Efficiently Manage Permanent & Casual Staff

Simplifi helps early childhood education (ECE) providers and kindergartens efficiently manage their workforce, reduce costs, and maintain quality care. By streamlining the management of both permanent and casual staff, we empower ECE centres and kindergartens to focus on what matters most: nurturing children’s growth and development.

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Early Childhood Workforce Management Software Built for ECE Centres

Managing an early childhood education centre means juggling strict staff-to-child ratios, qualification requirements, unpredictable absences and fluctuating enrolments, often across multiple rooms and age groups.

Generic workforce platforms aren’t built for the realities of ECE. They struggle with ratio compliance, qualification tracking, casual-heavy staffing models and the need to fill shifts quickly when educators are sick or unavailable. The result is increased admin burden, compliance risk and unnecessary stress for centre managers.

Simplifi is purpose-built for early childhood education providers, giving centre leaders real-time control over rosters, staff availability and compliance so centres stay fully staffed, ratios stay compliant and children receive consistent, high-quality care.

Why Simplifi is different for early childhood education

Fast fill for last-minute absences — notify qualified educators instantly when shifts become available

Room and ratio visibility — see who’s working in each room and ensure compliance at all times

Qualification and compliance tracking — prevent unqualified staff from being rostered

Payroll-ready timesheets — accurate hours, allowances and penalties captured automatically

Built for casual-heavy teams — onboard, schedule and manage educators quickly as teams change

Whether you’re running a single centre or a multi-location early learning group, Simplifi helps you stay compliant, fully staffed and focused on delivering exceptional care.

Early Childhood

See Early Childhood Workforce Management in Action

Watch how Simplifi helps early childhood education centres and kindergartens streamline staff rostering, manage last-minute absences, maintain room ratio compliance and reduce admin overhead, all while keeping centres fully staffed and children safely supported.

Simplifi Early Childhood Workforce Management Software Key Features

Simplifi offers cloud based, advanced workforce management tools specifically tailored to the needs of early childhood education providers and kindergartens.

ECE Casual Workforce & Reliever Management Software


Simplifi helps early childhood education centres build and maintain a pool of qualified relievers, ensuring seamless care during staff absences. Managers can contact multiple relievers at once, notifying only those available to quickly fill shifts. This reduces reliance on external agencies while maintaining continuity of care.

Digitised ECE Workforce Management & Admin Automation

Change body text to:
Build and manage your own pool of casual retail staff to fill shifts quickly without relying on agencies. Instantly notify available staff of open shifts and automatically assign roles to qualified employees, ensuring fast coverage during absences, sick leave and unexpected demand spikes.

ECE Rostering Software with Room Setup & Ratio Compliance

Create optimised rosters that balance permanent educators and relievers while maintaining compliance with teacher-to-child ratios and Ministry of Education funding requirements. Easily configure rooms, manage ratios in real time and load contracted hours to ensure every centre operates efficiently, remains fully compliant and meets funding obligations with confidence.

Real-Time Absence & Shift Cover Management

Respond instantly to unplanned staff absences with real-time notifications sent to available relievers. Managers can fill shifts quickly without disruption to room coverage or ratios, ensuring continuity of care while avoiding costly agency fees and last-minute staffing stress.

Flexible Clock-In Options

Kiosk mode (tablet tap in/out) or beacon technology (auto clock-in via app). Accurate timesheets generated automatically for every shift.

Compliance Tracking & Staff Credential Management

Simplifi helps early childhood education providers maintain full regulatory compliance by tracking teacher registration, Police Vetting, certifications and expiry dates in one central system. Automated alerts ensure credentials never lapse, reducing compliance risk and giving centre managers confidence that every room is staffed correctly and meets Ministry of Education requirements at all times.

Integrated Payroll, Timesheets & Cost Control

Simplifi automates payroll processing for both permanent educators and relievers, streamlining timesheet approvals and reducing manual payroll admin. Integrated casual staff placement and payroll eliminates the need for costly external agencies, improves cost visibility and ensures accurate, on-time payments while keeping staffing spend under control.

Why Early Childhood Education Providers Choose Simplifi

1

Built for ECE centre operations

Manage rosters, reliever pools, staff availability and labour costs across one or multiple centres from a single platform designed specifically for early learning environments.

2

Faster response to staff absences and ratio changes

Instantly notify available relievers when educators call in sick or ratios change unexpectedly, helping centres stay compliant and fully staffed without disruption to care.

3

Accurate payroll with no manual rework

Timesheets, allowances and contracted hours are captured automatically, reducing payroll errors, processing time and compliance risk.

4

Clear visibility across permanent and casual educators

Manage rosters, reliever pools, staff availability and labour costs across one or multiple centres from a single platform designed specifically for early learning environments.

5

Local support and guided implementation

Manage rosters, reliever pools, staff availability and labour costs across one or multiple centres from a single platform designed specifically for early learning environments.

Start Building – For Free
$0.6 Million

Agency spend dropped to less than $2,000 per month, resulting in annual savings of $0.6 million. Success rates for casual job placements now stand at 85%, ensuring smooth operations
Young Academics - ECE provider

Young Academics - Enterprise Workforce Transformation for 35 ECE Centres

Simplifi partnered with Young Academics, a leading ECE provider in Sydney with 35 centres, to transform their casual workforce management. Prior to using Simplifi, Young Academics spent $50,000 monthly on agency fees, significantly impacting their operational budget. Simplifi helped them build a pool of 420 dedicated relievers, enabling the placement of 1,400 jobs per month with an 85% success rate. Agency spend was reduced to less than $2,000 per month, resulting in annual savings of $0.6 million. This solution not only improved cost efficiency but also ensured smooth staffing for their centres.

Before using Simplifi, Young Academics spent $50,000 a month on agency fees, significantly impacting their operational budget.

Simplifi helped build a pool of 420 dedicated relievers and streamlined the placement of 1,400 jobs per month.

Results:

Agency spend dropped to less than $2,000 per month, resulting in annual savings of $0.6 million. Success rates for casual job placements now stand at 85%, ensuring smooth operations.

$0.68 Million

Agency fees were reduced by 68%, saving $0.68 million annually, with an 89% success rate in filling casual roles.
NZ’s  - ECE provider

 Evolve Education Group - Workforce Optimisation Across 100+ Centres

Simplifi partnered with Evolve, one of New Zealand’s largest ECE providers with over 100 centres, to address their reliance on costly agency staffing and transform its workforce management.

Challenges:

Evolve was spending over $1 million annually on agency fees and struggled with casual staff placements.

Solutions:

Simplifi allowed Evolve to build a pool of 900 relievers and efficiently manage 2,450 job postings a month, with an 89% success rate.

Results:

Agency fees were reduced by 68%, saving $0.68 million annually, while significantly improving the efficiency and reliability of Evolve’s staffing process.

What our customers say

"Simplifi have been a revelation to the way we now work. We started using the platform to manage and publish jobs for relievers and it made this process much more efficient – especially since we moved to an All Year Model.We now not only use the app for relievers, we have added all of our permanent staff to the system too in order to manage their profiles and timesheets (rosters), which then feeds directly into our payroll platform to pay our staff.Through all of this, the Simplifi team have provided amazing levels of support. Without their continued support and the flexibility, we would still be managing these processes manually."

Lloyd Gurr

HR Services Manager, Northland Kindergarten Association

"Whanganui Kindergarten Association approached Simplifi as a possible solution to support us to move forward with the times and make use of current technology for how we book relievers to work in our Kindergartens. Rhys and his team worked closely with us to ensure that the software was capable of meeting our needs and has worked alongside our relievers by being readily available to offer support and guidance whenever anyone needed additional support. We have made further suggestions to enhance the software to accommodate us. The Simplifi help desk is contactable at any time and are highly responsive when we have any questions or need support with using the app. They offer training that is easy to follow and run with to get relievers using the app to their advantage."

Trish Taylor-Pope

Senior Manager, Whanganui Kindergarten Association

“Kindergarten Taranaki has been with Simplifi for a couple of years now and I can’t speak highly enough of Simplifi as an IT solution, and of Rhys and his team. Using Simplifi for finding relievers, day-to-day and short term is now so much quicker and more efficient. Rhys and his team are so responsive and it’s been great working with them to tailor Simplifi to our needs or to be there for them to trial ideas with us. I’m a real fan!"

Dawn Osman

Operations Manager, Kindergarten Taranaki

“Simplifi has been exceptional during our integration, thanks to the fantastic support from Amu, Stephen, and Sheryl. They set realistic timelines and provided clear training for management and staff, always backed by their calmness and patience. The intuitive, user-friendly system has made it easy for our team to adapt, allowing us to run payroll efficiently through Datapay while still reporting from InfoCare our child management system. I highly recommend Simplifi for any organisation seeking a reliable and user-friendly solution.”

Toni Charles

Finance Manager, Nelson Tasman Kindergarten Association

Frequently Asked Questions

Need more information or have additional questions?

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What is workforce management software for early childhood education?

How does ECE rostering software help with staff-to-child ratio compliance?

Can Simplifi manage casual relievers and on-call staff?

How does Simplifi manage staff availability and leave?

Can Simplifi help manage staff absences in real time?

How do ECE staff clock in and out using Simplifi?

Does Simplifi integrate with ECE payroll systems?

Can Simplifi be used across multiple centres?

What compliance tracking does Simplifi provide for ECE providers?

What support does Simplifi provide to ECE providers?

Ready to Simplifi Your Workforce Management?

Say goodbye to complex rosters, compliance headaches, and payroll errors. With Simplifi, you can streamline scheduling, stay compliant and save valuable admin time.

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