Every educator, relief worker and contractor checked and current.

Childcare centres, outside school hours care and independent schools need every educator and visiting contractor to hold a current working with children check, first aid and CPR, and need the records ready when an authorised officer visits. UpToDocs collects them, reads the expiry dates and follows up before anything lapses.

How it works

1. Add who you work with. Type them in, upload a spreadsheet, or drop in the documents you already hold and UpToDocs sets each person up from those.
2. They upload their own documents. Each person gets a private link by email, or by text when you send one. No account or app needed.
3. The details are read for you. UpToDocs reads who each document is for, the issuer, the number and the expiry date, and shows it to you for a quick confirm.
4. Reminders go out on their own. Each person is reminded 30, 14 and 7 days before a document expires. You hear about it when something actually lapses, plus a short summary every Monday.

What you can track

• Working with children checks, under whatever your state calls them: WWCC, blue card, Ochre Card, WWVP or RWVP.
• Education and care first aid (HLTAID012), usually every 3 years.
• CPR (HLTAID009), usually redone every 12 months.
• Teacher registration from NESA, VIT, QCT or your state's regulator.
• Child protection training, often done every year.
• National police checks where your service asks for one.
• Immunisation records and flu vaccinations.
• Public liability and workers comp for cleaners, gardeners, maintenance and incursion providers.
• Anything else you ask for, as your own document type, with or without an expiry date.

Sign up from this page and these documents are ticked for you. Change them any time in Settings.

How it looks in practice

A long day care centre has 22 educators, a pool of relief staff from an agency, and a handful of contractors who come on site: a cleaner, a gardener, a maintenance handyman and visiting music and sport providers.

The director adds them all from the staff spreadsheet. Each person gets a link to upload their check and certificates, and UpToDocs reads the numbers and dates. Yearly CPR renewals now come up on their own, and the director's Monday summary shows anything still missing. When the authorised officer asks, the director downloads one report showing who holds what.

Built for how you work

• Staff and contractors in one list. Educators, relief staff and visiting contractors each have their own documents.
• Ready for an assessment visit. A one-page compliance report and a full export, so you can show what was on file and when.
• Room for your verification notes. Record the date you checked each working with children check on the state register.
• Not tied to one inbox. Add your room leaders or business manager so records survive a change of director.
• Australian. Hosted in Sydney, with every document encrypted.

Questions

Does UpToDocs verify working with children checks with the state?

No. It keeps each check, its number and expiry date, and reminds the holder before it lapses. Verify each check on your state's register, and record the date you did.

Can it remind educators about yearly CPR?

Yes. Each document has its own expiry date, and the educator is reminded 30, 14 and 7 days before it runs out.

We use an agency for relief staff. Can we track them too?

Yes. Add relief educators as people, or add the agency as a business and ask it for its insurance as well.

Guides

• Working with children checks: a state-by-state guide
• Contractor compliance checklist

This page is general information, not legal, tax or insurance advice. What you should ask for depends on your state, industry and contracts; check with your insurer, adviser or regulator.