Toowoomba Catholic Kindergartens & Care
Toowoomba Catholic Kindergartens & Care is a multi-site early learning and OSHC network in Queensland. With 86 casual staff across multiple locations, they needed a rostering solution that could cut admin time — and RosterElf reduced their rostering from 1 hour to just 5 minutes.
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Rostering reduced from 1 hour to 5 minutes
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Timesheets completed in 5 minutes
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86 casual staff managed seamlessly
"Rostering now takes five minutes instead of being a task that took at least an hour."
The story of toowoomba catholic kindergartens & care
About toowoomba catholic kindergartens & care
Toowoomba Catholic Kindergartens & Care operates multiple kindergartens and outside school hours care (OSHC) services across the Toowoomba region under the Diocese of Toowoomba Catholic Schools.
With a large network of early learning centres, they manage 86 casual employees across multiple sites — coordinators, educators, and support staff who need flexible scheduling.
The challenge of coordinating availability, managing shift swaps, and processing timesheets across so many locations was consuming hours of administrative time every week.
Challenges before RosterElf
Before implementing RosterElf, the team faced significant administrative burdens across their multi-site network.
Staff availability coordinated via phone calls and emails
Manual timesheet collation taking hours each week
Difficulty tracking shift swaps across multiple sites
Time-intensive, error-prone scheduling for 86 casual staff
Large casual workforce requiring flexible scheduling
Inefficient payroll preparation processes
How RosterElf helped toowoomba catholic kindergartens & care
- Real-time rostering and shift swaps via mobile app
- Mobile time tracking with smartphone clock in/out
- Roster templates enabling 5-minute schedule creation
- Automated timesheet recording for payroll integration
- Comprehensive training sessions for smooth adoption
What aaron says about RosterElf
1. rostering cut from 1 hour to 5 minutes
"Rostering now takes five minutes instead of being a task that took at least an hour."
When you're managing 86 casual staff across multiple kindergartens and OSHC centres, rostering can consume entire mornings. Phone calls, emails, availability checks — it all adds up.
With RosterElf's templates and real-time availability visibility, coordinators can now build complete schedules in just 5 minutes. That's hours returned to the team every week to focus on what matters: the children.
2. timesheets completed in minutes, not hours
"Completing staff timesheets is now a five-minute job instead of a long manual process."
Manual timesheet collation is tedious and error-prone. Chasing down paper forms, deciphering handwriting, cross-checking against rosters — it's a payroll nightmare.
RosterElf's automated timesheet recording means staff clock in and out from their phones, and the data flows straight into payroll. What used to take hours now takes 5 minutes of review.
3. staff get more opportunities with easy shift swaps
"We are truly valuing our staff as they get more opportunities to take additional shifts… the shift-swap ability."
Casual staff want flexibility — and they want extra shifts when they're available. But coordinating swaps across multiple sites used to be a logistical headache for coordinators.
RosterElf's shift swap feature lets staff pick up additional shifts easily while giving coordinators full visibility and control. Staff feel valued, and coverage is always maintained.
4. accurate time tracking from smartphones
"Staff can clock in and out conveniently from their smartphone, allowing for more accurate time-sheeting for both the staff and our payroll department."
In early learning, staff are focused on children — not paperwork. Having them remember to fill out timesheets accurately at the end of each shift was always a challenge.
Mobile clock in/out means accurate records are captured in real-time. Staff get paid correctly for the hours they work, and payroll gets clean data without chasing anyone down.
5. easy to use with excellent training support
"RosterElf is very easy to use. We were well supported as we began implementation and staff were provided with many training sessions."
Rolling out new software to 86 staff across multiple sites could have been chaotic. Different comfort levels with technology, different work schedules, different locations.
RosterElf's implementation support included comprehensive training sessions that brought everyone up to speed quickly. The intuitive interface meant even less tech-savvy staff could adopt it without frustration.
Toowoomba Catholic Kindergartens FAQ
- Implementation was smooth with comprehensive training sessions provided by the RosterElf team. Staff across all sites were well supported throughout the process, and the intuitive interface meant even less tech-savvy team members could adopt it quickly without frustration.
- Toowoomba Catholic Kindergartens & Care has seen rostering time reduce from 1 hour to just 5 minutes, timesheet completion drop to 5 minutes, and seamless management of 86 casual staff across multiple sites. Staff also get more opportunities to pick up additional shifts through the easy shift-swap feature.
- RosterElf helps childcare centres maintain educator-to-child ratios by providing real-time visibility of staff availability and qualifications. Coordinators can quickly see who is available and qualified for each room, making it easier to maintain NQF compliance across all sites.
- Yes, RosterElf's shift swap feature lets staff pick up additional shifts easily while giving coordinators full visibility and control. As Aaron Wells noted, "We are truly valuing our staff as they get more opportunities to take additional shifts." Staff feel valued, and coverage is always maintained.
- Staff clock in and out conveniently from their smartphones, allowing for more accurate time-sheeting for both staff and the payroll department. This eliminates manual timesheet collation and ensures staff get paid correctly for the hours they work.
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