Enrolment processes that are complicated, break easily or are still paper based (gasp) are a real time (and fun) sucker.
While flexing your maths skills is great and all, trying to manually calculate and estimate childcare subsidy changes is not the day (week or year) you had in mind.
Managing parent debts needs to be an efficient process so you can effectively control your service cashflow. Manually creating every single invoice is a pain in (fill in the blanks).
"HubWorks has given us a one-stop-shop. We now have a system that allows immediate and accurate processing to CCS and allows us to interact between educators and parents at a scheme level but also for parents to interact with educators via one system. There is nothing to download or upgrade, in-fact the transition to HubWorks could not have been easier. The scheme, educators and parents can log on anytime and any place, wherever it is convenient for them to access the internet and view their child care entitlement, fees and payments.
The HubHello team always provides us with concise and friendly customer service and support. HubWorks has shown us that time is the most important asset we have, creating a system that allows us to focus on our clients and to deliver quality outcomes for children.”
Whether you operate a daycare, OSHC, kindergarten or family daycare, HubWorks’ web based platform can simplify your administrative and reporting tasks.
As a web based, registered CCS compliant child care management program, HubWorks enables you to go completely paperless and continue to meet your Child Care Subsidy obligations.
That’s no more manually editing and printing statements, receipts or enrolment forms. HubWorks will also automatically create invoices for you including CCS estimates (thanks to our handy daycare invoice software and inbuilt childcare subsidy calculator). To help save you time, parents can access all of these documents 24/7 in our online parent portal and mobile app.
What’s the catch we hear you say? Nope - no catch. Well technically there is a catch - our quarantine mechanism (see what we did there). Quarantine catches any errors made before you submit your CCS attendances to the Government. This enables you to fix and resubmit without the need to make adjustments to any data sent to the Government.
Integrated paperless forms may just be the best thing since sliced bread (hear us out). Parents can provide (and update) their information 24/7 and once you are ready to move a child from the waitlist to an enrollment, it takes a simple click with no manual data entry needed. (Giving you more time to hang out with the forever stylish sliced bread).
Once you have enrolled children into your service, if you provide Vacation Care or would like to give parents the opportunity to book their child/ren for casual care, this can all be done online via our BookMe feature.
Using BookMe you can:
With our real time daycare sign in software you can report in (you guessed it) real time on children and staffing numbers across different rooms, groups and services (if you operate multiple services).
As electronic sign in is completely integrated with HubWorks, you can automatically capture exact attendance times and mark absent children - saving you that hassle at the end of each week of manually reconciling unmarked roles. Additionally if a parent misses signing their child/ren in or out one day or their child/ren are absent, the parents will also be prompted to confirm these details the next time they sign in.
Electronic sign in also provides another channel to communicate with parents via app messages. The messages can be segmented by service, room, group or individual. Messages can also include notifications to parents on eat, sleep and nappy changes or in the event of an incident, a copy of the report for the parent’s review and acceptance.
HubWorks offers multi service providers an aggregated Enterprise dashboard enabling you to manage waitlists, reports, parent communication and staffing privileges from one centralised location.
The dashboard provides real time financial and operational data across all of your distributed services. You can optionally integrate this data with your chosen accounting package.
As a centralised waitlist the dashboard automatically sorts children according to their preferences and your priority of access criteria. Or, you can choose to sort by any field. When ready to enrol, just click the enrol button and all the information automatically transfers to an active enrolment. (Yippee - no more manual data entry required!)
You can also choose to send messages to families in bulk and set up global settings such as how you want your online bookings and invoices to operate across all services.
Lastly, enterprise level staff management, privileges and audits are available in the dashboard for senior members of your team to access.
Providing parents with a convenient and efficient way to interact with your service is key to reducing unnecessary back and forth (or round and round) conversations. That’s why HubWorks includes a fully integrated parent portal (web and mobile app) for parents to update their details, pay online, book into care and respond to news and gallery images you send to them.
Parents can log in at any time and receive immediate push notifications regarding news your service publishes, photos from your gallery, observations, cycle of planning and program plans you are running and menus you are serving.
Parents can also provide feedback on gallery images, observations and program plans and notes you chose to share with families, which is a great way to increase family participation.
Parents can check their booked sessions, see account balances, create and pay invoices, book and pay for additional care and obtain the latest Government information such as CCS%, absences and eligible hours.
The online enrolment form is also available for parents to update at their convenience, any updates are sent through as an alert to notify your service.
iPay Dynamic enables you to setup recurring schedules that automatically calculate how much a parent owes. The calculation will take into account:
iPay Dynamic will also alert both you and the parent if their account has insufficient funds or their card has expired. Parents can then easily update their payment preferences at any time via the Parent Portal.
Finally once payments have been processed a bank reconciliation will occur automatically. Yep - our childcare billing software is that easy.
The Hubworks program sits on the HubHello platform, which is hosted on Amazon Web Services (AWS) in Sydney, Australia. HubHello is an official Amazon Web Services Technical partner.
Working with AWS, we have become experts at building fast, responsive, stable and above all, secure programs.
Our security and stability features can be viewed on our technology and security features page.
HubWorks provides real time financial and operational data across your service(s). Our reports are fully customisable giving you the flexibility to analyse the data at a high level or choose to drill in further.
Reporting includes: Overview, Income, Balances, Parent Payments, Receipts, Charges, iPay, CCS Payments, Invoices/Statements, Bonds, CCS Calculator, Utilisation, Attendances, Sign In Sheets, Family Details, Bus Rolls, Waitlist and Message Centre.
You can optionally integrate this data with your chosen accounting package via a native API or SFTP file delivery.
HubHello’s centralised platform enables you to not only select what modules within HubWorks that staff and educators can see or edit - you can also set privileges for Electronic Sign In (ESI), Educate and feedAustralia.
Our role privileges and audit features can be viewed on our technology and security features page.
We are proudly 100% web based - and have been so from the beginning. As an Australian owned and operated company, HubHello was the first web based Dept of Education registered CCMS provider in 2007.
We know you're a diverse bunch, that’s why we’ve tailored our platform to suit the different needs of daycare, OSHC, kindergarten and family daycare centres. Our global platform also means service staff, educators and parents can all access the same platform - removing the need to run multiple systems and duplicate data input.
On average all calls are answered within 24 seconds and issues are resolved within 30 minutes of being lodged. Our support team is humbled and motivated by our continued high client satisfaction rating of over 96% (measured by our online helpdesk).
HubWorks childcare software pricing is built on a scaling fee structure that enables you to choose the products and features that best suit your needs - that way you only pay for what you need to.
Select your service type:
Yes - our online waitlist and enrolment forms can be customised to match both the data requirements and branding of your service. You will also receive dedicated urls for your forms that can be included on your service website and parent communication material.
Yes - parents can login to their HubHello account via web, mobile or a mobile app. The mobile app can be downloaded for both Apple and Android devices.
Parents receive the one global login, meaning if they have children attending more than one service, they do not need to manage different accounts and login details - everything is available in the one place.
HubHello does not charge a setup fee or ongoing charges to use iPay. Please note transaction fees are applied by our payment platform provider. These fees can be optionally passed onto parents or absorbed by your service.
Parents can easily enter their bank account details and/or credit card details at any time via the Parent Portal. For new parents these details can be provided as part of the enrolment form. Alternatively services also have the ability to enrol parents into iPay on their behalf.
Yes, HubWorks can provide local Government financial package integrations using a combination of native API’s and SFTP file delivery from HubWorks to a service. We have successfully integrated and maintained integrations with: Finance One, SAP, Green Tree, Synergy and Pathways.
Yes - HubWorks provides attendance software for both daycare and preschool. Our software is called Electronic Sign In (ESI) and can automatically capture exact attendance times and mark absent children.
Helpful resources / latest insights.
Learn more about our childcare and preschool software features with these quick video and article tutorials.