Home & Navigation
🏠 Home Screen
Your service landing page with quick-access buttons to every major module. Shows your service name and provides one-tap navigation to Ask Trelia, Dashboard, Educators, Children, Child Safe, QIP, Knowledge Hub, Emergency, Digital Compliance, and the Planner.
🧭 Navigation Bar
The main navigation bar runs across the top of every screen, with dropdown menus organised into six categories: Core (Educator Register, Staff Meetings, Department & Compliance, Digital Compliance, CCS Spot Check, Regulatory Readiness, Knowledge Hub), Practise (Child Profiles, Learning Cycles, Critical Reflections, Focus Bank, Interest History), Comms (Memos & Requests, Parent Feedback, Family Communication Log, Parent Display, Shout Outs), Safety (Bumps & Bruises, Emergency Rehearsals, Risk Assessments, Head Count, Medication Administration, Medical Plans, Child Safe Standards, Maintenance Bank, Lost & Found), Insight (QIP/Self-Study, RAP, Community Engagement, External Professionals, Special Dates), plus Dashboard and Workspace.
✨ Capture Once, Evidence Everywhere
When you add a calendar event, Integrate lets you simultaneously create a Critical Reflection, Staff Meeting Agenda Item, Risk Assessment, Draft Evidence, Scratch Pad Note, Child Safe Standards entry, or RAP Evidence — all from a single entry point. This "capture once" philosophy eliminates double-handling and builds your evidence portfolio automatically across all compliance modules.
Calendar & Planner
📅 Weekly Calendar & Planner
The calendar is the beating heart of Integrate — a week-by-week view showing all events, observations, communications, reminders, and linked items. Colour-coded entries show different event types at a glance. Filter by view (Day, Week, Month, Term, Year, All Year) and search with exact-match quotes. Each entry can be linked to multiple modules via the "Also create" feature.
Ask Trelia AI
🤖 AI Regulatory Guidance
An AI-powered chatbot that provides instant answers about ECEC regulations, ratios, child protection requirements, EYLF framework, and NQS. Quick prompts include "What are the staff-to-child ratios in NSW?", "What are my child protection obligations?", and "Explain the EYLF outcomes". Always references current legislation and provides regulatory source links.
Educator Register
👩🏫 Staff Compliance Tracking
Track all staff credentials and compliance requirements in one place. The register shows WWCC, First Aid, CPR, Anaphylaxis, Asthma, Child Protection, and Food Safety status with expiry dates and visual indicators (green = current, red = expired, grey = not set). Edit individual profiles with personal details, employment info, and training credentials. The Compliance Quick View shows all staff cards at a glance with key expiry dates.
Staff Meetings
📝 Meeting Management
Create and manage team meetings with built-in agenda templates. Templates include: 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), and Family Partnerships (5 items, 65 min). Draft agenda items are auto-populated from calendar entries, meaning things flagged during the week automatically appear as discussion points.
Department & Compliance Hub
🏛️ Interactions & Contacts
Log and track all interactions with regulatory bodies, including the Department of Education, ACECQA, and other government agencies. Record letters, emails, phone calls, conversations, NQAITS entries, and notifications with date, type, and follow-up details. Maintains a contacts directory and exportable CSV log.
📜 Regulations & Law Reference
Quick-access library of all relevant legislation, frameworks, and portals organised into categories: Primary Legislation (National Law, National Regulations, Supplementary Provisions Act), Quality Framework (NQS, Guide to NQF, EYLF V2.0, A&R Process), Child Safety & Protection (Child Safe Standards, Children's Guardian Act, Mandatory Reporter Guide, Reportable Conduct Scheme), Work Health & Safety, and Portals & Systems (NQAITS, NSW ECE, OCG).
Digital Compliance
📱 NSW Devices Order 2025 Compliance
Purpose-built for the NSW Children's Services (Devices) Order 2025. Manages six compliance areas: Device Register (service-supplied device tracking with serial numbers, accounts, and audit dates), Staff Authorisations (personal device exception documentation), Media Compliance (photo & media consent per child), CCTV/Surveillance documentation, Digital Safety Policy (Reg 168 compliance checklist with 12 items), and integrated Ask Trelia AI guidance. Includes penalty information and regulatory references.
CCS Spot Check Planner
🔍 Commonwealth Audit Preparation
Prepares your service for Commonwealth CCS compliance spot checks across 7 audit categories: Enrolments, Attendance & Session Reports, CCS Payments & Fees, Personnel & WWCC, Record Keeping & Notifications, Software & Data Security, and Geccko Training & Child Safety. Each category contains detailed audit items with specific legislation references (Family Assistance Law, Privacy Act, PRODA requirements).
Regulatory Readiness
📋 State/Territory Spot Check Preparation
Comprehensive checklist covering National Law & Regulations compliance for state/territory regulatory authority visits and Assessment & Rating preparation. Contains 11 sections mapped to Quality Areas: Educational Program & Practice (QA1), Excursions (QA2), Transportation & Safe Arrival, Emergency & Evacuation, Premises — Clean, Safe, Good Repair, Supervision & Ratios, Protection from Harm & Hazards, Staffing Arrangements & Records (QA4), Record Keeping & Documentation (QA7), Policies & Procedures, and Information to be Displayed. Run a full audit or audit by section, with regulation references on every item.
Knowledge Hub
📚 Professional Development & Compliance Training
A library of interactive training resources and compliance guides. Resources include modules like "Digital Compliance Update 2026" (covering Devices, Photography, Authorisations & Digital Safety reforms) and individual Medical Communication Plans for children with specific health needs (e.g., Anaphylaxis, Severe Allergy). Each resource can be assigned to staff members, marked as complete, and tracked for compliance. Includes a Library view and Management tools.
Child Profiles
👶 Individual Child Records
Complete child portfolio management with profiles for each enrolled child showing age, attendance days, observation counts, and learning cycle progress. Each profile contains tabs for Details, Developmental Snapshot, Goals (Educator Goals, Family Goals, uploaded goals), and School Readiness. The EYLF tracking view shows all 5 Outcomes with sub-outcomes, allowing educators to rate each as Not Yet / Emerging / Achieved with observation notes. Medical alerts (e.g., Anaphylaxis, Severe Allergy) display prominently. Group views available by EYLF outcomes or School Readiness.
Learning Cycles
🔄 Noticed → Planned Response → Reflected & Extended
Track children's learning journeys through a structured cycle: Noticed (initial observation), Planned Response (intentional teaching strategy), and Reflected & Extended (evaluation and next steps). View Individual or Group Observations with status tracking. Each cycle links to a child, educator, and date, and can be archived when complete.
Critical Reflections
💭 What / So What / Now What
Structured critical reflection tool using the "What / So What / Now What" framework. Supports multiple reflection types (Parent Feedback Response, Practice Observation, Incident Response, etc.) with optional templates for quick starts. Filter by type, time period (Today, This Week, This Month, This Term, This Year, All), and export to PDF, Word, or Excel. Quick Start or Detailed modes available. Reflections can be linked to QIP evidence and other modules.
Focus Bank
🎯 Observation Draft & Planning Pipeline
A staging area for observations and interests captured from calendar events. Draft observations flow here for editing before being scheduled into the weekly focus for the calendar. Includes Drafts and Focus columns, with the ability to import observations and manage Special Dates alongside.
Communications Manager
📢 Internal Announcements & Memos
Track internal staff communications and memos with priority levels, sorting options, and linked items. Each announcement can create draft evidence and link to other modules. Sort by Newest, Oldest, Priority, Day, Week, Month, Term, or Year.
💌 Parent Requests
Record and manage parent requests with type categorisation (Sleep/Rest, Dietary, Medical, Behaviour, etc.), received method, effective dates, and visibility controls. Requests can be displayed on the EBoard for all staff to see, and linked to Critical Reflections. Active request badges appear in the navigation.
👨👩👦 Family Communication Log
QA6 evidence builder that tracks all family communications. Log 12+ communication types (Newsletter, Individual Update, Policy Notification, Event Information, Daily Summary, Verbal Conversation, Display/Noticeboard, Learning Update, Medical Update, Incident Notification, Meeting Outcome, Reflection Share) with child, method, date, and attachment support. Tracks embeddedness evidence (types used, monthly count, cross-module links) for NQS QA6 Partnerships evidence. Save & Link to QIP feature.
📺 Parent Display
A clean, family-facing display showing the service name, date, announcements, this week's learning focus, and upcoming events. Designed to be displayed on a tablet or screen in the foyer. Filterable by Day, Week, Month, Term, or Year.
Safety & WHS
⚠️ Risk Assessments
WHS risk management and compliance tracking with risk matrix scoring (Likelihood × Severity). Create assessments from templates or blank, identifying hazards, who might be harmed (Children, Staff, Visitors, Contractors), current controls, and risk ratings. Dashboard shows High/Extreme risks, Overdue Reviews, Pending Actions, and Active RAs. Export to Word and PDF. Reg 89 — WHS compliance.
🔥 Emergency Rehearsals
Document emergency drills with type (Lockdown, Evacuation, etc.), scenario, date/time, location, sign-in verification, roll call/head count details, procedure followed, time taken, observer, and structured reflection (What Went Well, Issues Identified, Actions/Follow-up). Reg 97 / 168(2)(g) compliance.
🔔 Head Count & Ratios
Quick head count tool with built-in NSW ratio requirements: 0-2 years (1:4), 2-3 years (1:5), 3-5 years / Preschool (1:10), School age (1:15). Records date, time, and children/staff counts per age group. Reg 123 — Supervision compliance.
🛡️ Child Safe Standards
Self-assessment against all 11 National Principles of Child Safety. Each principle (e.g., Principle 1: Leadership & Governance) includes a status tracker, review date, responsible person, practice notes with AI-powered Practice Suggestions, and evidence attachments. Tabs for Dashboard, Drafts, Assessment, Emergency Flowchart, Log, and Export.
🔧 Maintenance Bank
Track premises maintenance and repairs with priority levels (High, Medium, Low), location, status tracking, and days-open counter. Dashboard shows open items, high priority count, completed items, and average days open. Reg 103 — premises must be safe, clean & in good repair. Export available.
QIP / Self-Study
📊 Evidence Log & Quality Improvement
The QIP/Self-Study module covers all 7 Quality Areas with tabs for Dashboard, Drafts, Evidence Log, All Evidence, Self-Assessment, and Improvement Plan. The Evidence Log shows element-level entries (e.g., 1.1.1 — Approved learning framework) with the ability to add evidence and link to internal records from any module (Staff Meetings, Incidents & Injuries, Critical Reflections, and more). The "Link Internal Records" feature lets you connect existing records as supporting evidence — they become clickable references in the Self-Study. Over 200 evidence entries can be managed with embedded/imported tagging.
Reconciliation Action Plan
🤝 Narragunnawali Framework
Built on Reconciliation Australia's "Narragunnawali: Reconciliation in Education Framework" with 3 Pillars × 3 Contexts. Contains 30 Actions (14 required for RAP publication) across Relationships, Respect, and Opportunities. Each action card shows status (In Progress/Compliant), evidence count, context (In the Classroom, Around the Service, With the Community), and review dates. Tabs for Dashboard, Drafts, Key Dates, Assessment, Statement, and Export. Actions marked with ★ are required for publication. NQS QA1, QA5, QA6 aligned.
Community & External Professionals
🌿 Community Engagement Log
Track community partnerships and engagement with type categorisation (Transition to School, Cultural Engagement, etc.), relationship type (Reciprocal, One-off), evidence type (Photos, Reflection), and impact on children. Entries link to calendar events and can generate draft evidence. Search, filter, and export to CSV, PDF, or Word.
🤝 External Professionals Log
Track engagement with external professionals (therapists, specialists, support workers) visiting your service. Log name, organisation, role, date, nature of visit, reference notes, consent confirmation, and link to Critical Reflections. Export to PDF and Word.
📅 Special Dates
Manage cultural days, holidays, awareness weeks, and service events. Add manually or bulk import from Excel/CSV. Categories include Cultural, Public Holiday, and Other. 47 dates pre-loaded for the year including Australia Day, Harmony Week, NAIDOC Week, and more. Recurring events supported.
Workspace
🔥 Centralised Draft Hub
Aggregates ALL draft items from across every module into one searchable workspace. Shows QIP Evidence Drafts, Critical Reflections, Learning Cycles, Child Safe Evidence, and more — each with item count, date, and age indicator. AI Assist available for drafts. Sort by Date, Title, or Educator. Open any module directly from its draft section. The Workspace badge in the nav bar shows total items in progress.
Dashboard & EBoard Display
📊 Assessment & Rating Quick Access Dashboard
Service-wide overview showing key metrics (Evidence entries, Reflections completed, Active children, Staff count, Events this year) with quick-access tiles to every compliance module. Each tile shows the relevant regulation reference. Includes Educator Register (Regs 145-152), Child Safe Standards (11 National Principles), QIP/Self-Study (All 7 QAs), Risk Assessments (Reg 89 — WHS), Emergency Rehearsals (Reg 97), Head Count & Ratios (Reg 123), Medical & Comms Plans (Regs 90-96), Maintenance & Repairs (Reg 103), Critical Reflections, Parent Feedback (QA6), Reconciliation Action Plan (QA1, QA5, QA6), and Department & Compliance Hub.
📺 EBoard Display
A real-time staff information board showing the current date and time, Internal Communications (memos, updates, requests with priority levels), and Parent Requests (ongoing care instructions). Designed to be displayed on a staff-area screen for at-a-glance awareness. Filterable by Day, Week, Month, Term, Year, or All.
Custom Checklists
✅ Checklist Builder
Create custom checklists (e.g., "Monday Morning Rhythm") by naming the list, choosing an icon, and importing items from any existing compliance module. Pull from Regulatory Readiness items (Educational Program, Excursions, Transportation, Emergency, Premises, Supervision, Hazards, Staffing, Record Keeping, Policies, Information Display) and CCS items (Enrolments, Attendance, CCS Payments, Personnel, Record Keeping, Software Security, Geccko Training). All regulation links preserved.
Settings & Reports
⚙️ Service Settings
Configure service name, calendar font size, colour scheme, and Quality Improvement Framework approach (Self-Study First, QIP First, or Combined). Manage resource links and general preferences.
📄 Reports & Data Export
Comprehensive export hub covering Calendar & Planning (PDF, Word, Excel, Planning Report), Evidence & Compliance (Observations Log, Reflections Log, QIP Contributions, Repairs Log), Communication (Parent Requests, Family Announcements, Staff Communications, Master Report), and Summary & Achievement Log. Multiple format options for every dataset.
☀️ Educator Wellbeing Reminders
Integrate cares about you too! Gentle wellbeing reminders appear after extended use, encouraging educators to take a break, get some fresh air, and rest their eyes. Because the paperwork will still be here when you get back. 💛
