Educators can only sign-up to Cubsta through an invitation. If the childcare centre you work at uses Cubsta, you will be sent an invitation (sign-up) email when you are added to the system. Simply follow the instructions provided in this email and you should be able to use the software.

Please check the email id that you have provided to your centre director for signing up on Cubsta. If this is correct, then please check your spam folder. If you still don’t see the confirmation email, then please get in touch with our support team on and we will investigate the issue.

Please click on Forgot Password on the Login page and you can follow the instruction provided to retrieve the password.

You can update the centre director details by clicking on the Settings button within your dashboard (top right corner). Once you click on Settings, a drop down will appear, please click on My Profile to make any updates.

On your dashboard, please click on Upload Photo (left hand side) and choose a suitable image for your profile picture.

Default room is the room that you are primarily attached to as an educator. Each time you log in to the software, data related to this room will load by default.

To change your default room, please click on Settings (top right corner) on your dashboard and then click on My Profile. On this page you will see a drop down with the title Default Room. Please click on the dropdown to select an appropriate room. Now when you go back to your dashboard or log in to your dashboard, the newly selected default room will appear on the top right corner and data related to this room will load automatically.

You can switch rooms on any of the screens within the software. Simply click on the select room drop down (top right corner) and choose a room that you would like access to.

In-class Activities is a function within Cubsta that allows you to share information about group activities within a room with the parents. Educators will be allowed to upload images and text-based content using this function. Once shared, the parents of the children that are tagged in a specific activity will be able to view the activity through their dashboards.

To view an In-class Activity, please click on the In-class Activity tab on your dashboard and a page will appear that will have all the In-class Activities for a period of 1 week loaded by default. If you want to view older activities, please click on the Load More button (appears after 5 activities) at the bottom of the page or by selecting from and to dates on the date filter that appears on the page (top right corner).

Click on the In-class Activities tab on your dashboard to enter this function. On the following screen, you will see an Add New button (top right corner), click on this and a pop-up will appear that will allow you to add information about a specific activity. You can either select specific children or select all the children within a room while adding an activity, please keep in mind, an activity is only viewable by parents of children who have been added in an activity. Once an activity is posted, it will automatically appear on the In-class Activity page in a timeline format with the latest activities on the top.

On the In-class Activities page, load the specific activity that you want to edit. When the specific activity that you want to edit or delete appears, you will see an Edit and Delete button on top of the activity post. Click on these buttons and follow the instructions to take appropriate action.

Daily Sheets is a function in Cubsta that allow educators to add information related to food, drinks, sleep and nappies/toilet for a child within a room for a given day. This information can then be viewed by parents of a child through their Cubsta dashboard.

To add Daily Sheets, click on the Daily Sheets tab on your dashboard. On the following screen, you will see a list of children present in your default room for that day. Each child is listed in separate rows and there is an Add button at the right.

On the top of this page, you will also see the following 4 tabs, Food, Drinks, Sleep and Nappies/Tab. Please select a tab for which you would like to add information and then click on Add button for the specific child that you want to add information for. A pop-up will appear with a form, simply enter the information and press Save at the bottom of the form to record the entered information.

You can also view past Daily sheets by using the date filter (top right corner).


For editing or deleting a Daily Sheet for a child, click on the Edit or Delete button visible on the right side of a record. Click on the appropriate button and follow the prompts to perform the necessary action.

To view a Daily Sheet from a previous date, use the date filter (top right corner).  Once you select a date, the records for that date will appear.

Notes is a functionality that allows parents and educators to communicate with each other using instant text-based messages. As an educator you can send a Note to a parent or receive a Note from a parent.

To add a new Note, click on the Notes tab on your dashboard. On the following screen you will see an Add New button (top right corner), click on this and a pop-up will appear that will allow you to compose a Note. You can either select specific children or select all the children within a room while sending a Note. Once sent, the latest Note will automatically appear on top of the list.

When a new Note is sent to you, a yellow circle with a number will appear on your dashboard within the Notes tab. The number denotes the number of unread Notes you have within your dashboard.  The same notification will also appear within the hamburger menu, next to the Notes tile.

Once you proceed to the Notes screen, you will see a red dot appear on specific threads where there is an unread conversation.

Yes. On the Notes screen, click on the Note Thread and then go to the conversation (reply) within the Note thread that has been added by you. On top of that conversation, you will see Edit and Delete buttons. Simply click on these buttons and follow the prompts to perform the necessary action.

Emergency Contacts are the names and phone numbers of the person/s listed as the first point of contact for the children in a classroom. This information is initially provided by the parents of a child during the enrolment process.