Families and leads in one pipeline
Track enquiries from first contact to placement, with notes and history on every family.
Nanny agency CRM
A CRM made for nanny agencies
Keep every family, lead, placement and conversation in one place, not scattered across inboxes and spreadsheets.
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Generic CRMs were not built for placing nannies. Rostavo gives you a family and lead pipeline, child profiles, placement and booking history, built-in messaging and invoicing. A CRM that actually understands how a nanny agency works.
What that looks like in practice
Child and care profiles
Store ages, allergies, routines and pickup notes so the right details follow every booking.
Conversations in context
Built-in messaging keeps every chat with families and nannies attached to the record. Nothing lost in WhatsApp.
From CRM to cash
Turn placements and bookings into invoices and payments without leaving the system.
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.
What an agency CRM has to remember for you
Families are a long relationship with gaps in it. The gaps are where agencies lose repeat business.
Year 1
You place a nanny with a family
It goes well. Everybody is happy and nobody writes anything down about why.
Year 2
They need holiday cover
You have forgotten which nanny they had, what the children are called, and what the mother asked for last time.
Year 3
A second child arrives
Somebody else gets that placement, because they emailed in the right month and you did not.
One record per family, carried forward
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01
The family, and everyone in it
Parents, children with ages, the address, access, and the notes that make a good match possible.
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02
Every placement and booking, in order
Who has worked with them, when, and how it went. Reviews are attached rather than remembered.
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03
What they were quoted and what they paid
Rates, invoices and payment history on the same record as the care.
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04
Their own portal
They request cover, see who is coming and pay, which means the relationship continues without going through you.
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05
Nothing is lost when somebody leaves
A coordinator resigning does not take the client history with them.
What to look for in a nanny agency CRM
A generic CRM will store a family. It will not know what a family is.
Does it model children, not just contacts?
Ages, needs, allergies and schedules are the matching criteria. In a generic CRM they are a free-text notes field nobody maintains.
Ask them: Can I record each child separately with their own details?
Does it join the care to the money?
Knowing a family is happy is worth less than knowing they are happy and owe you for August.
Ask them: Can I see placements, bookings and unpaid invoices on one screen?
Can the family do anything themselves?
Every request that arrives as a text message to your personal phone is a request that does not get logged.
Ask them: Is there a client portal, and what can they do in it without me?
Will it survive somebody leaving?
If the relationship lives in a coordinator inbox, it walks out with them.
Ask them: Where does client history live, and who else can see it?
Is it one system with the scheduling?
A CRM that does not know the calendar makes you the integration between them.
Ask them: Does the same record drive the bookings?
Questions answered
How is this different from a generic CRM?
It is built around nanny placements and bookings. Child profiles, compliance, scheduling and invoicing are native, not bolted on.
Can I track leads and enquiries?
Yes, manage families from first enquiry through to placement with notes and history.
Does it include messaging?
Yes. Coordinators, nannies and families message inside Rostavo, kept against the right record.
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.