How to Use Trelia Integrate

🏠 The Home Screen

When you first open Trelia Integrate, you'll see the Home Screen — a calming watercolour landscape with your service name, today's date, and navigation buttons for every major area of the platform.

🔘 Home Screen Navigation Buttons

⚙️ Settings — Configuring Your Service

Click the ⚙️ gear icon in the top-right corner to access Settings. There are 8 tabs:

🧭 The Navigation Bar

Once you click Open Planner, you enter the main calendar view with the full navigation bar across the top. Here's what each dropdown contains:

📅 The Calendar & Planner

The calendar is your daily command centre. It's a week-by-week view showing every observation, event, focus area, and note for your service. Each row shows a week number, date, focus, and entries for Monday through Friday.

📅 Views

Use the View dropdown (top left) to switch between: All Year, This Term, This Month, This Week, or Today.

🔍 Search & Filter

The search bar lets you find any entry by keyword (use "quotes" for exact match). The Filter icon (🔍 funnel) reveals 18 event type buttons — click to show/hide specific types like Observations, Reflections, Child's Voice, Family Voice, and more. Your calendar currently shows 154 entries across the year.

📌 Special Dates Sidebar

The blue Special Dates sidebar (left side) shows upcoming cultural days, holidays, and awareness weeks. Click Manage to add/edit dates, or upload from Excel/CSV. There are currently 47 special dates loaded.

➕ Adding an Event — The Power of One Entry

Click the blue + button (bottom right) or the + Add link on any day to open the Add Event dialog. This is where Trelia's "capture once, evidence everywhere" philosophy comes alive.

🔗 "Also Create" — The Magic Checkboxes

Below the main form, you'll see the "Also create" section. Tick any of these to instantly create linked records in other modules:

Plus additional toggles for:

📝 Weekly Focus

Click the Focus column on any week row to open the Weekly Focus editor. This is where you plan your intentional teaching and programming.

Toggle Dates, Evidence, and Families checkboxes at the top to control what information is included when sharing.

👩‍🏫 Educator Register

Found under 📦 Core → Educator Register. This is your Regs 145–152 compliance hub for all staff.

The Register View

A table showing every staff member with columns for: WWCC, First Aid, CPR, Anaphylaxis, Asthma, Child Protection, and Food Safe. Green ✅ means current and verified. Orange ❓ means not yet recorded. Click Edit on any row to manage individual details.

Individual Educator Profile

Each profile has sections for:

• Personal Details (Reg 147) — Legal name, preferred name, DOB, address, phone, email, emergency contact
• Employment (Reg 146-148) — Role, employment type, start/end dates, Nominated Supervisor and Educational Leader checkboxes
• Working With Children Check — WWCC number, expiry, "Verified against OCG" checkbox, document upload
• Training & Credentials — First Aid, CPR, Anaphylaxis, Asthma, Child Protection, Food Safety — each with provider, course code, completed date, expiry, and document upload

Quick View

Click 🔴 Quick View for a card-based overview of every educator's key credential expiry dates at a glance — perfect for compliance audits.

Export Options

📊 Export CSV · 📋 Template · 📥 Import

📚 Knowledge Hub

Found under 📦 Core → Knowledge Hub. This is your staff training and professional development library.

How It Works

Upload or create resources, categorise them with tags (Compliance Guides, Staff Training, Policy & Procedures, Parent Information, Practice Guides, Regulatory Updates), and track which staff have completed reading.

Key Features

• Mark Complete — Each resource has a "Select staff member" dropdown and "Mark Complete" button. Track exactly who has read what.
• Required Reading — Flag items as "REQUIRED" so staff know what's mandatory (e.g., Medical Communication Plans)
• Rich Content — Resources can be full HTML pages (like our PD modules), PDFs, or compliance guides that render right inside the hub
• Search & Filter — Search by keyword, filter by category tag

👥 Staff Meetings

Found under 📦 Core → Staff Meetings (also under Insight). Four tabs: Upcoming, Draft Agenda, Actions, Past.

Draft Agenda Pool

This is your meeting "parking lot." Items auto-populate here from calendar entries (when you tick "Staff Meeting Agenda Item" on Add Event). You can also manually add items or use the Quick Add Common Items chips (12 preset topics like "Roster changes," "Parent feedback follow-up," "QIP goal progress check").

Creating a Meeting

Set a date, type, optional title, and choose an Agenda Template:

• Blank Agenda · Exceeding Reflective Practice (6 items, 95 min)
• Standard Team Meeting (12 items, 115 min) · QIP Review (5 items, 85 min)
• Policy Review (6 items, 90 min) · Child Safety Review (5 items, 60 min)
• Programming & Planning (5 items, 70 min) · Family Partnerships (5 items, 65 min)

Tick draft items to include, set time allocations per item, then export as Word or Excel.

🏛️ Department & Compliance

Found under 📦 Core → Department & Compliance. Six tabs:

• Contacts — Regulatory authority contacts
• Interactions — Log department letters, emails, phone calls, NQAITS entries with dates, outcomes, and follow-up actions
• Notification Guide — "Do I need to notify?" decision tree
• Child Protection — Reporting requirements and procedures
• Regulations & Law — Quick-access links to all primary legislation, quality framework documents, child safety laws, WH&S legislation, and government portals
• Service Details — Your service approval information

👶 Child Profiles

Found under 🎨 Practise → Child Profiles or the Children button on the home screen. Currently tracking 33 active children.

List View

Each child shows: name, age, attendance days, observation count, cycle count, and quick-access buttons for Snapshot, School Readiness, Goals, and Cycles. Children with medical conditions show prominent alerts (e.g., "⚠️ ANAPHYLAXIS. ⚠️ SEVERE ALLERGY").

Individual Profile Tabs

• Details — Family info, interests, medical conditions, dietary requirements
• Developmental Snapshot — EYLF Outcomes 1–5 with sub-outcomes, each rated Not Yet / Emerging / Achieved, plus observation notes and date tracking
• Goals — Educator Goals, Family Goals, Upload/Paste Goals — can be created from the Developmental Snapshot
• School Readiness — Transition-to-school assessment

Group EYLF View

Click 📊 Group EYLF to see all children's EYLF progress in one view — Outcomes 1–5 broken into sub-outcomes with status indicators across the whole cohort.

🔄 Learning Cycles

Found under 🎨 Practise → Learning Cycles. The cycle follows: Noticed → Planned Response → Reflected & Extended.

The dashboard shows totals at a glance (e.g., 14 Total, 12 Noticed, 0 Planned, 1 Complete). Toggle between Individual and Group Observations. Each cycle card shows the child, educator, date, and status badge. Click Edit to progress through the cycle stages.

⭐ Interest History & Focus Bank

Interest History — Capture and track children's interests over time. Filter by child or type. Use templates or bulk import.

Focus Bank — A staging area where observations from the calendar land as drafts. You then edit them and assign to a specific week's focus. This is the bridge between capturing in-the-moment observations and intentional weekly programming.

💬 Communications Manager

Found under 💬 Comms → Memos & Requests. Two main tabs: Internal Announcements and Parent Requests.

Internal Announcements

Post memos for the staff team. Set a title, details, priority, and optionally display on the EBoard. Set an expiry date and auto-archive after 7 days to keep things tidy. Currently tracking 20 announcements.

Announcements can have Linked Items — for example, a parent conversation note can automatically link to a "Draft Evidence" entry.

Parent Requests

Log requests from families with: child name, request type (Sleep/Rest, Dietary, Sunscreen, etc.), how it was received (Verbal, Written, App), details, and effective duration (Today Only, This Week, Ongoing). Set visibility (Staff Only or All), assign to an educator, and optionally display on EBoard.

The "Also log this in" section lets you simultaneously create a Critical Reflection from the request — perfect for capturing how your service responds to family input (QA6 evidence).

👨‍👩‍👧 Family Communication Log

Found under 💬 Comms → Family Communication Log. This is your QA6 evidence powerhouse.

The log tracks all family communications with stats: Total Logged, This Month, Auto-Logged, Children Reached, and Linked to QIP. The Embeddedness Evidence (QA6) section tracks 0/12 communication types used — showing assessors the breadth and depth of your family partnerships.

📺 EBoard Display

The EBoard is a digital staff information board — think of it as your service's internal dashboard displayed on a tablet or screen in the staff room. It shows today's date and time with two columns: Internal Communications and Parent Requests — both sortable by Day, Week, Month, Term, Year, or All.

📱 Digital Compliance

Found under 📦 Core → Digital Compliance or the Digital button on home. Built for the NSW Children's Services (Devices) Order 2025.

Dashboard Cards

Device Register

Lists all service-supplied devices with: device type, serial number, linked account, assigned person, room, date supplied, status, and last audit date. Record audits to maintain your compliance trail.

Media Consent Register

Per-child consent tracking for Photo, Video, Social Media, and Portfolio. Red ✕ = not consented, ✓ = consented. Bulk import from templates or add children individually.

Policy Compliance Checklist

A 12-item Reg 168 checklist covering everything from "Policy addresses taking of photographs" to "Staff have been trained on digital device policy."

🔍 CCS Spot Check Planner

Found under 📦 Core → CCS Spot Check Planner. Prepares you for unannounced Commonwealth spot checks (Family Assistance Law compliance).

Seven audit categories: Enrolments (9 items), Attendance & Session Reports (10 items), CCS Payments & Fees (9 items), Personnel & WWCC (9 items), Record Keeping & Notifications (12 items), Software & Data Security (7 items), Geccko Training & Child Safety (8 items).

Each audit item shows the legislative reference (e.g., "FAL s.219A", "Privacy Act 1988") and critical items are marked with ★. Complete audit summaries with action plans, then Print/PDF or Send to Meeting.

📋 Regulatory Readiness Checklist

Found under 📦 Core → Regulatory Readiness. This covers state/territory regulatory authority compliance (National Law & Regulations) — separate from the CCS Spot Check Planner which covers Commonwealth/FAL.

11 sections covering QA1, QA2, QA4, and QA7. Each item has a clickable Reg badge (e.g., Reg 97 🔍) linking to the relevant regulation. Run a full audit or audit by section. Save progress, complete, print/PDF, or send to meeting.

💬 Critical Reflections

Found under 🔮 Insight → Critical Reflections. Currently 12 drafts.

Use the What / So What / Now What framework:

Choose a Template for quick start (pre-fills common scenarios), select a Type (Practice Observation, Incident Response, Parent Feedback Response, etc.), and assign an educator. Export as PDF, Word, or Excel.

📊 QIP / Self-Study

Found under 🔮 Insight → QIP / Self-Study. Your service currently has 207 evidence entries across all 7 Quality Areas.

Dashboard

QA1–QA7 cards each showing: elements in study, elements with evidence, and a progress bar. Below that, the three Exceeding Themes: Embedded in Practice, Informed by Critical Reflection, Shaped by Families/Community — with evidence counts.

Evidence Log

Select any element (e.g., 1.1.1 – Approved Learning Framework) to see and add evidence. Each entry can be tagged with Exceeding themes, include photos or links, and be imported from templates or other modules.

Link Internal Records

Click Link on any evidence entry to connect it to Staff Meetings, Incidents & Injuries, or Critical Reflections. These become clickable cross-references in your Self-Study — showing assessors the depth of your quality system.

Other Tabs

Drafts · All Evidence · Self-Assessment · Improvement Plan · Goals · Focus Bank

🤝 Reconciliation Action Plan

Found under 🔮 Insight → Reconciliation Action Plan. Based on the Narragunnawali: Reconciliation in Education framework by Reconciliation Australia.

30 Actions across 3 Pillars (Relationships, Respect, Opportunities) × 3 Contexts (In the Classroom, Around the Service, With the Community). 14 actions are required for RAP publication.

Each action has: self-assessment status, practice notes, AI suggestions, evidence entries, and Talking Points with NQS alignment and regulation references — designed to guide conversations with assessors.

🚀 Workspace

Found in the top navigation bar (🚀 Workspace). This aggregates all drafts across all modules into one searchable view. Currently showing 41 items in progress:

• QIP Evidence Drafts (7) · Critical Reflections (12) · Learning Cycles (13)
• Child Safe Evidence (1) · Parent Feedback (1) · Risk Actions Pending (1) · Draft Agenda Items (6)

Each section expands to show individual items with dates, sort options, and "Open Module →" quick links. AI assist available for drafting help.

📊 Reports & Data

Click the Reports icon in the top bar. Three sections:

• Calendar & Planning: Calendar PDF, Calendar Word, Calendar Excel, Planning Report (EYLF, NQS, QIP, reflections)
• Evidence & Compliance: Observations Log, Reflections Log, QIP Contributions, Repairs Log
• Communication: Parent Requests, Family Announcements, Staff Communications, Master Report (ALL internal docs combined)

Plus View Summary & Achievement Log — a year-end wrap-up of everything your service accomplished.