part-time, and full-time staff, keeping these records updated is a major administrative burden.

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Spreadsheets often lead to compliance gaps. WWCC re-verification can be overlooked. CPR training may expire without anyone realising. Staff may complete training but forget to provide documentation. Files may be stored across different devices, emails, or paper folders, making information inconsistent. Many services only discover issues after an audit has already been scheduled.

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A compliance platform helps eliminate these problems by keeping all educator documentation in one place. Licencely provides automatic reminders before expiries, a clear dashboard showing which staff are compliant, and the ability to manage multiple services under one account. Reporting becomes simple and audits become far less stressful.

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Strong compliance management also contributes directly to service quality. Clear systems support governance and leadership and help ensure children’s safety. By using a structured digital system, childcare providers can reduce administrative pressure, improve consistency, and stay fully prepared year-round.