Tot Tracker

Project details

About Tot Tracker

Irish early years settings run on paper. Enrolment packs, allergy and medical forms, attendance registers, NCS and ECCE returns; most of it still lives in ring binders and spreadsheets, and almost all of it has to be right. The software that does exist was largely built for other markets with the Irish funding schemes bolted on afterwards, and it tends to focus on capturing lovely updates about the children rather than helping the owner run a viable business.

Tot Tracker is the answer to that. It is a single platform for Irish nurseries, Montessori schools, crèches, play schools and after-school services, covering invoicing and payments, child tracking, family records, daily care and learning observations, waiting lists, holiday camps and parent communication. It does the grunt work so the team can get back to the children.

Built for Ireland, not adapted for it

Compliance is where it earns its keep. NCS and ECCE rules are verified automatically rather than reconciled by hand, and the reports flag a problem well before Pobal or Tusla do. The two worst paper jobs were the obvious place to start: enrolment packs and allergy and medical care plans are now digital forms that pre-fill from a family's previous answers, are e-signed and countersigned, refresh on a schedule, and put the current information in front of staff at the point of care.

Payments were the other thing worth fixing. Most systems in this market charge a monthly fee and then take a cut of every payment on top. With Tot Tracker, Direct Debit and account-to-account transfers are included in the subscription at no extra cost, and card rates sit close to our own costs. Pricing is one figure per child per month with every feature included.

What it does

• Invoices and payments: invoices generated from fee schedules, collection by Direct Debit, bank transfer or card, with real-time reconciliation.
• NCS and ECCE compliance: automatic subsidy calculation, attendance verification and inspection-ready reporting.
• Digital enrolment and care plans: self-updating, e-signed forms that land straight on the child's profile.
• Child tracking: one-tap drop-off and collection with a full audit trail, emergency contacts, dietary and medical flags.
• Daily care and learning: observations with Montessori skills tagging, plus sleep, nappy, meal and photo logs.
• Parent app: a web app on iOS, Android and desktop for alerts, photos, messaging and receipts, with no personal phone numbers shared.
• Waiting lists and camps: prioritised waiting lists and separate booking flows for summer and mid-term camps.

Full team HR is next: contracts, qualifications, Garda vetting, training expiry, rotas and holiday requests, with alerts before anything lapses.

The platform is Irish owned and operated, GDPR compliant and EU hosted, and it was shaped by people who have run these settings themselves. Every feature exists because a provider asked for it.