Candidate and family profiles
Track skills, documents, availability and history for every au pair and family.
Au pair agency software
Software for au pair agencies
Match au pairs to families, manage placements and documents, and run the back office in one place.
No card needed · Set it up in an afternoon · Cancel whenever
Au pair placements involve a lot of moving parts. Candidate vetting, family matching, documents and ongoing communication. Rostavo keeps candidates, families, placements, documents and invoicing in one system, so you can place more au pairs with less admin.
What that looks like in practice
Placement management
Match candidates to families and manage placements and bookings from one pool.
Documents and compliance
Store and track every document, with alerts before anything expires.
Invoicing built in
Generate client invoices and accurate payouts from placements.
Plus everything else the agency runs on
Every agency gets the whole system, at one price, with nothing held back for a dearer plan.
Scheduling & dispatch
Fill an open shift fast
Best-match suggestions
GPS check-in / out
Checks & documents
Invoicing & payments
Worker payouts
Real-time chat
Client & worker portals
Ratings & reviews
Recruiting pipeline
One system, every vertical
Everyone sees just their bit
One set of records, three ways in. Nobody has to be taught which parts to ignore.
You and your coordinators
The whole agency. Every booking, everyone on your books, the money in and out, and what needs sorting today.
Your team
Their own work and nothing else. They accept a job, check in, upload a certificate and see what they are owed.
Your clients
Their own account only. They request, see who is coming, pay a bill and leave a review.
Au pair placements run on months, not days
And on paperwork that has to be right in two countries at once.
Month 1
Applications arrive from abroad
Documents in different formats, different languages, and different stages of completeness.
Month 2
Matching a family and a candidate
It is a personality and household fit as much as a skills fit, and almost none of what matters is structured data.
Month 3
Arrival, and the paperwork behind it
Visas, insurance, contracts and start dates, all with their own deadlines that nobody is watching centrally.
From application to arrival to the next placement
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01
Candidates apply through your own site
Structured from the start, in one place, whatever country they are in.
-
02
Documents are dated records
Passports, visas, insurance, checks and references, each with an expiry the system watches.
-
03
Families are matched from a real profile
Household, children, languages, expectations. Written down rather than remembered.
-
04
Shortlists go out as a link
Families review candidates without an account and tell you who they want to meet.
-
05
Contracts are signed online and stored
Terms, dates and the placement itself attached to both parties.
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06
The placement is tracked to its end
Because the next conversation is the renewal or the replacement, and it starts before this one finishes.
What to look for in au pair agency software
Does it handle a months-long process?
Most scheduling software assumes bookings. An au pair placement is a project with stages and deadlines.
Ask them: Can I see every placement by stage, with what is outstanding?
Are documents dated and watched?
Visas and insurance expire, and an expiry missed here is a person unable to work legally.
Ask them: Will it warn me before a document lapses?
Does it work across countries and currencies?
Candidates abroad, families here, fees possibly in another currency.
Ask them: Can I set currency, locale and timezone per account?
Can families review candidates simply?
Families choosing someone to live in their home want to take their time and involve a partner.
Ask them: Can I share a shortlist as a link they can both open?
What happens to the data afterwards?
You hold a great deal of personal information about people from other countries, with real obligations attached.
Ask them: Can I export or erase a person completely on request?
Questions answered
Can I manage both candidates and families?
Yes. Rostavo holds full profiles for au pairs and families, and matches them for placements.
Does it track documents and compliance?
Yes, with expiry alerts on every document and background-check status.
Can I invoice families through it?
Yes. Invoices are generated and paid online, with payouts handled too.
Related
The same system, described for a different trade or a different question.
By what you need it to do
Missing something you need?
Every agency runs a little differently. If something here doesn't fit how you work, or there's a piece missing altogether, tell us. We build custom versions of Rostavo for individual agencies.
That might be a form that matches your paperwork, a rate rule nobody else uses, a report your accountant asks for, or a whole part of the job we haven't covered. Worth a conversation either way.
Tell us what you need
We read every one of these ourselves.
Have tomorrow go like that.
Set your agency up this afternoon. It costs nothing to see whether it suits you.