Track every Working with Children Check, across all 8 states and territories
NovoCove handles NSW, VIC, QLD Blue Card, WA, SA, TAS RWVP, ACT WWVP, and NT Ochre Card in a single credential vault, with role-specific validity rules, 7-tier expiry alerts, and multi-site rollup. From $89 per month, month-to-month.
What does WWCC tracking software actually do?
A Working with Children Check is the cornerstone credential for anyone working in Australian childcare, education, healthcare, or community services — and every state and territory runs its own check, with its own regulator, application flow, validity period, and category structure. NSW, VIC, QLD, WA, SA, TAS, ACT, and NT all need to be tracked separately, and the rules around what counts as a current check (vs an application in progress, vs a negative notice) differ in every jurisdiction.
The day-to-day work of WWCC tracking is not just "is this person's check still valid?" — it is also: when does the renewal window open? What is the right category for this role? Has the regulator returned a negative notice? Is this relief educator covered in the state they are working in today? A spreadsheet cannot reliably answer those questions, and the consequences of getting it wrong (a regulator inquiry, a service approval at risk, or — worst case — a child safety incident) are severe.
NovoCove handles all eight Australian states and territories in a single credential vault. The 7-tier alert system fires at 90, 60, 30, 14, 7, 1, and 0 days before expiry. The mobile app lets educators see their own coverage and upload a new card in a single tap. The multi-site rollup lets group operations teams see coverage across every centre in one view. And the audit log records every check, every alert, and every upload — so when a regulator asks, the answer is in three clicks.
State-by-state WWCC tracking
NovoCove handles all 8 state and territory variants with the right rules for each — no configuration required.
NSW — Working with Children Check
Worker status tracked against the NSW Office of the Children's Guardian. Workers, students, and volunteers all have different validation logic. NovoCove tracks each role correctly and alerts before the 5-year renewal window closes.
VIC — Working with Children Check
Worker status tracked against the Victorian Department of Justice. The VIC WWCC is now annual for some roles and 5-year for others. NovoCove applies the right expiry per role type and routes renewal reminders to the right staff member.
QLD — Blue Card
Worker status tracked against the QLD Blue Card Services. Blue Cards have a specific negative-notice handling rule (a "no card" result is not the same as a "current card" result). NovoCove distinguishes between the two and surfaces negative notices immediately.
WA — Working with Children Card
Worker status tracked against the WA Department of Communities. WA cards have a 3-year validity and require both online application and in-person verification. NovoCove tracks the application status, the card expiry, and the linked NDIS Worker Screening where applicable.
SA — Working with Children Check
Worker status tracked against the SA Department of Human Services. SA WWCCs are valid for 5 years. NovoCove handles the SA-specific "related to a child" determination logic and the interstate reciprocity rules.
TAS — Registration to Work with Vulnerable People (RWVP)
Worker status tracked against the TAS Department of Justice. RWVP categories (child-related, vulnerable person, both) are tracked separately so an educator is not incorrectly flagged when only one category expires.
ACT — Working with Vulnerable People (WWVP) Card
Worker status tracked against the ACT Justice and Community Safety Directorate. ACT cards have category-specific registration. NovoCove applies the right category and surfaces when a worker needs to upgrade to a higher-risk category.
NT — Ochre Card
Worker status tracked against the NT Department of Territory Families. NT cards are valid for 2 years. NovoCove handles the NT-specific application flow and the renewal window reminders for casual relief staff who work across multiple states.
The capabilities that make WWCC tracking actually work
Beyond the credential record itself — the workflow and safety features that a spreadsheet cannot reliably replicate.
How to verify a WWCC in any state
A built-in guide to the verification portal for each state and territory, with the right URL, login flow, and what to look for. Available to all staff in-app.
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.
Negative-notice handling
When a WWCC check returns a negative notice (refused, suspended, or cancelled), the educator is removed from the roster immediately, the multi-site dashboard flags the service, and the regulator notification workflow is initiated.
Casual relief and cross-state staff
Relief staff who work in multiple states need a WWCC for each state. NovoCove tracks each separately, so a NSW-based relief educator working in the ACT is correctly covered for both jurisdictions.
Educator self-service
Educators see their own WWCC status in the mobile app, get a push notification when renewal is due, and upload a photo of the new card in a single tap. Service managers do not chase certificates manually.
Multi-site rollup
Group operations teams see WWCC coverage across every centre in one view. Filter by state, site, or role. Drill down to individual educators. Export for board or regulator reporting in a single click.
Why NovoCove for WWCC tracking
The 8 things that put NovoCove ahead of the alternatives for Australian WWCC tracking.
- All 8 state and territory WWCC variants pre-configured (NSW, VIC, QLD Blue Card, WA, SA, TAS RWVP, ACT WWVP, NT Ochre Card)
- Role-specific validity rules applied automatically per state
- 7-tier expiry alert system (90, 60, 30, 14, 7, 1, 0 days) with full audit log
- Negative-notice handling with immediate roster removal
- Casual relief and cross-state staff tracked separately per state
- Educator self-service via iOS and Android mobile apps
- Multi-site dashboard for group operations and quality teams
- Australian-built, Australian-hosted, from $89 per month
Frequently asked questions
What is WWCC tracking software?
How do I track WWCC expiry dates in NovoCove?
How do I verify a WWCC in Australia?
Does NovoCove handle relief staff who work in multiple states?
What happens when a WWCC returns a negative notice?
Does NovoCove also track NDIS Worker Screening and AHPRA registration?
Ready to retire the WWCC 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.
Book a Demo