How to add a CCS calculator or tour booking to a childcare website

A calculator or booking tool can be built into the website, embedded from another service or linked as a separate page. The right choice depends on data accuracy, maintenance, privacy and the experience on mobile.

For a CCS calculator

Check that the tool:

• uses current subsidy rates and hourly rate caps;
• shows the date the rules were last reviewed;
• explains its assumptions, including session length and fee;
• does not present an estimate as an entitlement decision;
• handles the service’s actual rooms, sessions and fees;
• can be updated promptly when government settings change;
• is accessible by keyboard and readable with assistive technology.

The Department of Education publishes current CCS settings, including the 2026–27 hourly rate caps. ^R16 Services Australia determines and balances a family’s actual subsidy based on its circumstances. ^R14

For tour booking

Decide whether times are genuinely available for instant confirmation or whether staff must review the request. Use labels that match the process: “Book a tour” for a confirmed booking, or “Request a tour” where approval is required.

Collect only the details needed to arrange the visit. Tell families why their information is collected, where it goes and how the service will contact them. ^R11

For either tool

Test:

• phone and desktop layouts;
• confirmation and error messages;
• notifications to staff and families;
• time zones and daylight-saving behaviour where relevant;
• spam protection;
• accessibility against WCAG 2.2;
• what happens if the third-party service is unavailable;
• data export and deletion.

Practical next step: write the operational workflow before choosing the software. A tool should implement a clear process, not create one accidentally.

Related guides

• Does my childcare centre need a new website?
• How to keep childcare fees, rooms and availability current online
• How can a childcare centre be found on Google?