One calendar for every booking
Day, week and list views, recurring schedules and one-tap assignment. With conflicts flagged before they happen.
Childcare agency management software
Childcare agency management software, all in one place
From first enquiry to paid invoice. Manage carers, families, bookings and compliance without the spreadsheets.
No card needed · Set it up in an afternoon · Cancel whenever
Running a childcare agency means juggling carer availability, family requests, DBS and first-aid expiry, recurring schedules and invoices. Usually across spreadsheets, WhatsApp and your inbox. Rostavo brings the whole back office into one system, so your coordinators spend their time on people, not paperwork.
What that looks like in practice
Compliance you can trust
Store DBS, first-aid and right-to-work documents on every carer profile, with automatic alerts before anything expires.
A portal for every family
Families request care, see who is booked, pay invoices and leave reviews. Cutting the calls and back-and-forth.
Get paid without chasing
Completed bookings become invoices automatically, clients pay online, and accurate carer payouts follow.
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.
The three things a childcare agency cannot get wrong
Everything else is inconvenience. These are the ones that end an agency.
Compliance
A check that lapsed without anyone noticing
It is nobody fault and it does not matter. What matters is that a carer worked on it, and you cannot prove otherwise.
Cover
A family left without care at 07:00
They will forgive it once. The second time they find another agency, and they tell the other parents.
Money
Invoices that do not match the care delivered
Every disputed invoice costs more in trust than in cash, and you usually end up writing it off.
How the agency runs when it is in one system
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01
Everyone carries their own documents
DBS, first aid, right to work and training, each with an expiry the system watches.
-
02
Families and children are proper records
Ages, needs, allergies, who may collect. The knowledge that makes cover safe stops living in your head.
-
03
Regular care repeats
Weekly patterns generate the calendar. You handle exceptions rather than rebuilding.
-
04
Gaps are broadcast, not phoned
One action offers the shift to everyone eligible and free.
-
05
Attendance is recorded at the door
Which answers both the parent question and the payroll question with the same data.
-
06
Invoices and payouts come from that record
So the number the family disputes and the number you can evidence are the same number.
What to look for in childcare agency management software
Does compliance block scheduling?
Storing certificates is filing. Preventing an out-of-date carer from being assigned is compliance.
Ask them: Does an expired document stop assignment or only produce a warning?
Can it cover a gap without phone calls?
This is the daily emergency, and most systems have no answer beyond showing you the gap.
Ask them: Can I offer one shift to every free carer at once?
Are children modelled properly?
Ages, allergies and who may collect are safety information, not notes.
Ask them: Can I record each child with their own details and see them on the booking?
What is the total monthly cost at my size?
Per-seat and per-client add-ons are how a low headline becomes a high bill.
Ask them: Quote me my exact numbers with nothing excluded.
Can I get everything out again?
You will change system one day, and six years of records have to come with you.
Ask them: Can I export it all myself?
Questions answered
What does childcare agency management software do?
It replaces the spreadsheets and group chats agencies use to manage carers, families, bookings, compliance and billing. Bringing scheduling, document tracking, messaging, invoicing and payments into one system.
Does it track DBS and first-aid expiry?
Yes. Every carer profile stores DBS, first-aid and right-to-work documents, and Rostavo alerts you before any of them lapse.
Can I start for free?
Yes. Start a free trial with no card required, and we will help set up your agency and move your existing data across.
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.