If you only read one sentence from this post, make it this one — a direct lift from an Ofsted inspection shared with us by a partner:
“Staff are able to instantly access any important information using an online system.”
It’s deceptively simple — and it’s the heart of why technology now decides the rhythm of safe, sustainable wraparound. When staff have live registers, SEND and allergy flags, and incident logs in the same place they take attendance, safeguarding becomes muscle memory rather than a nightly paperwork marathon.
Another line of proof we’re proud of comes from S4A’s Operations Director, Joe Merry:
“Thanks to All Incompass, our Ofsted inspection had zero recommendations.”
No fanfare needed. Just evidence.
The five moments that most influence an inspection — and how to nail them
1) Arrival: registers, ratios, and flags
The first ten minutes can either be calm or chaotic. With one-click registers and role-based portals, staff see exactly which children should be present, whether ratios are safe, and which names carry medical/dietary/SEND alerts. You’re not searching inboxes; you’re following the system.
2) Transitions: collection protocols
Safe-word collection and parent identity checks often get “nearly right” — until a supply staff member steps in. Build the rule into the workflow, not a poster on the wall. Only children in your supervision list appear to that staff user. The system enforces the boundary.
3) The “what if?”: incident logging
If you don’t log it, it didn’t happen. Live incident reporting with timestamps creates an audit trail that supports staff as much as children. When the inspector asks for evidence, you can show the log — not tell a story.
4) Finance and attendance: the governance line
Governors aren’t trying to trip anyone up. They’re looking for a picture: is it affordable, attended, and improving outcomes? School dashboards surface finance, attendance, and impact reports in a format leaders can use.
5) Parent confidence: the modern baseline
Parents expect mobile-first booking, clear session options, and the ability to update details right up to the wire (yes, even five minutes before when your policy allows). That’s not indulgence; it’s how you keep legal registrations accurate and revenue predictable.
Culture beats software — so the software should serve culture
All Incompass was built by people who’ve run holiday clubs, wraparound care, and sports clubs — and grew tired of trying to bend generic tools to childcare. That’s why the platform is four portals by design (Parent, Staff, School, Admin). Each keeps people in their lane while keeping information moving.
Principle: Put the right information in the right hands at the right time — and then get out of the way.
A little humour goes a long way here. We’ve all seen the “Master Spreadsheet of Doom” that only one person truly understands. They take a day off, and suddenly six adults are staring at a CSV like it’s a Renaissance painting. Let’s not do that this term.
Data protection (plain English, no drama)
We collect and process personal data within UK GDPR and the Data Protection Act 2018. Access is limited to those with a legitimate need to know; we maintain breach procedures and notify the ICO and affected parties where legally required. Schools/providers act as Data Controllers in their context — you must have appropriate consents and meet statutory retention duties for children’s data. We’ll make it easier to comply; we won’t replace your obligations.
Tip: Build deletion and export into your off-boarding plan. If a provider exits, don’t scramble — schedule a controlled export, confirm your retention schedule, and remove access methodically. (Yes, we support revoking and approving access centrally.)
Commercials without small print
For direct customers, our model is £20 per month plus a transaction percentage, typically 3.5%, with an introductory 2.5% for the first five customers (maintained while they remain continuously). Payment processing fees (e.g., Stripe) are separate. Contracts are one-month rolling unless otherwise agreed and require signing the Commercial Agreement.
Where a council funds region-wide access via a time-limited one-off fee, participating schools operate with £0 monthly licence under that proposal — keeping local budgets free for staffing and quality enhancement. (Subject to contract.)
The inspection day thought experiment
Picture this:
- 08:00 Staff sign in; the day’s register shows ratios OK, three allergy flags for snack time, and one medication check pending.
- 15:20 School handover begins; children booked for wraparound are auto-listed to the staff portal. A new TA covers for 20 minutes — but cannot see children beyond her assigned group.
- 16:05 Minor bump on the playground. Incident logged with a timestamp, note, and staff witness; parent notification queued.
- 16:45 Surprise: an inspector arrives. The lead shows live attendance, incident logs, and impact reports. No rummaging, no printouts, no apologising.
- 18:00 Pick-up with safe-word verification. The last child leaves; the day closes with complete records that will still make sense in six months.
You didn’t do anything flashy. You just did the basics, visibly and reliably.
Why the Ofsted line matters so much
Let’s go back to the quote:
“Staff are able to instantly access any important information using an online system.”
It signals the thing inspectors value more than shiny dashboards: operational readiness. When information is where it should be, the safeguarding culture shows through — calmly, consistently, and under pressure.
And when a provider like S4A reports “zero recommendations” off the back of an inspection, we don’t claim the credit — but we do claim the infrastructure. Good people plus clear, auditable workflows is a winning combination.
If you’re a council, school, or provider: here’s your next move
- Councils: Run a 30-day, one-off funding window across your schools; standardise onboarding; centralise reporting. (We’ll map the cohort and timeline with you.)
- Schools: Adopt the council-funded offer if available; if not, our direct plan is simple and rolling — no long tie-ins, no hidden fees.
- Providers: Reduce admin noise; protect staff time; use the incident log and safe-word features to make safeguarding routine, not stressful.
Book a discovery call → https://linktr.ee/allincompass
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