Get your head back.
Organise your day
Stop carrying the centre in your head. Every interruption has a place the second it happens, and your day has three priorities, not thirty.
For early learning directors, 2ICs & centre leaders
Turn what needs to happen into what gets done.
At 6:14 am your phone rings: someone is sick. By the time you reach your office at ten, you have already dealt with eight things, and none of them is written down anywhere. Yaga is where that work goes: one place for every piece of it, and one owner for each.
- Capture it in secondsAt your desk, or at home.
- Pick up where you left offYour notes and plan wait for you.
- One owner for each actionDecided in the meeting, still visible the week after.
No payment details required to start. Set up in a few minutes, or book a 30-minute walkthrough and we’ll set it up with you.
Turn your phone sideways for a bigger picture.
Transcript
An illustrated walkthrough of a director’s day with Yaga, as released on 10 October 2026. Names and details are fictional. The words below appear on screen.
- 6:14 am. Your phone rings. You are not at work yet.
- At home, 6:14 am. A missed call, then a message from Ben: “So sorry, I’m really unwell. I can’t come in today.” Three thoughts follow: lunch cover in Toddlers, is a casual free, who can stay till close. Your day starts before you get there.
- Your office, 10:00 am. On Home, “Organise my day”, the director types “Casual cancelled Thu and Fri” into My notes and presses Add. Something comes up. Capture it in seconds.
- Through the morning, more arrives: Mrs Patel asking to meet, a plumber’s quote for the Toddlers tap, the shed door. My notes holds six notes, each marked Not planned. Calls. Families. Staff. Maintenance. Ideas.
- The director opens the menu on “Arrange a meeting with Mrs Patel” and chooses Help me decide. It asks four plain questions: does anything need to happen, who takes the next action, when does it really need attention, and is it one of today’s main things. Yaga suggests “Add to Focus today” and says why; the director presses Add to Focus and the task appears under Focus today in My plan. Today. Later. Someone else. Or not at all.
- The director drags the casual note onto My plan. Two places to drop it appear, “Drop here to add to Focus today” and “Drop here to add to Other tasks today”; it is dropped on Other tasks and appears under Any time as “Arrange a replacement casual”. The plumber’s quote is scheduled from its menu and appears under Timed at 11:30 am. Each planned note stays in My notes and reads Planned. Give each one a next step.
- The organised day. My plan shows the meeting with Mrs Patel under Focus today, the plumber at 11:30 am and the replacement casual under Any time. Beside it My notes still holds all six notes. See what matters today.
- The staff-room screen, 10:40 am. James taps Request something, types “Printer toner” and “Nearly out in the office”, chooses Consumables / supplies and This week, and sends it. His screen reads Request sent, Waiting for management. Your team asks in one place.
- Back at the desk, under What your team needs, the request from James shows its steps: Requested, Being handled, Approved, Ordered, Delivered. The director takes it on, approves it and marks it ordered; on the staff-room screen, James sees Ordered. Your team asks. You see it. Everyone knows where it stands.
- Leadership meeting, 1:30 pm. On the Leadership board the director opens Add work, types the action “Coaching: two observations in each room”, chooses Priya as the owner who takes the next step, due Friday 30 October, and adds it to the board. In the meeting, every action gets one owner.
- The Leadership board, in columns. The director drags the coaching card from To do to In progress, and the board says it has moved. Bigger work keeps moving too.
- In Evidence, the board has written its own note for that card: when it was opened for Priya, the director’s comment, and the move to In progress, what it supports evidence for (Quality Area 7, Governance and leadership) and its tag, Coaching, with Copy for your QIP beside it. Every move is recorded as it happens.
- Another example, four weeks on. An agreed change, “Every room records a weekly critical reflection”, shows its success measure, 4 of 4 rooms for 4 weeks running, and what Team Day recorded for each room week by week. See progress build week by week.
- Its progress notes: six dated notes from 2 October to 2 November, ending “Reviewed: Maintain.” And the progress is already there when you need it.
- The director presses Copy for your QIP and the button reads Copied. Outside Yaga, in the director’s own QIP tool, which is not part of Yaga, the director clicks the Progress notes field and pastes; the copied notes appear as text. Copy it. Paste it into your own QIP tool.
- Yaga. Turn what needs to happen into what gets done. Start your 14-day free trial. No payment required to start.
- Works alongside your CCMS — nothing to migrate
- $59 or $89 + GST a month per centre · 14 days free
- Built by an early childhood teacher and centre leader
What you get
Nothing agreed gets dropped.
Leadership collaboration
Every action leaves the meeting with one owner and a date. You stop chasing, because you can see where it stands.
Progress notes for your QIP or Self-Assessment Tool, ready to be copied.
Evidence trail
What your team agreed and did is recorded as it happens, with dates. You copy the progress notes into your own QIP or Self-Assessment Tool. No more rebuilding months from memory.
A Wednesday you will recognise
How Yaga helps you as your day progresses.
Few roles ask this much of one person: people, families, children, compliance and a building, all at once, all day. Here is how one ordinary day in a centre starts, and where Yaga sits in the rest of it. The centre and the names are made up; every screen is something Yaga does today.
-
6:14 amAt home
Your phone rings. Ben is sick.
Before you are out of bed you are already rearranging the day. Who covers lunch in Toddlers? Who can come in early? You have it sorted before breakfast. You usually do.
Handled so far today: 1
-
8:45 amThe front door
You have not reached your office yet.
Zara rang: she is running late. The casual has cancelled for tomorrow and the day after. A parent has complained and wants to talk to you. And… and… and… Your bag is still on your shoulder.
With Yaga · Organise your dayEach one becomes a line in My notes the moment you reach a screen. They wait there, marked Not planned. Nothing is sorted or decided for you.
Handled so far today: 8
-
1
Organise your day
Your own day: everything that reaches you gets a place and a next step.10:00 am · 10:40 am · 11:20 am-
10:00 amYour office. Phew.
You sit down to forty emails, a quote and an event to organise.
Most are from families. A few of them are today’s real work.
With Yaga · Organise your dayOne line for the email that matters, then Help me decide: four plain questions, and it is in Focus today.
Handled so far today: 11
-
10:40 amA knock on the door
James: the toner is low, and so is the laundry powder.
Two small things that still have to reach you, be decided, and be remembered.
With YagaJames sends both from the staff-room screen. You approve when you have a minute, and his screen shows where each one stands. Nobody has to ask twice.
Handled so far today: 13
-
11:20 amThe Preschool room
Something serious happens. You drop everything.
An incident in a room, and your educators need you there. For the next hour nothing else exists, and it should not.
With Yaga · Organise your dayYaga does nothing here, and that is the point. When you come back, your plan is exactly as you left it: what is done, what is not, and what was for 11:30.
Handled so far today: 14
-
-
2
Collaborate with your leadership team
Yaga is not only your organiser. It is where your leadership team works together: what you agreed, who owns it, and how it is going, on one board you all see.1:30 pm · 2:40 pm-
1:30 pmWith your educational leader
Every action leaves the meeting with a name on it.
Professional development, and how the coaching is going. You both agree on what happens next. A good decision deserves to still be standing in three weeks.
With Yaga · Leadership collaborationYou add each action to the Leadership board while you are still talking: the action, the owner who takes the next step, a due date. One owner, agreed in the room. Progress goes on the card as comments.
Handled so far today: 16
-
2:40 pmThe staff room
Two educators are upset with each other. They need to talk, so you cover.
You were halfway through the coaching card when it happened. You send them off for twenty minutes and step onto the floor yourself.
With Yaga · Leadership collaborationWhen you come back, the card is where you left it: your comment, the owner, and every step so far, with its date. You carry on from there.
Handled so far today: 17
-
-
3
Get the evidence trail
Because the work was recorded as it happened, the notes for your QIP or Self-Assessment Tool are already there.4:10 pm · 6:00 pm-
4:10 pmAn email from the regulatory authority
They would like to see your QIP and self-assessment.
You can show how you work on your practices: what was agreed, what was done, and whether each practice is occurring, not occurring, or embedded.
With Yaga · Evidence trailTag a note once: where it came from and the quality area it supports. Later you find it under that quality area in one click, with its dates, and press Copy for your QIP. Yaga keeps the record; it does not rate or assess your service.
Handled so far today: 18
-
6:00 pmYou lock the gate
You did all of that. Now it shows.
Eighteen things. Most of them nobody saw, and none of them were on a plan when you woke up.
With YagaEach one has a place, and each one that was not yours has an owner. Tomorrow you pick up where you left off.
Handled so far today: 18
-
You know how even a well-run centre ends up living in its director’s head, on sticky notes and in three group chats?
What Yaga does is give each piece of work one place and one named owner, from the 6:14 phone call to the action agreed in a meeting.
Start your 14-day free trialNo payment details. Stop whenever you like; you can export your records at any time.
How it works
See it happen. Three short films.
Capture and organise
Note it, then decide: today, later, someone else, or not at all.
You
Your team asks in one place
A request from the staff room. They see Waiting, Approved, Ordered, Delivered, so nobody has to find you to ask.
Your team
From the meeting to the record
In the meeting each action gets one owner on the Leadership board, and its dated progress notes are ready to copy into your own QIP or Self-Assessment Tool.
Leadership teamEvery note gets a next step. You decide which.
- TodayInto today’s plan
- LaterOnto another day
- Someone elseOne named owner
- Not nowIt stays a note
Nothing is sorted or moved for you. You stay in control.
“Yaga doesn’t replace a leader’s judgement. It gives the work somewhere to live.”
Olga Weintraub Elia, early childhood teacher, centre leader and compliance trainer
Pricing
One price per centre.
Small centre
$59+ GST / month
Up to 39 approved places.
Centre
$89+ GST / month
40 or more approved places.
Free trial
14 days free
Create your workspace and start today. No payment details; after 14 days, choose a plan or stop.
No per-child or per-educator fees. Month to month.
Questions
Quick answers.
Who sees my notes?
Not educators, not Team Day and not exports: your board and plan are a personal workspace. Each leader gets their own sign-in — the owner creates a one-time set-up code and hands it over in person — so don’t share one. Keep confidential matters out of notes.
Does my team have to use it?
No. Your day and the Leadership board work without any educator added. To hand someone a task, add them by name — no email or login — and they see it on the staff-room screen. Only the title, instructions, date and reference are shared; your note is not.
Does it replace our CCMS or our QIP?
Neither. Your QIP and self-assessment stay in the tool you already use; Yaga keeps the work behind them moving. It works alongside your CCMS and doesn’t connect to or sync with it, so there’s nothing to migrate. It sends no notifications; leaders see changes when they open Yaga. Leadership due dates can be downloaded as a calendar file (a copy).
What does it cost, and can we stop?
One price per centre, however many people use it: $59 + GST a month up to 39 approved places, $89 + GST from 40. An OSHC is priced on its approved places; a family day care scheme on registered educators (up to 39, $59; 40 or more, $89). Several centres: each on its own places, and one sign-in can hold them all; five or more, ask us.
The 14 days start when you create your workspace. No payment details are taken for the trial, and nothing is charged unless you choose a plan at the end of it. Month to month — stop at the end of any month — and on request we delete your centre’s information.
More questions (3)
How is it different from a task app?
It’s shaped around a centre leader’s interrupted day and a leadership team’s agreed actions: work picked up days later with its next step intact, and one owner for each action.
Does it help with continuous improvement?
As a place for the actions and reviews. Record an agreed change with a review date, link the daily practices that carry it out on Team Day, and at the review decide to continue, adjust, maintain or stop. Yaga doesn’t rate your service, and completed actions don’t show that practice is Meeting or Exceeding.
What data does Yaga hold, and where?
The work of running the centre — notes, plans, actions and agreed changes. It isn’t a child-record system, so write the action, not a child’s or family’s details; that includes the few places that take a photo or file. Yaga runs in Sydney, Australia.
Start with one piece of work you’re trying to keep on track.
Create your workspace in a few minutes. Or bring that piece of work to a 30-minute walkthrough on Teams or Zoom, and we’ll put it into Yaga with you.
Book a walkthrough
We’ll reply to arrange a time. Leave out any staff or child details.
30 minutes on Teams or ZoomWe reply within one business dayNo preparation needed
Pick a time that suits you
or send the details below
Prefer email? Write to us · admin@yagasmart.com.au