childcareforms.app
For Australian education & care services

Childcare forms that come back signed.

Enrolment records, incident reports, medication authorisations. Send one to a parent or your staff and it comes back signed, dated and filed — ready for whenever you're asked for it.

Browse 29 templates
Free plan, no cardBuilt & hosted in AustraliaWritten to the National Regulations

Incident record

Incident, Injury, Trauma
and Illness Record

Reg 87

Child

Emma Wilson · 4 yrs

Date and time of incident

16 May 2026, 2:40 pm

Circumstances

Fell from the lower climbing frame.

Step 2 · Parent or guardian

Signed

Sarah Wilson

16 May 2026, 6:12 pm

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How it works

Four steps, and the paperwork is done

1

Pick a form

Start from one of our templates, build your own, or upload a PDF you already use and drop signature fields onto it.

2

Send the link

Send it to a parent or your staff. They fill it in on their phone — no app, no login, no printing.

3

Collect signatures

If it needs a second signature, it goes to the next person automatically. Educator fills in, director reviews, parent signs.

4

Keep the record

Every completed form is stored against the child, emailed to you, and ready to show at your next assessment visit.

Mapped to the National Regulations

Ready-to-use form templates

Starting with the ones services reach for first. Each is written against the Education and Care Services National Regulations and shows you which ones it covers — pick one, change what you need, and send it.

Most used

Excursion Permission Form

Parent permission for a child to attend an excursion. Share one link and get every family's consent back signed.

Reg 100Reg 102
Most used

Child Enrolment Record

Complete enrolment record for long day care, preschool and kindergarten, covering every detail Regulations 160, 161 and 162 require.

Reg 160Reg 161
Most used

Incident, Injury, Trauma and Illness Record

Record and track incidents, injuries, trauma and illness involving children as required by Australian childcare regulations.

Reg 85Reg 86
Most used

Medication Authorisation Form

Parent authorisation for the childcare service to administer prescribed medication to their child.

Reg 92Reg 93
Most used

Medication Administration Record

Record medication administered to a child including dosage, witness details, and required signatures.

Reg 92Reg 93
Most used

Illness Record

Record and document illness incidents involving children including symptoms, first aid, and medication details.

Reg 85Reg 86
Most used

Observation Form

Staff form to document behavioural observations and incidents involving children.

Reg 168(2)(j)Reg 168(2)(h)
Most used

Outside School Hours Care Enrolment Record

Enrolment record for before school care, after school care and vacation care, including session bookings and travel authorisations.

Reg 160Reg 161
Most used

Walk Home Authorisation Form

Parent authorisation for a child to walk home from the childcare service unaccompanied.

Reg 99Reg 168(2)(f)
Parent form

Add Emergency Contact Form

Parent form to add an emergency contact and authorised person to their child's enrolment record.

Reg 160Reg 161
Staff form

Anaphylaxis Emergency Record

Record anaphylaxis emergencies including symptoms, adrenaline autoinjector administration, and emergency response.

Reg 90Reg 94
Staff form

Asthma Medication Administration Record

Record asthma medication administered to a child including symptoms, dosage, and required signatures.

Reg 90Reg 92
Parent form

Booking Request Form

Parent form to request permanent or casual bookings at the childcare service.

Reg 160Reg 168(2)(k)
Staff form

Child Protection Report

Staff form to document child protection concerns, disclosures, and mandatory reporting actions.

Reg 84Reg 168(2)(h)
Parent form

Complaint and Grievance Form

Form for parents and families to lodge complaints or grievances with the childcare service.

Reg 168(2)(o)Reg 176
Staff form

Disembarking Transportation Safety Checklist

Staff checklist to ensure all children are safely accounted for when disembarking a vehicle.

Reg 102F
Staff form

Embarking Transportation Safety Checklist

Staff checklist to ensure all children are safely accounted for when boarding a vehicle.

Reg 102E
Staff form

Emergency Evacuation Drill Record

Staff form to record emergency and evacuation drill details, outcomes, and improvements.

Reg 97
Parent form

Extra-Curricular Activity Authorisation Form

Parent authorisation for a child to attend extra-curricular activities during care hours.

Reg 99Reg 168(2)(f)
Staff form

Family Communication Form

Staff form to document and communicate behavioural or developmental observations to families.

Reg 168(2)(j)
Staff form

Hazard Report

Staff form to report and document hazards identified at the childcare service premises.

Reg 103
Staff form

Infectious Disease Notification Record

Staff form to document infectious disease incidents and record notifications to families and authorities.

Reg 88
Staff form

Maintenance Record

Staff form to document maintenance issues and repairs at the childcare service premises.

Reg 103
Parent form

Medical Conditions Acknowledgement Form

Parent form to provide medical condition details, management plan, and medication requirements for their child.

Reg 90Reg 162
Parent form

Regular Outing Authorisation Form

Parent authorisation for a child to attend recurring outings organised by the childcare service.

Reg 100Reg 102
Parent form

Sunscreen Authorisation Form

Parent authorisation for the childcare service to apply sunscreen to their child.

Reg 168(2)(a)
Parent form

Transportation Authorisation Form

Parent authorisation for regular transportation of a child by the childcare service.

Reg 102DReg 99
Parent form

Under 18 Sign In/Out Authorisation Form

Parent authorisation for a person under 18 to sign a child in and out of the childcare service.

Reg 99Reg 161
Parent form

Walk to Service Authorisation Form

Parent authorisation for a child to walk to the childcare service unaccompanied.

Reg 99Reg 168(2)(f)
View all templates
New

Already have the form? Just upload it.

Some documents you can't rewrite — an excursion waiver from the venue, a doctor's medical plan, a staff contract. Upload any of them and make them signable, without retyping a word.

Upload an excursion waiver, a medical management plan, or any consent PDF — exactly as you received it

Drop signature, date and tick-box fields onto it, then send the link — parents sign on their phone, no app or login

Get the finished PDF back automatically — your layout, logos and wording untouched

Works with multi-step signing too — the parent signs, then your director countersigns.

Excursion Liability Waiver

PDF

Adventure Park Pty Ltd  ·  Page 1 of 2

Child's name

Emma Wilson

Date

16 / 05 / 2026
✓
I consent

Parent signature

Made for childcare, not for offices

Forms, permissions, visitors and headcounts — all in the one place

Use the PDFs you already have

Got an excursion waiver, a doctor's medical management plan, or a consent form you don't want to rebuild? Upload the PDF, drag signature, date and tick-box fields onto it, and send it as a link. Parents sign on their phone and you get the finished document back — your layout, your logo, your wording, untouched.

  • Works with any PDF you already use
  • Parent signs, then your director
  • Completed PDF back for your records

Forms that go to more than one person

An incident report needs the educator who was there, the responsible person, and the parent. Set that order once and the form moves through it on its own — each person gets an email when it's their turn.

  • As many signing steps as you need
  • Email at every stage
  • Timestamped record of who signed what

Send for a signature by email

When something needs signing, send it from your dashboard. The parent gets an email, opens it on their phone, and signs. Nothing to download, no password to remember.

  • One click from the dashboard
  • Signs fine on a phone
  • See what's still outstanding

See patterns across your forms

Every question on every form is charted. Spot the room where incidents cluster, check how many children have an asthma plan on file, and pull a print-ready summary for your next staff meeting.

  • Breakdown for every question
  • Filter by date, service or status
  • Print-ready summaries

Visitor sign-in

Know who's on site. Visitors sign in from a tablet at the door, accept your conditions of entry, and you get a searchable log of every visit.

  • Live on-site list
  • Your own conditions of entry
  • Full visitor history

Excursion headcounts

Count the children on an excursion from a phone. Each check records who did it and when, so the roll holds up if anyone asks.

  • Staff PIN, no logins to manage
  • Groups, rolls and locations
  • Email summary when submitted

Child details fill themselves in

Save a child's details once and they drop into every form after that.

Educators sign in one tap

Saved educator profiles go straight into any form — no retyping names or signatures.

A copy in your inbox

Every submission is emailed to the service as it comes in, so there's always a second copy.

Reg 102EReg 102F

Every child accounted for, on and off the bus

Headcounts for excursions and outings, done on a phone at the door of the bus — and a record you can produce afterwards.

Staff count the children from their phone — no app, no login to remember

Every check records who marked each child, and when

An email summary lands as soon as a headcount is submitted

Reg 102E — children embarking transport  ·  Reg 102F — children disembarking transport

Beach Excursion

Today

Bus A  ·  4 of 5 present

EW
Emma Wilson
LC
Liam Chen
SB
Sophie Brown
OP
Oliver Park
Absent
MJ
Mia Johnson

Straightforward pricing

Start on the free plan and move up if you outgrow it. No setup fees, no lock-in contract.

Free

$0forever

Have a look with no commitment

  • 1 service location
  • Unlimited form templates
  • 150 responses included
  • Send for signature (1 at a time)
  • Multi-step workflows
  • Your logo on forms
  • Visitor sign-in
  • Headcount tracking
  • Response analytics
Most popular

Starter

$29/month

For a single service

  • 1 service location
  • Unlimited form templates
  • Unlimited responses
  • Unlimited signature sends
  • Multi-step workflows
  • Your logo on forms
  • Visitor sign-in
  • Headcount tracking
  • Response analytics
  • Email support

Pro

$79/month

For a few services

  • 5 service locations
  • Unlimited form templates
  • Unlimited responses
  • Unlimited signature sends
  • Multi-step workflows
  • Your logo on forms
  • Visitor sign-in
  • Headcount tracking
  • Response analytics
  • 5 team members
  • Priority support

Enterprise

$129/month

For larger organisations

  • Unlimited service locations
  • Unlimited form templates
  • Unlimited responses
  • Unlimited signature sends
  • Multi-step workflows
  • Your logo on forms
  • Visitor sign-in
  • Headcount tracking
  • Response analytics
  • Unlimited team members
  • Dedicated support

Not sure which one fits your service? Send us an email

Try it with one form

Pick a template, send it to one family, and see how it comes back. Most services have their first form out the same afternoon.

No credit card needed