Challenges
Running a childcare service comes with growing expectations around compliance and reporting. The new NQF Child Safety Regulation changes (effective 1 September 2025) mean every centre must report incidents more quickly, keep clearer records, and ensure all staff understand new policies as soon as they’re released. For many services, this means more paperwork, emails, and time taken away from what really matters — the children. RAC Pro, a productivity platform has been developed to make this easier. It helps services manage all compliance and safety requirements in one place — so you can spend less time chasing forms and more time leading your team.
Solutions
Imagine this real example that could happen in any childcare centre. A child has an incident during the day — for example, they are injured during outdoor play. An educator completes an incident report immediately. From there, several steps must happen quickly and accurately:
- The report must be filed and stored securely.
- The Centre Manager and Provider must review it.
- Team meetings are often held to discuss the situation and review supervision or safety processes.
- Documents such as staff statements, parent communication records, or photos must be filed and linked to the same incident.
- The incident may need to be reported to the Department of Education, the Commission for Children and Young People (“CCYP”), and, in some cases, the police.
- The child’s parents must be kept updated and provided with accurate information.
- Actions from meetings (for example, staff retraining or environment adjustments) must be followed up on and recorded.
Managing all this manually across paper forms, emails, and folders can be overwhelming.
With RAC Pro, every step of this process is managed and tracked in one secure system:
- The incident report is created and filed in the Registers Module, which can have built-in templates that match NQF and DET requirements, providing you with easy access to the information.
- All related documents, photos, and meeting notes are stored together, so nothing is lost or misplaced.
- You can invite team members to meetings directly through RAC Pro, and attach minutes, notes, and next steps.
- Once meeting minutes are uploaded, RAC Pro automatically generates a ‘to-do list’ based on the actions discussed.
- RAC Pro allows you to email your documents to be digitally signed and keeps a complete record of who has viewed, acknowledged, or completed each action — giving Providers peace of mind that every step is followed.
- You can pull out reports of who has signed, received, and seen the documents sent.
- Reminders for expiring documents are set and will notify those you select in the settings.
This is an essential aspect of record keeping: seeing when regular certificates expire.
These are outlined below:
| Certificates | Frequency |
|---|---|
| First Aid | Every three (3) years |
| CPR (Cardiopulmonary Resuscitation) | Every Year (1) |
| Working with Children Checks | Every four (4) years |
| VIT (Victorian Institute of Teaching) | Every three (3) years |
| Mandatory Report | Every Year (1) |
| Food Handling | Every Year (1) |
| Allergy Training | Every Year (1) |
Results
With RAC Pro, compliance becomes simpler, faster, and more reliable. Instead of relying on paperwork or chasing updates across multiple systems, everything is tracked and stored in one easy-to-use platform.
This reduces stress, saves time, and, most importantly, helps services focus on what matters most: providing safe, high-quality education and care for every child.