Workforce Planning Dashboard
This sets up your service on the Workforce Planning Dashboard and creates your Service Owner account. We will email you a link to confirm your address and set your password.
These answers are for anyone about to register a service.
The Workforce Planning Dashboard is a workforce planning tool for Service Managers in early education, developed with the Childcare Leadership Alliance to help services in regional Queensland plan their workforce. It is built for Service Managers who do not have a head office planning team.
The dashboard plans one service's educator team twelve months ahead, against the Four Rights of Workforce Planning: Right Number, Right Skills, Right Time and Right Cost. It does not create rosters, manage enrolments or check daily compliance, and the decisions stay with you.
Fill in the form on this page with your name, your role, your service's name, its service type, your town or region, and your email. The service types are Long Day Care, OSHC, Kindergarten, and Long Day Care and Kindergarten. Before you create the account, you read the Privacy Policy and Terms of Use and tick the box to accept them.
Registering sets up your service on the dashboard and makes you its Service Owner. An email address can hold one account, so if you need another service set up, email the CLA team at hello@childcareleadershipalliance.com.au.
You receive an email with a link to confirm your email address and set your password. The link works for seven days. If the email does not arrive, or the link has expired, use Forgot password on the sign in page to set your password.
The first time you sign in, the dashboard asks you to turn on two step sign in. As a Service Owner, you need it before you can use the dashboard, and you choose whether your codes come by email or from an authenticator app. Then set up your service, starting with Service Setup, using the Getting Your Data Ready guide.
A Service Owner invites each person by email from User Management, as a Service Member or another Service Owner. Each invite is a single use link that expires after seven days. Service Owners can change roles and remove access, and use the Module access ticks to choose which modules each Service Member can use. The last Service Owner cannot be removed.
Give each person their own login, because logins must not be shared. Turn on two step sign in for anyone who can see pay rates or other sensitive detail.
The dashboard builds your plan from four sets of information:
The Getting Your Data Ready guide sets out what to gather for your service type, with a checklist. Once your information is ready, setting up takes about an hour, and you can change anything later.
Children are always held in de-identified form, by initials or an assigned Child ID, with a birth month and year only. A child's full name and exact date of birth are never stored. Do not enter sensitive information, as the Privacy Act defines it, and do not type addresses, tax file numbers or similar detail into the dashboard.
No. Employment Hero is optional. You can add your educators by importing a file on the Staffing Register instead, from Employment Hero, Xplor, Kidsoft, OWNA, QikKids, Storypark Manage or your own spreadsheet.
If your service uses Employment Hero, a Service Owner can connect it in User Management and choose which Employment Hero organisation to sync from, then click Sync from Employment Hero on the Staffing Register. Employment Hero allows this connection on its Platinum HR, eOS Plus and eOS Unlimited subscriptions.
A sync brings across everyone currently employed in that Employment Hero organisation, up to 200 people, with each person's name, role, employment type, hours and pay rate. In User Management, under What to bring across from Employment Hero, two ticks decide the rest. Both are on unless a Service Owner unticks them:
A sync never changes the qualification someone is working toward or when they expect to finish it, and never changes leave days, rooms or notes. A blank in Employment Hero never clears anything already in the dashboard. Zero is different: if Employment Hero shows someone on zero weekly hours with no FTE, a sync sets their hours to zero, so check your casual educators' hours after a sync. A sync runs only when you click the button, and if you disconnect, the people already synced stay on the register.
Each user can reach only the services they belong to, and access to any other service is blocked. Your service controls what each of its users can see.
The Childcare Leadership Alliance sees trends and de-identified data drawn from across the platform. CLA will only join your service's account if your service asks it to. Everyone with access is listed in User Management, where a Service Owner can remove them at any time. When you register, your name, your role, your service's name, its service type, your town or region and your email are shared with CLA, to support services in regional Queensland and track the project's effectiveness.
The AI Insights Report, the Gap and Action Plan and the Health Check's Hiring Radar use AI to turn the dashboard's own calculations into insights. Every figure, ratio, gap and compliance date is worked out by the dashboard's calculation engine, and the AI cannot change the numbers.
Information goes to the AI only when someone opens or regenerates one of these. Educator names and child details are not sent, and the data is only sent in de-identified form. Educators are referred to by codes such as STAFF_001, never by name. The AI features are provided by Anthropic through its commercial API, and under those terms the information sent is used only to produce the dashboard's response. It is not used to train Anthropic's models.
The tool's database is hosted on Cloudflare in the Oceania region, and all data is encrypted at rest. The Oceania region is primarily located in Australia and may also include Cloudflare data centres elsewhere in Oceania.
Some information is handled outside the region by the services that help run the tool:
Support tickets you raise are held on the support team's board on monday.com.
When you complete the sign up, you are added to the Workforce Planning e-learn automatically, and there is a link to it on the dashboard. The e-learn is the Workforce Planning pathway on Superpath. Module 1 covers the leadership mindset, the Seven Habits and the Four Rights. Modules 2, 3 and 4 are the set-up path for Long Day Care, Kindergarten and Outside School Hours Care, and Module 5 covers what to do once your data is in.
For a question about privacy or how the dashboard handles your data, or if you think an account has been compromised, email the Privacy Officer at privacy@yourhrtoolkit.com.au. For help with your registration, such as setting up another service, email the CLA team at hello@childcareleadershipalliance.com.au.