TinyOrbit
Creche waiting list software for Irish creches
a good waiting list tells you, for any room and any month, who is waiting, who gets the next place and why. TinyOrbit keeps every enquiry in one list, works out each child's room from their date of birth and start date, applies your written priority policy, and reminds you to check in with families so the list stays accurate and compliant with data protection law.
DRAFT for review. Items marked [confirm] must be checked before publishing.
Why spreadsheets stop working
Most Irish creches have more enquiries than places in at least one room, usually the baby and wobbler rooms. The list ends up split across a spreadsheet, a notebook and an inbox. Three problems follow:
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You can't see the future gap. You know a room is full today, not that four children move up in September.
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Priority gets inconsistent. Without a written order, two staff members can offer the same place to two families.
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It goes stale and breaks GDPR. Families who found a place elsewhere stay on the list for years, and you hold personal data longer than you need.
How to run a waiting list properly: step by step
1. Capture only what you need on enquiry
Data protection law says personal data must be "adequate, relevant and limited to what is necessary" (Data Protection Commission). For a waiting list that is usually:
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Child's name and date of birth
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Wanted start month
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Days and sessions (full day, part time, specific days)
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Siblings already attending
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Interest in ECCE and/or NCS hours
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Parent contact details and date of enquiry
Tell families, on the form, why you hold their details and how long you keep them.
2. Work out the room from the start date, not today
A child enquiring at 3 months for a start at 12 months belongs on the wobbler list, not the baby list. Plan by age on the start date, and remember the adult to child ratios in the Early Years Services Regulations 2016 change by age band, so a move-up frees a different number of places in each room. See our Tusla ratio requirements guide and the ratio calculator.
3. Plan ECCE places for September
A child is eligible for ECCE from 2 years and 8 months, if they reach that age by 31 August of the programme year; ECCE gives 3 hours a day, 5 days a week, 38 weeks a year (gov.ie, ECCE). Flag ECCE interest on enquiry so you can see your preschool numbers for next September by spring. Our ECCE compliance checklist and NCS guide for creches cover the funding side.
4. Write down your priority order
Decide once, publish it in a short waiting list policy and apply it every time. Common orders are:
- Siblings of children already attending
- Children of staff
- Everyone else, by date of enquiry
Your admissions policy should explain this; see policies every Irish creche must have.
5. Offer places in order, and record the outcome
When a place opens, offer it to the next eligible family, give a clear deadline to accept (for example 5 working days), and record accepted, declined or no reply. This record is what lets you answer "where am I on the list?" honestly.
6. Check in every 3 to 4 months
A short "are you still interested, and is your start date the same?" message keeps the list real. Remove families who say no or don't reply after a reminder, and delete their data in line with your retention policy.
7. Review your numbers each term
Look at enquiries by room and month, how many offers were accepted, and how long families wait. This shows whether to change room sizes or opening hours.
What TinyOrbit does for you
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Online enquiry form on your free hosted creche page and your own website, feeding straight into the list [confirm]. See creche website.
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Room by start date: each child is placed on the right room list from date of birth and start date [confirm].
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Your priority rules (siblings, staff, date order) applied automatically, with a clear position for every family [confirm].
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ECCE and NCS flags so September planning is one filter away.
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Offer tracking: offered, accepted, declined, with dates.
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Check-in reminders and retention so stale entries and old data are cleared [confirm].
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Multi-site: one list per service or a shared group list for creche groups.
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Moves straight into enrolment when a family accepts, so you don't re-type details.
Start your free trial or book a demo.
Related guides
Can I charge a fee to join a creche waiting list in Ireland?
Some services do. If you take a deposit or fee, say clearly in your policy whether it is refundable and what it is for. Many providers choose not to charge, because it can put families off. [confirm with Ciarán whether to keep this FAQ]
How long can I keep waiting list data under GDPR?
Only as long as you need it for the purpose. Set a period in your policy (for example, until the child has started elsewhere or passed the age range you serve), check in regularly, and delete data when it is no longer needed (DPC principles).
Should siblings get priority?
It's your choice, and common practice. What matters is that the order is written down and applied the same way for everyone.
How do I plan ECCE places for next September?
Record ECCE interest and date of birth on enquiry. Any child who will be at least 2 years 8 months by 31 August is eligible that September, so you can count likely ECCE starters months ahead.
Can parents see where they are on the list?
Being able to tell a family their position, based on your published order, builds trust. TinyOrbit shows you each family's position in the order your policy sets [confirm whether parents can see it].
Does a waiting list help with Tusla inspections?
Tusla inspects care, safety and governance rather than the waiting list itself, but a written admissions policy applied consistently is part of good governance. See what to expect at a Tusla inspection.