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Kindergarten Enrolment Allocation

Allocate children to kindergartens by distance and local criteria — automatically.
All data stays in your browser. Nothing is sent to any server.

How it works

1

Load applicants

Upload your spreadsheet or enter children manually

2

Select kinders

Confirm kindergartens in scope and set capacity

3

Geocode & calculate

Addresses converted to coordinates, distances calculated

4

Screen by distance

Review eligibility by distance threshold per kindergarten

5

Configure criteria

Set your council's local area allocation criteria and tiebreaker

6

CRS allocation

Algorithm applies DoE Tier 1 → Tier 2 → your local criteria

7

Review & confirm

Review proposed allocation, apply overrides, confirm

8

Download

Export confirmed allocation, decision register & per-kinder files

🔒 Privacy by design: This tool uses reference numbers only — no child names are stored or transmitted. All processing happens in your browser.

Step 2 of 8 — Applicants

Applicant Data

Upload your spreadsheet or enter children manually. Each row = one child.

Download template first

Use our Excel template to ensure correct column format.

Upload your file

📁

Drop your Excel file here or click to browse

Supports .xlsx, .xls, .csv

Priority of Access — Victorian Government PoA

Under Victorian law, PoA must be applied before distance criteria. Review each child below and assign the relevant category if they qualify. Children with no PoA category are assessed on distance only.

⚡ TIER 1 — Must be offered places first (Victorian Kindergarten Funding Guide)

🛡️ At risk / Out-of-Home Care

Child known to or has had contact with Child Protection, is in Out-of-Home Care (foster/kinship), family experiencing family violence or has had contact with The Orange Door, or referred by a Child Protection worker, MCH nurse, or family services.

🪶 Aboriginal or Torres Strait Islander

Family identifies their child as Aboriginal and/or Torres Strait Islander. Services must respectfully ask this during enrolment and record it in Arrival.

✈️ Asylum seeker or Refugee

Child, parent, carer or legal guardian holds or has previously held a refugee or asylum seeker visa, holds a current or expired ImmiCard, or has since gained Australian citizenship or permanent residency.

💳 Concession card holder

Child or parent holds a Commonwealth Health Care Card, Pensioner Concession Card, or Veterans' Affairs Card.

👶 Multiple birth — triplets or more

Child is one of a set of triplets or higher-order multiple birth. Does not apply to twins.

♿ Additional needs — NDIS / disability

Child is eligible for or undergoing NDIS assessment, has a disability or developmental delay diagnosis, complex medical needs, or developmental concerns raised by an MCH nurse or allied health professional.

📅 Additional year of kinder

Child assessed by an early childhood teacher as needing an additional year of Three- or Four-Year-Old Kindergarten or Pre-Prep due to developmental delays in 2+ outcome areas.

🔵 TIER 2 — Applied after all Tier 1 children are placed

🏫 Continuity at same service

Child is currently attending the service in 3YO kindergarten and is seeking to continue at the same service for 4YO Kindergarten or Pre-Prep. Priority should be given to keep these children at the same service for continuity of learning.

Source: vic.gov.au/priority-access-2027 — Updated December 2025

📝 Prefer to enter applicants manually instead?

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Step 3 of 8 — Select kinders

Select Kindergartens

Kindergartens have been auto-selected based on your applicants' preferences. Set capacity for each, then continue.

Step 4 of 8 — Geocode & calculate distances

Geocode

We convert addresses to coordinates and calculate distances.

Distance settings

Eligibility threshold (km)

Children within this distance = Eligible ✓

Distance method

Sort results by

Processing

Ready to process 0 children and 0 kindergartens.

Step 5 of 8 — Distance eligibility

Initial Screening by Distance from Kinder

Shows distance from each child's home to their preferred kindergartens. No allocation is made — council uses this report to make final decisions.

VICTORIAN PoA: ⚡ Tier 1At risk, ATSI, Refugee, Concession, NDIS etc — must be placed first 🔵 Tier 2Continuity at same service — placed after Tier 1 — No PoA → distance-based only

Ref #	Address	Priority	PoA Status	Preference 1	Dist (km)	Eligible	Preference 2	Dist (km)	Eligible	Preference 3	Dist (km)	Eligible	Nearest Kinder	Nearest (km)

Select kindergarten:

All kindergartens

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Places

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Listed as Pref 1

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Eligible (within threshold)

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⚡ PoA Tier 1

Map — applicants around this kindergarten

🟩 Kinder ● Eligible ● Not eligible ● Tier 1 · Click any dot for details

Distance distribution — applicants by distance band

0 km5 km5 km+

Applicant pool — ranked by allocation priority

Tier 1 → Tier 2 → distance to this kinder

Show:

All preferences Pref 1 only Eligible only

#	Ref	PoA	Pref rank	Dist to this kinder	Eligible	Home address	Their pref 1	Nearest kinder to home	Nearest dist

Step 6 of 8 — CRS Council setup

Council Allocation Setup

Configure your council's local area criteria. This is done once per intake year. DoE Tier 1 and Tier 2 are always applied first — you configure what comes after.

Mandatory — Victorian DoE Priority of Access

These are applied automatically and cannot be changed. They always rank above your local criteria.

TIER 1 At risk/OoHC, Aboriginal/TSI, Asylum seeker/Refugee, Concession card, Multiple birth, Additional needs (NDIS), Additional year of kinder Always first

TIER 2 Continuity — currently attending same service in 3YO, seeking 4YO/Pre-Prep at same kinder Always second

Your Council's Local Area Criteria

Add your local criteria levels in priority order. Level 1 = highest local priority. Each criterion is applied after all DoE Tier 1 and Tier 2 children are placed.

Municipality / Council name

Intake year

Distance threshold (km)

Used for distance-based local criteria below

Tiebreaker within same priority level ⓘ

ℹ Default tiebreaker — distance is straight-line (haversine) and approximate. The child closest to the kinder within the same local level ranks higher.

Non-residents

Include non-residents (placed at lowest priority after all resident criteria)

Local criteria levels — select which apply to your council:

Step 7 of 8 — Review allocation

Proposed Allocation

The algorithm has applied DoE Tier 1 → Tier 2 → your local criteria. Review, override if needed, then download your files and proceed to confirm.

Ref #	PoA	Local level	Pref 1	Dist	Status	Pref 2	Dist	Status	Pref 3	Dist	Status	Override

Manual overrides

No overrides recorded.

Download files

Confirmed Allocation — every child, allocated kinder, status, outcome reason

Decision Register — full criteria breakdown per child, for audit and compliance

Explanation Cards — 2–3 line explanation for every applicant, allocated, waitlisted and unallocated

Council Criteria — your council's local allocation criteria in order of priority

PoA Reference — Victorian Priority of Access framework reference sheet

Step 8 of 8 — Confirm & Download

Confirm Allocation

Review the outcome summary below. Once you're satisfied, enter your name and confirm. Your download files will be available immediately after.

Are you satisfied with this allocation?

Take a moment to review the numbers above. If you need to make any changes, go back to Step 7 to override individual decisions. When you're ready, confirm below.

Coordinator name *

Round

✓ Confirming will lock this allocation and record it in your audit trail. Your download files will appear immediately below.

Kindergarten Enrolment Allocation

Applicant Data

Select Kindergartens

Geocode

Initial Screening by Distance from Kinder

Council Allocation Setup

Proposed Allocation

Confirm Allocation

Allocation Confirmed

1. Acceptance of Terms

2. Licence and Permitted Use

3. Pricing and Payment

4. Decision-Support Tool — Not a Substitute for Professional Judgement

5. Council Responsibilities

6. Data Privacy and Security

7. Trial Version Limitations

8. Accuracy of Distance Calculations

9. Intellectual Property

10. Termination

11. Changes to Terms

12. Governing Law