1 Getting Started

The platform is built around the National Quality Framework (NQF), Early Years Learning Framework (EYLF V2.0), National Child Safe Standards, and current NSW state regulations. Everything you document connects back to these frameworks, building a living evidence base for your service.

1.1 Home Screen

When you open Trelia Integrate, you are greeted by a calm home screen featuring your service name, the current date, and an inspirational quote. Navigation buttons provide quick access to every major module: Ask Trelia, Dashboard, Educators, Children, Child Safe, QIP, Knowledge Hub, Emergency, Digital Compliance, and the full Annual Planner.

1.2 Settings & Configuration

Access Settings via the gear icon in the top-right corner of the planner. Settings are organised across tabs: General, AI & API, Appearance, Terms & Dates, Goals, Wellbeing, Resource Links, and Reports.

General Settings

Set your service name, calendar font size, colour scheme, and configure Resource Links — custom quick-access buttons that appear on the home screen. Each link has an emoji, label, URL, and colour.

QIP Goals

Define your Quality Improvement Plan goals to link weekly planning to quality improvement. Goals reference specific Quality Areas (e.g., QA 5.1 — Improve educator-child interactions).

Wellbeing Reminders

Enable gentle break reminders that prompt staff to take a break, drink water, and look after themselves. Configurable intervals from 30 minutes to 2 hours. Uses the 20-20-20 eye health rule.

1.3 Cloud Sync

Trelia Integrate automatically syncs your data to the cloud. The sync indicator in the top-right corner shows a green dot and "Synced" when your data is safely stored. Data saves automatically every 15 seconds when changes are detected, and also saves when you lock your phone, switch apps, or close the browser tab.

2 Service Dashboard

The Service Dashboard provides an at-a-glance overview of your entire service. It highlights items that need attention, shows your current week's activity, and tracks documentation health metrics.

Needs Attention

The top section flags urgent items requiring action — overdue head counts, high-priority maintenance repairs, and unresolved parent feedback. Each alert is clickable, taking you directly to the relevant module.

This Week

Shows your current learning focus and event count for the week. Quick action buttons let you Add Reflection, Log Observation, Record Incident, or perform a Head Count without navigating away.

Documentation Health

Three key metrics track documentation quality: Weekly Focus Set (percentage of weeks with a learning focus), Weekly Reflections (weeks with reflections completed), and Learning Cycles Complete (children with at least one completed cycle). EYLF Outcomes and NQS Quality Areas coverage indicators show the breadth of your evidence base.

3 Annual Planner

The Annual Planner is the heart of Trelia Integrate — a full-year calendar view where you document everything that happens at your service. Each week has a Focus column and day columns (Monday to Friday) where events are colour-coded by type.

3.1 Navigation Bar

The top toolbar organises features into dropdown menus: Ask Trelia, Core (children, educators, dashboard), Practise (learning cycles, interest capture, reflections), Comms (announcements, parent requests, EBoard), Safety (incidents, rehearsals, risk assessments, head counts, maintenance), and Insight (reflections, meetings, community engagement, QIP). Additional toolbar icons provide quick access to filters, the scratch pad, Focus Bank, and the home screen.

3.2 Adding Events & Cross-Linking

Click the "+ Add" button on any day to create a new event. The Add Event form captures the event name, type, date, and optional notes. A "Show on Parent Display" toggle makes the event visible on the EBoard for families.

The powerful "Also create" section lets you simultaneously generate linked items across the system: Critical Reflection, Staff Meeting Agenda Item, Staff Noticeboard Post, Risk Assessment, Draft Evidence, Scratch Pad Note, Child Safe Standards evidence, External Professional involvement, Community Engagement, and Focus Bank entries.

3.3 Event Filters, Sidebars & Scratch Pad

The filter bar lets you show or hide events by type. Over 20 categories include Public Holiday, Special Event, Child's Voice, Family Voice, Observation, Reflection, Parent Request, Internal Announcement, and more.

Floating sidebar panels provide contextual information: Special Dates (upcoming cultural days and holidays), Focus Bank (draft observations ready to schedule), and Planning Context (per-child interest captures and observation history).

Scratch Pad

A quick-note tool for jotting things down during the day. Notes auto-archive after 7 days and can be exported to PDF, Word, or email.

4 Educator Register & Staff Compliance

The Educator Register maintains your full staff roster with compliance tracking for all mandatory credentials. Each educator's record shows their role, registration numbers, and expiry dates for WWCC, First Aid, CPR, Anaphylaxis, Asthma Management, Child Protection, and Food Safety qualifications.

Role badges identify each staff member's position: NS (Nominated Supervisor), EL (Educational Leader), and RP (Responsible Person). The register tracks "RP Since" dates for governance compliance. Export to CSV, Quick View, import, and template functions available.

Compliance Quick View

Displays each educator as a card with colour-coded expiry indicators. Green = current, grey = not yet set, red/amber = approaching or past expiry. Gives directors an instant visual assessment of team compliance status.

5 Children & Child Profiles

Child List

Children are displayed in a searchable list showing age, attendance day badges, and observation counts (EYLF and Learning Cycle counters). Quick action buttons provide access to Snapshot, School Readiness, Goals, Learning Cycles, Edit, and Delete. Time filters narrow the view.

Developmental Snapshot (EYLF V2.0)

Tracks each child's progress against all five EYLF V2.0 outcomes: Identity ☀️, Community 🌍, Wellbeing 💚, Learning 🧠, and Communication 🗣️. Each outcome contains sub-outcomes with individual indicators marked as Emerging or Achieved.

Quick Entry Mode

For efficient data entry, all 53 EYLF indicators are presented in a compact toggle format. Each has Emerging (yellow) and Achieved (green) buttons plus a note field. Summary counts show progress across all five outcomes.

School Readiness Checklist

Supports transition planning for children starting school — school name, year starting, and transition notes. Exports a comprehensive document for families and receiving schools, based on EYLF V2.0 best practice.

Goals

Three goal types: Educator Goals (green), Family Goals (orange), and Upload/Paste Goals (purple). Supports collaborative goal-setting between educators and families.

6 Learning Cycles & Interest History

Learning Cycles track children's learning journeys through: Noticed → Planned Response → Reflected & Extended. Each cycle is linked to a specific child and educator, building evidence of responsive curriculum planning.

Interest History

Records children's interests, emerging skills, and observed moments. Filter by child or type, with bulk import and template options for efficient documentation.

7 Child Safe Standards

Dashboard

All 11 principles displayed as colour-coded cards showing status (In Progress, Not Started, Meeting, Exceeding), evidence counts, and review dates.

Self-Assessment

Each principle has a detailed form with status tracking, review date, responsible person, and practice notes. Built-in Practice Suggestions provide ready-made statements — click to add, used suggestions fade so you can track progress.

Assessment Overview

A scrollable single-page compliance snapshot across all 11 principles with evidence counts, practice notes, status dropdowns, suggestion indicators, and review dates.

Draft Evidence Inbox

Evidence created elsewhere in the system appears here ready to be assigned to the appropriate principle via P1–P11 buttons.

Emergency Response Flowchart

A comprehensive, printable emergency response guide covering three pathways:

Concerns & Allegations Register

Confidential register (Reg 177 & Children's Guardian Act 2019) tracking all child safety concerns from identification through to resolution. Status cards show Open, Investigating, and Resolved counts.

Recording a Concern

Captures type, pathway, child/person involved, date, reporter, description, immediate action taken, and mandatory reporting obligations including report dates and OCG notification dates.

8 QIP / Self-Study

Organises your evidence and self-assessment against all 7 Quality Areas of the National Quality Standard, with tools for evidence logging, self-assessment, improvement planning, and Exceeding themes documentation.

Dashboard

All seven Quality Areas (QA1–QA7) as progress cards showing elements in study and evidence coverage. The three Exceeding themes — Embedded in Practice, Informed by Critical Reflection, and Shaped by Families/Community — show tagged evidence counts.

Focus Bank

Connects weekly planning to quality improvement. Draft observations flagged with "Send to Focus Bank" appear here for scheduling. The Full Year Focus Overview shows all 49 weeks with focus, rationale, reflection, and status.

Export Options

Multiple formats: Self-Study (Word, PDF, Excel), ACECQA Self-Assessment Report (Word), and Full Evidence Log (Word) — ready for assessment and rating visits.

9 Knowledge Hub

A professional development and compliance resource library where directors publish training materials, compliance guides, and policy documents. Resources are organised by category with staff completion tracking.

Reading Resources

Each resource opens as a rich, tabbed document viewer. A "Mark Complete" button with staff member selection tracks who has read each resource.

10 Digital Compliance

Device Register

Track all service-supplied devices with compliance scoring. Dashboard shows active devices, unique accounts, compliance score, alerts, and personal device authorisations. Quick Compliance Check verifies all NSW requirements are met.

Registering a Device

Captures device type, make, model, serial number, room, assigned educator, and supplying AP/delegate. Enforces the requirement that each device has its own unique iCloud or Google account.

Media Consent Register

Tracks parental authorisation per child across Photo, Video, Social Media, and Portfolio. Supports template generation, bulk import, and "Add All Children" for efficiency.

11 Ask Trelia

An AI-powered regulatory guidance assistant answering questions about NQS, National Law, ratios, child protection, EYLF, and more. Suggested quick questions cover common regulatory queries.

12 Communications Manager

Internal Announcements

Create announcements with title, message, priority (High/Medium/Low), and EBoard display toggle. Supports expiry dates and auto-archiving after 7 days. Export to PDF, Word, or Excel.

Parent Requests

Log parent requests with child name, type (Sleep/Rest, Dietary, Medical, Behaviour, Other), how received, details, and effectiveness period. Cross-link to Critical Reflection, Staff Meeting Agenda, or Parent Feedback Manager.

EBoard Display

A digital noticeboard for the foyer or main area showing date/time, Internal Communications, and Parent Requests. Time filters control what's displayed.

13 Safety & Compliance Tools

Eight safety and compliance tools critical for daily operations and regulatory compliance, accessed via the Safety dropdown.

Emergency Rehearsal Records

Track evacuation and lockdown drill compliance against Regulation 168(2)(g) — rehearsals required every 12 weeks. Records capture date, time, type, location, staff/children sign-in, time taken, observer, and roll call.

Maintenance Bank

Log repairs with description, location, and priority. Dashboard shows open items, priority breakdown, and average days open. References Reg 103 — premises must be safe, clean, and in good repair.

Head Count Tracker

Supervision and ratio compliance monitoring (QA 2.2.1) with configurable scheduled times. NSW ratios displayed: 0–2 years (1:4), 2–3 years (1:5), 3–5 years (1:10), School age (1:15).

14 Insight & Quality Tools

Tools driving quality improvement, reflective practice, and stakeholder engagement — essential for building an Exceeding-level evidence base.

Critical Reflections

Uses the "What / So What / Now What" framework. Templates pre-fill common scenarios. Each reflection captures type, educator, structured notes, follow-up tracking, Exceeding Themes tags, EYLF Outcome, and QA Area links.

Staff Meetings

Eight agenda templates: Blank Agenda, Exceeding Reflective Practice, Standard Team Meeting, QIP Review, Policy Review, Child Safety Review, Programming & Planning, and Family Partnerships. Tracks Upcoming, Draft Agenda, Actions, and Past meetings.

Community Engagement

Track partnerships with partner name, type, relationship type (Reciprocal, One-off, Ongoing), evidence type, date, and impact on children. Linked events connect records to the calendar.

External Professionals

Log specialist engagement. Records auto-created when "External Professional Involved" is ticked on events.

Inclusion Support

Track additional needs, strategies, therapist visits, and evidence. Three tabs: Children (with categories like Speech & Language, Behaviour Support), Evidence Log, and Strategy Library.

Special Dates

Manage cultural days, holidays, and awareness weeks. Add manually or upload Excel/CSV. Categories include Public Holiday, Cultural, Awareness Week, and Other. Support for recurring annual events.

Shout Outs & Brag Bank

Celebrate wins and great practice. Link entries to Reflections or QIP Evidence to make positive observations count toward quality evidence.

15 Department & Compliance Hub

Centralises regulatory contacts, correspondence records, notification guides, child protection resources, regulations and law references, and service details across six tabs.

Emergency & Mandatory Reporting numbers displayed prominently: 000 (Police/Ambulance/Fire), 132 111 (Child Protection Helpline), 13 11 14 (Lifeline Crisis Support), 1800 619 113 (DCJ Early Childhood), 1300 422 327 (ACECQA), and 02 8219 3600 (Office of Children's Guardian). Custom Contacts Directory for your service's key contacts.

16 Assessment & Rating Quick Access

A single-screen overview with key statistics and quick-access cards to every compliance module, each showing the relevant regulation reference. Designed for use during assessment and rating visits.

Module cards include: Educator Register (Regs 145–152), Child Safe Standards (11 National Principles), QIP/Self-Study (All 7 Quality Areas), Risk Assessments (Reg 89), Emergency Rehearsals (Reg 97/168(2)(g)), Head Count & Ratios (Reg 123), Medical & Comms Plans (Regs 90–96), Maintenance & Repairs (Reg 103), Critical Reflections (Exceeding Themes), Parent Feedback (QA6), and the Department & Compliance Hub.

17 Educator App (Mobile)

When accessed on a mobile phone, Trelia Integrate displays a simplified Educator App interface designed for quick on-the-floor use. Five large touch-friendly buttons provide access to: Add Event, EBoard, Emergency & Concerns, Knowledge Hub, and Ask Trelia.

The mobile interface activates automatically on phones and tablets. Desktop users can also toggle into Educator App mode. A sign-out button in the top corner allows educators to log out when finished.

Appendix: Regulatory Framework Reference

Trelia Integrate is designed around the following Australian regulatory frameworks: