Industry Solutions

KeyDocs in Childcare

Industry Context

The childcare sector in Australia is regulated by a layered set of laws, standards and operational requirements. These range from the Child Safe Standards, staffing ratios under the Education and Care Services National Regulations, privacy and health & safety obligations and immunisation record requirements.

Childcare providers manage large volumes of documentation including:

  • Enrolment forms, authorisations, child medical records and incident and illness logs
  • Staff credentials, training records, working with children checks, background checks
  • Policies and procedures
  • Daily service logs, attendance records, parent communications, complaints and feedback logs

Many childcare services still rely on paper filing systems, spreadsheets, email chains or unstructured shared folders. These manual systems often lead to:

  • Missing or out-of-date staff credentials or child authorisations
  • Inconsistent application of policies across multiple locations
  • Time consuming searches for records during audits
  • Version confusion of policies

How does KeyDocs Support Childcare Providers?

KeyDocs brings structure, control and visibility to your critical documentation, helping childcare services stay compliant, reduce risk, standardise operation and save administrative time.

Controlled Document Management

  • Manage policies & procedures through structured approval workflows.
  • Automatically track version history and archive superseded documents so staff are always referencing current approved versions.
  • Ensure only current, approved versions of documents are accessible to room leaders, educators, staff and external auditors.

Compliance and Audit Readiness

  • Link key documents and records to regulatory requirements
  • Generate instant reports on document review status, version control, document ownership and expiry of credentials.
  • Be fully prepared for regulator audits or quality assessments.

Review Schedules & Accountability

  • Set automatic review reminders for critical documents
  • Hold staff and leadership accountable with clear audit trails showing who approved what and when.
  • Ensure practice remains aligned across locations with built-in workflows that enforce consistent review and uptake.

Multi-Location Oversight

  • Apply consistent policies and documentation standards across multiple rooms or service locations.
  • Give room level access for staff while maintaining centralised control: service level management can monitor activity, credential expiry, policy compliance and document review across all sites.
  • Ensure educators, room leaders and substitutes always have access to the latest approved documents and credentials they need, regardless of location.

Move away from reactive compliance and toward proactive, structured documentation. Reduce risk, improve governance and keep teams informed and up to date.

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