Vacancies & Applicant Tracking
Finding the right people for your team starts long before their first day. Tot Tracker lets you create and manage vacancies directly within the platform, so you have a clear picture of what roles you're hiring for and where each opening stands.
As applications come in, you can track every candidate through the process - from initial enquiry through to interview and offer. Notes, correspondence and status updates are all stored against the applicant, so you never lose track of where things are, even when you're juggling multiple vacancies at once.
It's a simple system that brings structure to what's often a chaotic process. No more lost CVs, no more forgetting who you've spoken to, and a clear audit trail if you ever need to demonstrate a fair and transparent recruitment process.
Staff Profiles & Onboarding
Every member of your team has a complete digital profile in Tot Tracker. Contract details, contact information, emergency contacts, start dates, role assignments and room allocations are all stored in one secure place - accessible in seconds when you need them.
When a new hire joins, Tot Tracker guides them through a structured onboarding process. Qualifications to upload, policies to acknowledge, Garda vetting to confirm, emergency contacts to provide - it's all laid out as a checklist so nothing falls through the cracks. You can see at a glance what's been completed and what's still outstanding before their first day in a room with children.
Gone are the days of digging through filing cabinets or searching through email chains for a staff member's details. Whether it's a Tusla inspector asking about your team structure or a parent querying who looks after their child, the answer is a couple of taps away. As your team grows, Tot Tracker grows with you.
Qualifications & Garda Vetting
Keeping track of qualifications, first aid certificates and Garda vetting disclosures is one of the most important - and most tedious - parts of running a childcare service. Tot Tracker takes the pain out of it by storing everything digitally and alerting you before anything expires.
Each staff member's qualifications are recorded with their issue and expiry dates. When a certificate is approaching its renewal date, Tot Tracker sends you an automatic alert so you have plenty of time to arrange retraining or renewal - no more discovering a lapsed first aid cert the day before an inspection.
For Garda vetting, you can record the disclosure date and status for every team member. It's the kind of information inspectors ask for routinely, and having it immediately to hand demonstrates a level of professionalism that reflects well on your service.
Rotas & Ratios
Building a weekly rota that keeps the right number of qualified staff in each room is a balancing act that most owners do in their heads or on a whiteboard. Tot Tracker gives you a proper tool for it, one that understands the child-to-staff ratios required under Irish regulations.
You can see at a glance whether each session has adequate cover, spot gaps before they become a problem, and adjust shifts when someone calls in sick. The rota takes into account who's on leave, who's available, and what qualifications are needed for each room.
It's also a great communication tool - staff can check their upcoming shifts from their phone, so there's less confusion about who's in and when.
Working Hours
Accurate working hours are the foundation of fair pay and legal compliance. Tot Tracker lets staff clock in and out through the app, building an automatic record of exactly when they started and finished each day.
When it comes to preparing payroll, you have clean, auditable data rather than handwritten timesheets or best guesses. Overtime, late starts and early finishes are all captured, making it straightforward to calculate what's owed and to have an honest conversation if patterns emerge.
The hours log also helps you stay on the right side of the Organisation of Working Time Act. You can easily check that staff are getting their required breaks and that nobody is consistently exceeding their contracted hours without it being recorded.
Holiday & Absence
Managing holiday requests through text messages and sticky notes is a recipe for double-bookings and resentment. Tot Tracker gives your team a proper system: staff submit their requests through the app, and you approve or decline with full visibility of who else is off that week.
The system tracks each person's annual leave entitlement, how many days they've taken, and what's remaining. You can see at a glance whether approving a request would leave you short-staffed, and plan cover before confirming.
Sick days and other absences are logged too, giving you a complete attendance picture for each staff member over the year. It's useful for spotting patterns, managing return-to-work conversations, and having accurate records if questions arise later.
