Track every staff certification and credential, across 90+ credential types
NovoCove is the staff credentialing software for Australian ECEC and aged care. WWCC (all 8 states), HLTAID011/012, anaphylaxis, asthma, mandatory reporting, AHPRA, NDIS Worker Screening, ACECQA qualifications, food safety, and 80+ more. 7-tier expiry alerts, multi-site dashboard, mobile app. From $89 per month.
Staff certification tracking software helps Australian employers keep their workforce credentials current — WWCC, first aid and CPR, mandatory reporting, AHPRA registration, and NDIS Worker Screening — with 7-tier expiry alerts and audit-ready evidence retention.
What does staff certification and credentialing software do?
Staff credentialing software is the day-to-day work of keeping every required credential current for every employee, contractor, and relief staff member. For an Australian ECEC or aged care provider, that means tracking the full set of Working with Children Checks, first aid and CPR, anaphylaxis and asthma management, mandatory reporting, AHPRA registration, NDIS Worker Screening, ACECQA-approved qualifications, professional development hours, and role-specific training — every credential with its own renewal cycle and its own regulator.
The credential set for a Lead Educator in a NSW long day care centre, for example, includes: a current NSW WWCC, HLTAID012 Provide First Aid in an Education and Care Setting, the 22300VIC Course in First Aid Management of Anaphylaxis, the 22556VIC Course in the Management of Asthma Risks and Emergencies, the NSW mandatory reporter training, an ACECQA-approved qualification (Diploma or higher), current professional development hours, and a Working with Children Check that has not returned a negative notice. That is seven different credentials with seven different renewal cycles, and missing any one of them puts the service approval at risk.
NovoCove handles the full credential set for every role in a single vault, with role-based requirements, 7-tier expiry alerts, audit-ready evidence retention, and a multi-site rollup for group operations teams. The day-to-day difference between this and a spreadsheet is the difference between a clean ACECQA visit and a 3-day scramble to prove that every staff member was current on the day of the visit.
90+ credential types pre-configured
The full set of credentials relevant to Australian ECEC and aged care, pre-loaded in the platform. Custom credential types available on the Professional plan and above.
Working with Children Checks (all 8 states)
NSW, VIC, QLD Blue Card, WA, SA, TAS RWVP, ACT WWVP, and NT Ochre Card. Each with role-specific validity rules, application flow handling, and negative-notice escalation.
First aid and CPR
HLTAID012 Provide First Aid in an Education and Care Setting (the AU childcare-specific unit), HLTAID011 Provide First Aid (general), and HLTAID009 Provide CPR. The 3-year and 12-month renewal cycles are tracked automatically.
Anaphylaxis and asthma management
The 22300VIC Course in First Aid Management of Anaphylaxis, the 22556VIC Course in the Management of Asthma Risks and Emergencies, and equivalent ASCIA-endorsed training. Required annually for childcare educators.
Mandatory reporting and child protection
AU-state-specific child protection training, including the NSW Office of the Children's Guardian's mandatory reporter training, the VIC Department of Education and Training's Protecting Children modules, and the QLD Blue Card Services training.
Food safety supervisor
Required for any service that prepares or serves food. The Food Safety Supervisor certificate is valid for 5 years and must be held by at least one staff member present at the service at all times.
Professional development hours
Educators are required to complete a minimum number of professional development hours per registration cycle. NovoCove tracks the running total against the cycle target and alerts when the requirement is at risk.
ACECQA-approved qualifications
Certificate III in ECEC (CHC30121 / CHC30113), Diploma of ECEC (CHC50121 / CHC50113), Bachelor of Education (Early Childhood), and Early Childhood Teacher (ECT) registration. Qualification progress is tracked against the role's qualification requirement.
AHPRA registration, NDIS Worker Screening, and 80+ more
NovoCove ships with 90+ credential types pre-configured. The Professional plan and above allows custom credential types for organisation-specific requirements. The full list is documented in the help centre.
WWCC state tracker: every Australian jurisdiction
The Working with Children Check is issued separately by each state and territory — a card from one jurisdiction does not transfer to another. The WWCC state tracker in NovoCove ships pre-configured for all 8.
| Jurisdiction | Check name | Issuing body |
|---|---|---|
| NSW | NSW Working with Children Check | NSW Office of the Children's Guardian |
| VIC | VIC Working with Children Check (Employee / Volunteer) | VIC Department of Justice and Community Safety |
| QLD | Blue Card | QLD Blue Card Services |
| WA | WA Working with Children Check | WA Department of Communities |
| SA | SA Working with Children Check | SA Department of Human Services |
| TAS | Registration to Work with Vulnerable People (RWVP) | TAS Department of Justice |
| ACT | ACT Working with Vulnerable People (WWVP) | ACT Access Canberra |
| NT | NT Ochre Card | NT Department of Territory Families, Housing and Communities |
For the state-by-state rules and 2026 renewal cycles, see the WWCC by state 2026 guide and the dedicated WWCC tracking software page.
NDIS Worker Screening, tracked alongside WWCC and AHPRA
Providers who deliver NDIS-funded supports need a workforce whose NDIS Worker Screening clearances are current — and the clearance is issued differently by jurisdiction (directly by NSW, VIC, WA, SA, and NT; via the state WWCC/WWV body in QLD, TAS, and ACT). NovoCove tracks NDIS Worker Screening as a first-class credential with the 5-year renewal cycle, expiry alerts from 90 days out, and a negative-clearance outcome that blocks rostering. The same vault holds WWCC, AHPRA registration, and first aid, so one platform covers every regime a provider runs.
The capabilities that make certification tracking actually work
Beyond the credential record itself — the workflow and reporting features that a spreadsheet cannot reliably replicate.
7-tier expiry alerts
Alerts at 90, 60, 30, 14, 7, 1, and 0 days before expiry. Gentle at first, critical in the multi-site dashboard as the deadline approaches. Full audit log of who was notified and when.
Educator self-service mobile app
Educators see their own coverage status, get a push notification when renewal is due, and upload a photo of the new certificate in a single tap. Service managers do not chase paper certificates.
Role-based credential requirements
Set the credential requirements per role (Lead Educator, Educator, Relief, Cook, Coordinator) and the platform automatically checks each staff member against the role profile. New staff are onboarded against the right requirements from day one.
Renewal workflow
When a certificate is approaching expiry, the platform initiates a renewal workflow: the educator is notified, the renewal is tracked, the new certificate is uploaded, and the audit log is updated. No chasing.
Multi-site dashboard
Group operations and quality teams see certification coverage across every centre in one view. Filter by site, role, credential type. Drill down to individual educators. Export for board or regulator reporting in a single click.
RAG status at a glance
A red / amber / green dashboard shows what is on track, what is approaching expiry, and what has lapsed. The view is filterable by site, role, and credential type, so the service manager sees the right level of detail.
Audit-ready evidence retention
The full evidence trail (upload, expiry, alert, renewal, audit log) is retained for 5 years on Starter and 7 years on Professional. Exportable in a single click for board reporting, ACECQA assessment, or regulator response.
Casual relief and cross-role staff
Relief staff who work across multiple centres or in multiple roles are tracked against the union of all relevant credential requirements. The platform shows which shifts the staff member is rostered for and which credentials cover each shift.
Why NovoCove for staff certification tracking
The 8 things that put NovoCove ahead of the alternatives for Australian ECEC and aged care certification tracking.
- 90+ credential types pre-configured for AU ECEC and aged care
- Role-based credential requirements applied automatically per role
- 7-tier expiry alert system (90, 60, 30, 14, 7, 1, 0 days) with full audit log
- Educator self-service via iOS and Android mobile apps
- Multi-site dashboard for group operations and quality teams
- Renewal workflow that tracks certificates from alert to upload
- 5-year evidence retention on Starter, 7-year on Professional
- Australian-built, Australian-hosted, from $89 per month
Frequently asked questions
What is staff certification tracking software?
How many credential types does NovoCove track?
How do the 7-tier expiry alerts work?
Can NovoCove handle multi-site groups?
Does NovoCove replace the spreadsheet I am using today?
Is NovoCove also suitable for aged care and NDIS?
How does the WWCC state tracker work across all 8 jurisdictions?
How does NovoCove handle NDIS Worker Screening?
Ready to retire the staff certification spreadsheet?
Book a 20-minute walkthrough. We will show you the multi-site credential vault, the 7-tier alert system, and the educator mobile app — and answer your questions about migration and onboarding.
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