Hours Tracking
Every day, you record the arrival and collection time for each child at your service. It's a quick process for staff - a tap on the screen at drop-off and another at pick-up - but it's the foundation of everything that follows.
At the end of each week, Tot Tracker analyses the hours for every day, deducting ECCE hours where applicable, and calculates the number of NCS hours each child actually attended for. There's no manual counting, no spreadsheet formulas, and no guesswork - just an accurate weekly total that feeds directly into your compliance records.
Parents can see their child's attendance in the app too, so there's complete transparency. If a parent thinks their child attended more hours than your records show, you have the timestamped data to have that conversation confidently.
Alerting
The rules around NCS are clear: the hours you claim for must represent the number of hours you expect a child to attend each week, and they must achieve that number at least once in every twelve-week period. In practice, keeping on top of this across dozens of children is a real challenge.
Tot Tracker monitors attendance continuously. If a child misses their claimed hours for eight consecutive weeks, the system automatically alerts both you and the parent to the situation. That gives everyone four weeks to either make up the hours or reduce the claim before the twelve-week deadline is breached.
It's the kind of early warning that can save you a difficult conversation with an inspector - and save a parent from losing funding they're entitled to. By the time you're aware of a problem manually, it's often too late to fix it. Tot Tracker makes sure that doesn't happen.
Compliance Inspections
When the time comes for an inspection, you can rest easy knowing everything is in order. Tot Tracker's dedicated NCS Inspection report lets the inspector select any date range they wish to check and immediately shows all children who attended during that window.
Selecting a child reveals the full detail of their attendance - not just when they arrived and departed, but when that information was logged, by whom, and whether it's been edited at any point. This level of transparency is exactly what inspectors are looking for, and it demonstrates a rigour that's hard to achieve with paper records.
The report also displays each child's fee schedule, confirming that the full NCS discount has been passed on to the parent, along with the signed parental agreement. Everything an inspector needs is in one place, presented clearly, and available instantly.
CHICK Codes
One detail that's often overlooked until it's too late is the renewal of CHICK codes. Every child receiving NCS funding has a CHICK code with an expiry date, and if it lapses there's a break in their funding that affects both the parent and your revenue.
Tot Tracker automatically flags codes that are due to expire within the next month, giving your team time to be proactive with parents and ensure renewals happen before the deadline. It's a small thing that makes a big difference - and it's the kind of detail that separates a well-run service from one that's constantly firefighting.
