Smarter rostering. Smoother operations. Higher occupancy.
An Australian childcare provider optimised centre planning and staffing with algorithm-based applications, enabling compliant rosters, real-time adaptability, and maximum occupancy across all locations.
Challenge
Each childcare centre was managing its own rosters, daily operations, and room transitions independently resulting in inconsistency, inefficiency, and missed opportunities for revenue growth. Rosters were created manually, causing variation in labour costs, compliance, and staff satisfaction.
On-the-day planning was reactive and relied on ad-hoc decisions to handle absences or schedule changes, leaving centres exposed to compliance risks. Occupancy levels also fluctuated widely between rooms and centres, with some maintaining long waitlists while others remained under-filled.
To address these challenges, the provider needed a smarter, standardised approach, one that could unify planning across all centres and use data to drive every decision.
Solution
Biarri delivered a bespoke connected optimisation suite that automates and aligns planning from end-to-end:
1. Roster Optimisation Engine
Automatically generates compliant, cost-efficient rosters that balance staff qualifications, ratios, and preferences while maintaining continuity of care.
- Considers all compliance constraints (NFQ, ratio, qualification).
- Standardises roster quality and reduces cost variance across centres.
2. Day-of-Operations Planning App
A dynamic, algorithm-driven tool that enables managers to respond to real-time staffing and child attendance changes while maintaining compliance.
- Staff requirement calculator to determine optimal coverage.
- Compliance Gantt view to visualise room ratios and validate shifts.
- Relief assigner optimisation engine for efficient break and relief scheduling.
- Integrated with Humanforce and Storypark Manage for seamless operation.
3. Waitlist & Transition Optimisation
An algorithm-based tool that identifies the ideal transitions and enrolments to maximise occupancy.
- Automates fortnightly occupancy reviews.
- Sends centre-specific recommendations straight to managers’ inboxes.
- Provides dashboards for clear oversight of optimisation results.
The Results
Together, these optimisation solutions delivered measurable gains across three core outcomes:
Smarter Rostering and Workforce Efficiency
- Consistent, compliant rosters across all centres.
- Reduced labour costs and improved staff satisfaction.
- Enhanced continuity of care through optimised scheduling.
Operational Consistency and Compliance Confidence
- Structured, data-driven day-of-ops planning replaces ad-hoc decision-making.
- Managers can adapt instantly to absences or demand shifts.
- Lower variability in realised timesheet costs and reduced compliance risk.
Higher Occupancy and Revenue Optimisation
- Optimised room transitions and enrolments boost occupancy.
- Automated reviews ensure every centre operates near capacity.
Balanced waitlists and smoother room progression improve family experience.
Outcome
By embedding optimisation into every layer of its operations, the childcare provider has achieved operational consistency across its national network. Workforce utilisation is now smarter and more efficient, reducing compliance risk across centres. As a result, occupancy rates have increased and revenue outcomes have strengthened, all powered by the Biarri Workbench.