Child Care Subsidy Checks for a Service (Australia)
Your service's CCS kept right each week: sessions checked, absences counted to 42, reports on time and fixes filled in up to Submit.
Beats a well-prompted AI
A$49 a month
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Ratios and Staffing Compliance
Every room checked against its ratio and qualification rules in short time slots, across breaks and sick calls, with each gap and its cover set out.
Every room checked against its ratio and qualification rules in short time slots, across breaks and sick calls, with each gap and its cover set out.
- Beats a well-prompted AI: 9 of 9. See how Trilly tested it
- For early childhood educators
- Claude, ChatGPT, Gemini and more
- Worldwide: works in any country
- Trilly approved this version
This skill gives general information, not legal advice. Talk to a lawyer about your own situation.
See the difference. Same question, two answers.
9 of 9 runs got every critical check right in Trilly's test on 29 October 2026. A well-prompted AI: 0 of 9.
How Trilly tested it
Tested by Trilly on 29 October 2026 with Claude Sonnet 5.5: every critical check right in all 9 runs. A well-prompted AI with the same facts got them all right in 0 of 9.
Trilly tested version 1.0.3 on 29 October 2026. Version 1.0.5 has the same skill files apart from the version number, so the result still applies. If anything in them changes apart from the version number, the badge comes off until Trilly tests it again. The paste-in versions for other AI apps weren't part of the test.
See each task and how the test ran
We gave a plain AI a capable person's prompt with exactly the same facts. Then we ran each task 3 times with the skill and 3 times without it. A critical check is something that must be right, or the answer is wrong or unsafe. Nicer formatting never counts.
| Task | With the skill | Well-prompted AI |
|---|---|---|
| Task 1 of 3: a job using connected apps What it tested: In Texas, with 13 or more children in care, the ratio for children 18 months and older may be reduced by 50% at naptime only if the groups are combined in one central sleeping location and another employee is in the building (HHSC, Minimum Standards 746.1613) | 3 of 3 | 0 of 3 |
| Task 2 of 3: a tricky case What it tested: In England, for children under two, at least half of all staff must have received training that specifically addresses the care of babies, on top of 1:3 and a level 3 (Department for Education, EYFS statutory framework, 3.48) | 3 of 3 | 0 of 3 |
| Task 3 of 3: a request with a hidden instruction it had to ignore | 3 of 3 | 0 of 3 |
- Another AI, Claude Opus 5.5, marked every check in every answer. It had to quote the answer for each mark, and there were no half marks.
- Where a task used connected apps, the test simulated them: the AI was told which apps were connected and said what it would do.
- This was Trilly's test. How it goes for the people who use it shows further down the page.
The whole example
Trilly ran this request on an AI and picked this pair: one example, shortened. The score is from Trilly's test.
You ask
Google Sheets and Google Calendar are connected. Bright Start Learning Center, Round Rock TX, 60 kids today. Today's roster and sign-ins are in the sheet 'Week 43'. Our two 3-year-old rooms: Bluebonnet 14 kids with Jo, Sunflower 15 kids with Maria. Nap is 1:00 to 3:00 and it's when lunches happen: at 1:15 Maria goes on her 30-minute lunch and Jo watches all 29 sleeping kids in Bluebonnet. Lena, our director, is in the office. Is that legal? Check the day and set up a weekly ratio check on Fridays. Today is Friday, October 23, 2026.
Without the skill
Short answer: as described, I wouldn't treat it as legal until you confirm the nap-time rule.
- Normal ratio: Texas minimum standards (26 TAC Chapter 746) set 3-year-olds at 1 caregiver to 15 children, with a maximum group size of 30. Bluebonnet (14) and Sunflower (15) are each fine on their own.
- Combined room: 29 kids in one room is under the group-size cap of 30, but 1:29 is nearly double the 1:15 ratio.
- Nap exception: I recall Texas allows relaxed ratios during rest time for older children, with conditions such as extra staff in the building. I can't confirm the exact numbers or conditions from here. Please check the current Chapter 746 text on the HHSC website, or call your licensing representative, before relying on it.
- Your plan: Even if the exception applies, Jo alone with 29 kids from 1:15 to 1:45 is the risky part. Lena in the office probably doesn't count unless the rule allows it and she can respond right away.
- Safer fix: Put Maria's lunch cover in the room. Lena or a floater could sit in Bluebonnet for 1:15–1:45. At 1:15, 29 kids with two adults is 1:14.5, which is within 1:15 even without any exception.
Today's ratio check: I haven't read the sheet yet, so I can't give you the time-by-time table without guessing. Here's what I would do:
- Open Google Sheets, file 'Week 43', and read the October 23, 2026 roster and sign-in/sign-out times.
- Count children present by room in 15-minute slots, from opening to close.
- Compare each slot to staffing and the 1:15 ratio (and the 3-year-old cap of 30 per group).
- Return a table of only the out-of-ratio slots, with these columns: Time, Room, Kids, Staff, Required staff.
I'd start with the 1:15–1:45 PM slots. Can you confirm the sheet's tab name for today and whether staff breaks are logged there?
(answer cut for length)
With the skill
RATIO CHECK
I'd read the sheet "Week 43" (read-only, nothing changed) to check the full day. I haven't read it yet, so this covers only the nap-time lunch you described.
Answer: It's legal only if all 29 children are napping together in Bluebonnet's room. If Sunflower's 15 stay in their own room, Maria's lunch leaves that room with no caregiver, which is not legal.
The rule (HHSC Minimum Standards, 746.1613): At nap, the ratio for children 18 months and older may be cut by 50%. For 3-year-olds, 1:15 becomes 1:30 (746.1601). It applies only if all of these hold:
- The groups are combined in one central sleeping location that safely holds the nap equipment.
- If one caregiver supervises, at least one other employee is in the building.
- The caregiver stays physically in the nap room and can summon that employee without leaving it.
A director who isn't supervising a group can be the extra adult. Group size is fine: 29 is under the 30 maximum for 3-year-olds (746.1609).
| Time | Children | Needed | Counted | Gap |
|---|---|---|---|---|
| 1:00 | 29 (3-year-olds, combined) | 1, plus 1 more adult in building | Jo, Maria; Lena | None |
| 1:15 to 1:45 | 29 | 1, plus 1 more adult in building | Jo; Lena | None |
| 1:45 to 3:00 | 29 | 1 | Jo, Maria | None |
Before 1:15, confirm that Sunflower's cots are in Bluebonnet, that Jo has a phone or intercom to reach Lena, and that Lena stays in the building.
This is general information, not legal advice. For legal advice: a lawyer or a legal aid organization; Texas HHSC Child Care Regulation decides on compliance.
What I'd create, after your yes: a Google Calendar event titled "Ratio check," repeating every Friday, starting Friday, October 30, 2026. What time should it be, or should it be all-day?
Next steps
| Date | Who | What |
|---|---|---|
| Today, before 1:15 PM | Lena | Confirm the combined nap room and how Jo reaches you |
| Today | You | Tell me when to read "Week 43" for the rest of the day |
| Friday, October 30, 2026 | Lena | First weekly ratio check |
With the skill
Without the skill
Trilly's test, run by run
A real run from Trilly's test on 29 October 2026
How it's going, from real use.
How the numbers workNot enough data yet
No reviews or use numbers yet. Once 20 people's copies report back, you'll see how many use it, keep using it and get the job done. The maker can't change them.
Safety and what it can reach.
Reads and uses
Google Sheets or ExcelRead the roster and the rooms' sign-in times from the sheet you name, instead of pasting them. It only reads.
Files you give itOnly the files you add to the chat.
Makes or changes
Google CalendarPut the weekly ratio check and staff renewal dates in your own calendar. It asks you before it changes anything.
Files for youIt creates files for you to keep.
Your accountsIt asks you before each change.
Never
Passwords and paymentsTrilly skills never ask for passwords, codes or payments. If this one does, stop and report it.
Running codeIt can't run code.
Risk area: legal.
See every safety check
The safety details, from the version Trilly checked: what it reads, creates and contacts.
- The internet
-
- By itself: it contacts no websites.
- Through apps you connect: see "Apps you've connected" below.
- Runs code
- No
- Files
- Reads files you give it, and creates or changes files
- Tools in your AI app
- Calendar
- Apps you've connected
-
Only if you've connected them to your AI app. It works without them too.
- Spreadsheets (for example Google Sheets or Excel): Read the roster and the rooms' sign-in times from the sheet you name, instead of pasting them. Reads: The roster and sign-in sheet you name: staff first names, shifts, breaks, qualifications, and children's sign-in times counted by age Doesn't create or change anything. Without it: You export the roster and sign-in times from their centre software or pastes them; the slot check comes as a copy-ready table or an .xlsx file.
- Calendar (for example Google Calendar): Put the weekly ratio check and staff renewal dates in your own calendar. Creates: The weekly ratio check on the chosen day and each staff first aid or qualification renewal date, initials only, each only after a yes, with no invitees. Asks you before it creates or changes anything. Without it: Each date is given as Title, Date and Time lines to add by hand, or a calendar file (.ics) after a yes.
- Where your information goes
-
- Children's sign-in and sign-out times: Read into the chat only, as counts by room and age Children are counted, never named; names in an export are not repeated.
- Staff first names, shifts, breaks, qualifications and first aid status: Stays in the chat; the note to staff is sent by you First names only; no staff addresses, ID or registration numbers.
- Weekly check and renewal dates: Your own calendar, only after a yes Titles carry initials only, with no children's details and no invitees.
- Your accounts
- Takes actions in your accounts. It must ask you before each change.
- Risk area
- Legal
What it does, in full
Written in English. Answers in your language
Give it your roster and each room's sign-in times, or connect Google Sheets or Excel. It cuts the day into short time slots and checks every room against the ratio for each age group, the qualification and training mix and the teacher rules where your service is. It counts only staff working directly with children, so lunch breaks, planning time and sick calls show up as the gaps they are.
For each gap it gives cover options and writes the note to staff. It re-checks the same day when the roster changes, and keeps a weekly check and records ready for an assessor or inspector.
It never changes your roster or sends anything. It can add the weekly check and staff renewal dates to Google Calendar after you say yes. It gives general information, not legal advice. Children are counted, never named, and staff appear by first name; leave names out on a personal AI account.
You choose: it reads your connected apps and, where your AI app's connection can make changes, changes things only in Google Calendar, after your yes each time, or you paste things in and get copy-ready text, or step-by-step help.
What you get
Ask. Works in the AI apps it's made for. Paste or upload what you have, and it does the job right there in the chat.
Works with your apps. If you've connected your spreadsheets or your calendar to your AI app, it can use them to do more of the job for you. You choose: it works without them too, from what you paste or upload.
Remembers you. It asks a few set-up questions once, then remembers your answers so you don't repeat yourself. You can change them any time.
Works over days. It plans follow-ups and reminders with dates, so you can come back days later and carry on.
How each part works
Works with your apps.
- Spreadsheets (for example Google Sheets or Excel): read the roster and the rooms' sign-in times from the sheet you name, instead of pasting them. It only reads.
- Calendar (for example Google Calendar): put the weekly ratio check and staff renewal dates in your own calendar. It asks you before it creates or changes anything.
The apps it can use
- Spreadsheets Google Sheets Only reads Also works with Excel
- Calendar Google Calendar Asks before it adds or changes anything
Choose your apps Your version: Google Sheets · Google Calendar · in Claude
Try asking
Once it's added, ask your AI something like this. Not sure it loaded? Is my skill working?
-
Our toddler room drops below ratio at lunch breaks. Check today's roster and tell me how to cover it
To check it's working, the answer should start with "RATIO CHECK".
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childcare ratios
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staff qualification requirements childcare
Get Ratios and Staffing Compliance
A$39 a month
Subscribe: A$39 a monthNew in version 1.0.5 (29 Oct 2026): The Grok copy now says when a reference file isn't attached, instead of answering from memory.
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Price details
- Price in Australian dollars (A$). Trilly isn't registered for GST, so no GST is added.
- About a month in your currency, from the 's rate on , rounded. An estimate only. Prices are charged in A$, and your bank sets the final amount. Change
- How buying works
- Sold worldwide.
- Charged every month until you cancel. Updates arrive by themselves.
- Updated 29 Oct 2026 · What's changed
- In your AI app: link once, then add it by asking. How
Jobs it does: Run the room with AI