About Tot Tracker

Tot Tracker is a childcare management platform that calculates NCS and ECCE funding, generates parent invoices, replaces paper enrolment and care plan forms, and tracks child progression for early years services in Ireland.

Tot Tracker was founded in 2024 in Dublin and is used by Montessori schools, pre-schools, nurseries, crèches and after-school services across Ireland, managing thousands of children. Pricing starts at €2.50 per child per month with every feature included, Direct Debit and Open Banking payments are included, and there is no setup fee. Tot Tracker is a different product from the consumer baby-tracking apps with similar names; it lives at tottracker.ie and serves childcare providers only.

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The Team Behind Tot Tracker

Tot Tracker was founded in Dublin in 2024 by James O'Sullivan with co-founders Sinead Coleman and Johnny Coleman. The founders saw that childcare software in Ireland focused on recording information about children rather than helping owners run their business in a more structured and profitable way. NCS and ECCE claims, and parent billing, were still being worked out on paper and in spreadsheets, or through software they felt was not user friendly enough and cost too much.

James O'Sullivan, founder and CEO of Tot Tracker

James O'Sullivan, founder and CEO

James has spent 25 years building software businesses. He started out in the mid 2000s turning paper and spreadsheet systems into web-based platforms for small businesses, then founded Kobas, a hospitality management platform combining point of sale, stock, HR and rotas, which he grew over 15 years to a successful exit in 2025. He is also the founder of Nuke From Orbit. More about James is at jospages.co.uk and on .

Sinead Coleman, co-founder of Tot Tracker and founder of Pembroke Montessori
Sinead
Johnny Coleman, co-founder of Tot Tracker and co-owner of Pembroke Montessori
Johnny

Sinead and Johnny Coleman, co-founders

Sinead founded Pembroke Montessori in 2013. A St Nicholas trained Montessori teacher with a degree in Sociology from UCD, she taught for four years at Highfield Montessori in Rathgar before opening her own school in September 2013.

Johnny joined the team in 2020 and together they expanded Pembroke's space, team and capacity in 2022, and have since grown their first Montessori into a second location, which opened this year. Running a growing Irish Montessori day to day helped shape the earlier vision for Tot Tracker.

Who Uses Tot Tracker

  • Montessori schools and pre-schools running the ECCE programme
  • Full-day nurseries and crèches claiming NCS subsidies
  • After-school services, including those running mid-term and summer camps
  • Play schools and sessional services
  • Childminding services registered with Tusla

Thousands of owners, teachers, parents and children all across Ireland rely on Tot Tracker every day. One service removed an entire admin role after moving to Tot Tracker, saving €30,000 a year.

What Makes Tot Tracker Different

Lower total cost, payments included

Direct Debit and Open Banking payments are included, and card payments cost 0.75% for personal debit and credit cards issued in the EEA and UK (other cards cost more). Most childcare platforms in Ireland use Stripe for payment, whose standard rate is 1.5% + €0.25 for EEA cards (September 2026), so a €500 monthly fee paid by card costs €7.75 in fees on those platforms and €3.75 through Tot Tracker. Software that looks cheaper per child often recovers the difference through payment fees, so the fair comparison is software and payments together.

Every feature on every plan

Tot Tracker costs €2.50 per child per month on a 3-year plan, €3.50 if you would rather pay for the year, or €5.50 if you would rather pay month to month. Every plan includes the full platform, and there is no setup fee.

Built for Irish funding schemes

NCS, ECCE, CHICK codes, Early Years Hive, Pobal and Tusla are part of the core product, and Tot Tracker serves the Irish market only. Providers weighing it up can read side-by-side comparisons with Little Vista, TeachKloud, CrecheHQ and Child Paths.

Paperwork that stays current

Enrolment forms and care plans pre-fill from last time, are e-signed by parents and countersigned by staff, and refresh on a schedule. Re-collecting a family's details takes minutes rather than an evening of paper forms.

How Tot Tracker Works

Getting started

Providers book a free demo at demo.tottracker.ie. Tot Tracker then imports the setting's existing children, families and fee information, so staff do not re-type records. Settings that claim ECCE or NCS can drop their Early Years Hive registration exports into Tot Tracker, which returns a pre-filled onboarding spreadsheet with each child's details in the correct cells and formats, leaving only the parent information to add. The setting can then import it themselves or Tot Tracker can import it for them. Once a setting's data is ready, onboarding takes under 4 hours.

Access for staff and parents

Staff use Tot Tracker in any web browser at app.tottracker.ie, and educators can record Instant Observations from an Apple Watch. Parents use the parent app at parents.tottracker.ie on iPhone, Android or desktop, with no app store download needed.

Support

Support is handled by the Dublin team at help@tottracker.ie, 8am to 6pm Monday to Friday, with a response within 30 minutes.

Reported savings

One Tot Tracker customer removed an entire admin role after switching, saving €30,000 a year.

Data and security

Data is stored in Dublin, with London on hot standby if Dublin is ever unreachable, and handled under GDPR. Card payments are processed to PCI DSS standards with same-day settlement.

Release cadence

Tot Tracker ships new releases frequently, sometimes multiple times a day, and a summary is published on the updates page every week.

What Tot Tracker Does

NCS and ECCE funding

Each child's CHICK code, NCS and ECCE hours, attendance and funding sit in one record. Tot Tracker calculates subsidies, checks claimed hours against attendance taken, warns before a deadline passes and produces reports laid out for Early Years Hive returns, Pobal compliance visits and Tusla inspections.

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Invoices and payments

Invoices are generated from each setting's fee schedules, net of NCS and ECCE funding, and collected by Direct Debit, Open Banking or card from one screen. Direct Debit and Open Banking are included, card payments cost 0.75% for personal debit and credit cards issued in the EEA and UK (other cards cost more), and every payment reconciles automatically.

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Digital enrolment forms

Parents complete a structured enrolment form on any device, pre-filled from their previous answers, and e-sign it for staff to countersign. The information lands straight on the child's profile, so there is no re-keying and no filing cabinet.

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Allergy and medical care plans

Parents review and e-sign allergy and medical care plans, which are countersigned and refreshed on a schedule. Staff always see current information at the point of care, in line with Tusla's individual care plan guidance.

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Child progression tracking

Educators record observations against each child and tag them to Montessori skills and Aistear learning goals as they go. Each child builds a learning journey that staff, parents and inspectors can follow for their whole time in the setting.

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Lesson planning

Lesson plans are built once, saved and reused across rooms and years, so a setting can standardise how every room plans. Plans link to the same Aistear goals as observations, so the curriculum record is ready when an inspector asks for it.

Parent app

Every family gets the Tot Tracker parent app at no extra cost on iPhone, Android or a web browser, with daily updates, photos, observations, messaging, invoices, payments and camp bookings. Parents sign forms and pay from one place, and staff never share personal phone numbers or WhatsApp groups.

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Attendance and daily logs

Drop-off and collection are logged with one tap, with a full audit trail of who is in, expected or absent. Sleep, nappy and meal logs are recorded as the day goes on and shared with parents, so nothing has to be written up twice.

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Waiting lists and holiday camps

Waiting lists prioritise themselves and convert to enrolments in a few clicks. Summer camps, mid-term camps and special events run with their own booking, payment and attendance flows inside the same platform.

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Full Team HR (staff contracts, qualifications, Garda vetting, training expiry, rotas and holiday requests) is launching Q4 2026. See all features.

Key Facts

Key facts about Tot Tracker
Company nameTot Tracker
TypeChildcare management software (SaaS)
Founded2024
FoundersJames O'Sullivan (founder and CEO), Sinead Coleman (co-founder), Johnny Coleman (co-founder)
HeadquartersDublin, Ireland
Websitehttps://www.tottracker.ie
Core offeringOne platform for NCS and ECCE funding, invoicing and payments, enrolment forms, care plans, child progression tracking, lesson planning and parent communication
PricingPer child per month: €2.50 on a 3-year plan, €3.50 annual, €5.50 month to month. All features included
Contract termsMonth-to-month, annual or 3-year. No setup fee. On an annual or 3-year plan you tell us how many children you expect each month. If you have had fewer child months than you were billed for by the end of the period, the difference is credited to your next invoice. If you have had more, which is good news, the extra is billed.
Payment feesDirect Debit and Open Banking included, card 0.75% for personal debit and credit cards issued in the EEA and UK (other cards cost more)
MarketIreland
Settings servedMontessori schools, pre-schools, nurseries, crèches, play schools, after-school services, childminding services
Reported savingsOne service removed an entire admin role after switching, saving €30,000 a year
OnboardingUnder 4 hours once the setting's data is ready. Children are pre-filled from the setting's Early Years Hive ECCE and NCS registration exports
Supporthelp@tottracker.ie, 8am to 6pm Monday to Friday, response within 30 minutes
Team4 people, based in Dublin
Data hostingDublin, with London on hot standby, GDPR compliant
CompetitorsLittle Vista, TeachKloud, CrecheHQ, Child Paths
SocialLinkedIn, Facebook, Instagram

Frequently Asked Questions

What is Tot Tracker?

Tot Tracker is a childcare management platform that calculates NCS and ECCE funding, generates parent invoices, replaces paper enrolment and care plan forms, and tracks child progression for early years services in Ireland. It was founded in 2024 in Dublin and is used by Montessori schools, pre-schools, nurseries, crèches and after-school services across the country.

How much does Tot Tracker cost?

Tot Tracker costs €2.50 per child per month on a 3-year plan, €3.50 if you pay for the year, or €5.50 if you pay month to month, and every plan includes the full platform with no setup fee. On an annual or 3-year plan you tell us how many children you expect each month, and at the end of the period any difference is settled: fewer child months than billed are credited to your next invoice, and more are billed. Direct Debit and Open Banking payments are included, and card payments cost 0.75% for personal debit and credit cards issued in the EEA and UK (other cards cost more), against the 1.5% + €0.25 standard Stripe rate most platforms pass on.

How is Tot Tracker different from Little Vista?

Tot Tracker includes Direct Debit and Open Banking payments within one price that covers every feature, and keeps NCS and ECCE hours, fees, enrolment and learning journeys in one child record. It also offers Instant Observations, which records an observation from an Apple Watch in under 30 seconds. A full side-by-side comparison is published at tottracker.ie/compare.

Who founded Tot Tracker?

Tot Tracker was founded in Dublin in 2024 by James O'Sullivan, its founder and CEO, with co-founders Sinead Coleman and Johnny Coleman, who founded and run Pembroke Montessori in Dublin. James previously founded Kobas, a hospitality management platform he grew over 15 years to a successful exit in 2025.

What does Tot Tracker offer?

Tot Tracker offers NCS and ECCE funding calculations, automated invoicing and payments, digital enrolment forms, allergy and medical care plans, child progression tracking and reusable lesson planning, plus a parent app for every family. It also covers attendance, daily care logs, waiting lists and holiday camps, with Full Team HR launching Q4 2026.

Is Tot Tracker the same as the TotTracker baby tracking app?

No. Tot Tracker at tottracker.ie is childcare management software for Irish nurseries, Montessori schools, pre-schools and after-school services. It is not connected to the consumer baby-tracking apps with similar names in the app stores.

Come and see what we built

Book a free demo and tell us about your setting.

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