Workflows

Connected threads, not isolated forms.

Each workflow is designed to start where the educator already is — on the floor, with a child — and end where it should: in the right hands, with the right context, automatically.

Observation → Learning Cycle
  1. 01
    Quick capture on the floor
    Educator

    Photo, voice or 1-line note. Tagged to a child. Privacy filter applied before save.

  2. 02
    Auto-suggested EYLF outcome
    System

    AI suggests a learning outcome and prior context. Educator accepts or edits.

  3. 03
    Linked to learning cycle
    Room Leader

    Adds to the child's active cycle without re-typing.

  4. 04
    Pedagogical review
    Educational Leader

    Sees patterns across rooms, not individual surveillance.

  5. 05
    Curated story for parent
    Educator → Parent

    Warm, edited moment. Never the raw observation form.

Incident reporting
  1. 01
    Two-tap incident start
    Educator

    Type, child, time, location pre-filled by context. Calm, non-blaming language.

  2. 02
    Witness + first response
    Educator / Room Leader

    System prompts for required fields based on severity.

  3. 03
    Auto-route to Director
    System

    No 'who do I send this to?' — escalation is determined by type and severity.

  4. 04
    Family notification
    Director

    Pre-drafted, human-reviewed message to the family. Logged to compliance.

  5. 05
    Outcome & follow-up
    Director / Ed. Leader

    Closed loop. Tied back to the child's record privately.

Staffing & handover
  1. 01
    Roster published with context
    Director / Admin

    Each shift carries today's room, key children notes, and allergies.

  2. 02
    Casual onboarding to room
    Casual Staff

    Auto-scoped 4–8h access. Sees only what's needed for the shift.

  3. 03
    Mid-day handover
    Room Leader

    Outstanding items surface automatically — naps, meds, observations.

  4. 04
    End-of-day sweep
    Educator

    System prompts unfinished items before sign-out. Nothing falls through.

  5. 05
    Casual access auto-expires
    System

    No lingering accounts, no manual cleanup.

Compliance & accountability
  1. 01
    Cleaning & safety checklists
    Educator / Room Leader

    Inline, room-scoped, time-stamped. Replaces clipboards.

  2. 02
    Document register auto-tracked
    Admin

    WWCC, first aid, food handling — expiry alerts before they lapse.

  3. 03
    Director compliance pulse
    Director

    One screen: what's green, what's yellow, what needs eyes today.

  4. 04
    Audit-ready exports
    Director

    Regulator-ready reports generated, not assembled at midnight.

Parent communication
  1. 01
    One thread per family
    Educator → Parent

    Replaces five apps. Daily moment, not a feed.

  2. 02
    Consent-aware media
    System

    Photo sharing respects per-child consent rules automatically.

  3. 03
    Curated, never raw
    Educator

    Parents never see internal observation forms. They see the story.

  4. 04
    Two-way, scoped replies
    Parent → Room Leader

    Goes to the right person, not the room's noise.

Excursions & supervision
  1. 01
    Risk plan from template
    Room Leader

    Starts from a real plan, not a blank page. Editable, audit-logged.

  2. 02
    Director approval
    Director

    Compliance window with one-tap sign-off and conditions.

  3. 03
    Live supervision check-in
    Educator (mobile)

    Headcounts, ratio alerts, location pulse — no separate app.

  4. 04
    Return + reconcile
    Educator → Director

    Auto-closes the supervision record into compliance archive.

AI-assisted admin reduction

The system drafts. The human decides.

AI is used to remove typing — never to remove judgment. Every AI suggestion is reviewable, editable, and logged.

Draft, don't decide

AI drafts incident wording, parent notes and learning-story summaries. Educators approve and edit.

Suggest, don't surveil

Pattern suggestions across rooms — never individual scoring of children or staff.

Reduce, don't replace

AI reduces re-typing across observations, handovers and compliance. The relationship work stays human.