Childcare rostering software for educators across your centres.
Staff each centre, fill a sick call before the doors open, and turn the hours worked into pay runs — and centre invoices, if you supply educators — in one system.
For childcare operators and agencies that staff early learning centres.
- I. NovakFirst Aid in date · freeCan take it
- P. GrayFirst Aid expired — this centre requires itBlocked
- L. BrooksAlready at another centre at 07:00Blocked
- T. ReidFirst Aid in date · freeCan take it
4 checked · 2 can take it · 2 blocked by the rules — you choose who gets the offer.
Built for how childcare staffing actually runs.
Each centre’s staffing laid out
Set how many educators each centre needs each day, and the roster shows where you are short before the week begins.
First Aid expiry checked at centres that need it
First Aid is the credential SysGuard checks for a childcare company by default. Each educator’s expiry is recorded, and at a centre that requires it, a missing or expired one blocks the shift — a check of the dates you record, not of any register.
Sick calls filled before opening
Post the shift as an open shift and an educator allowed to work it claims it from their phone — or offer it one at a time. Every offer is made before the shift starts.
Availability and leave from the phone
Educators record the days they usually work and the leave they are taking; a booking outside them is flagged, and the office still decides.
Educators who move between centres
Every centre sits on one roster, and an educator already booked elsewhere at that time is caught before the shift is saved.
Sign on at the centre door
Educators sign on and off with their phone or the QR code at the door, with their location checked against the centre. Switched on per company.
AI that does the admin. People make the decisions.
It understands what you say, reads what comes back and answers what you ask. It never decides who works, what anyone is paid or what a client is billed.
- AI understands what you say about the roster
Tell it what happened. It finds the shift.
Type it or say it. The AI works out which shift you mean and shows you what it understood first. The rules check who may cover it — you choose who gets the offer.
Roster · MondaySampleCiara is sick and can’t do Little Wattle todayUnderstood as: Ciara’s shift · Mon 07:00 → 15:00 · Little Wattle Early LearningWho can take it- Ivy N.First Aid in date · free
- Pip G.First Aid expired — this centre requires it
- Dina M.First Aid in date · free
- Lou B.already at another centre at 07:00
- Tess R.First Aid in date · free
5 checked · 3 can take it · 2 blocked by the rules — you choose. - AI reads the timesheets that come back
Send a photo of the sheet. It reads every line.
Photos and PDFs — including handwriting — are read line by line and matched to the roster. Anything unclear is flagged for a person to check before it is paid or billed.
Timesheets · Little Wattle Early LearningSampleSign-in sheet · week of 21 SeptIvy N 0700–1500 8
Dina M 0900–1530
Tess R 0700–1500 8Read, line by line- Ivy N.07:00 → 15:008.0 h
- Dina M.09:00 → ?finish unclear — check
- Tess R.07:00 → 15:008.0 h
12 lines read · 11 ready · 1 for a person to check - AI Reports — in your own words
Ask for an operational report. In your own words.
Typed or spoken. The answer comes back as a table and a chart. Follow it up, save it, and have it arrive every Monday.
AI ReportsSampleHow many educator hours did each centre use last week?Understood as: hours by centre · last week · most firstEducator hours, last week- Little Wattle168.0 h
- Bluegum Kids132.0 h
- Seaside ELC94.0 h
- Follow up: “compare with the week before”
- Save it as “Centre hours” · Excel and PDF
- Send it every Monday morning
From the same records as payroll and invoices — never a separate copy.
Hours worked, paid and invoiced without retyping.
- Pay rates by educator, centre or role; charge rates by centre, centre group or role.
- Weekends and public holidays by state, each at its own rate.
- Pay-run files for Xero and MYOB from the approved hours.
- If you supply educators to centres, each centre’s invoice comes from the same hours, in one of six designs.
- The rates are yours to set; SysGuard does not decide award entitlements for you.
What childcare operators ask first.
Does SysGuard manage educator-to-child ratios?
No. You set how many educators each centre needs each day and SysGuard shows the gaps, but it doesn’t count children or work out ratios — that stays with the centre.
Does SysGuard check Working with Children Checks?
It doesn’t connect to any state’s WWCC register. It keeps one credential per educator with its expiry — First Aid by default — and refuses a missing or expired one at centres that require it.
Can educators pick up extra shifts from their phone?
Yes. An open shift is seen only by educators allowed to work it, and the first one to claim it gets it — booked and confirmed straight away.
Can I roster across several centres?
Yes. Every centre sits on one roster with its own daily needs, and an educator already booked at one centre is caught before being booked at another at the same time.
Can educators tell us when they are available?
Yes. From their phone they set the days and times they usually work and the leave they are taking. Rostering outside them is flagged rather than blocked, so the office still decides.
How are educators paid and centres invoiced?
Approved hours become the pay run, with files for Xero and MYOB, and — if you supply educators to centres — each centre’s invoice, from the same hours.
Ready to see SysGuard with your own workflow?
Try it for childcare with sample data, or bring us one real workflow — your roster, a timesheet, your rates or your client billing — and we’ll show you how it runs through SysGuard.