OWNA vs Xap

Why Childcare Centres are Switching from Xap to OWNA

Q: How is OWNA different from Xap?

OWNA is Australia’s only true all-in-one childcare management system , combining CCS, billing, enrolments, family communication, documentation, HR, and payroll in one place. Xap, on the other hand, focuses mainly on administration and family communication tools, which means many services still rely on separate systems for rostering, payroll, or compliance.

Q: Does OWNA include CCS and Billing?

Yes. OWNA is fully integrated with Child Care Subsidy (CCS) functionality, including enrolments, submissions, statements, and payments, all built directly into the platform. You don’t need any external integrations or manual exports.

Q: Does OWNA support documentation and programming for educators?

Absolutely. Educators can document learning, link to EYLF and MTOP outcomes, and generate portfolios and observations directly in OWNA. Everything syncs with family communication and compliance records automatically.

Q: Is OWNA’s pricing all-inclusive?

Yes. OWNA offers simple, transparent pricing with all core features included. No hidden add-ons or extra module fees. You can also choose optional services like Accounts Administration or the Compliance Consultancy for extra support when needed. support when needed.

Q: What support is included when switching from Xap?

Our onboarding team handles all migration and setup for FREE . You’ll receive 1:1 sessions, group training, data imports, and access to the OWNA Academy and local support team to help your educators and administrators transition smoothly.

Q: Does OWNA offer compliance resources and training?

Yes. OWNA’s Compliance Hub , led by Compliance & Community Manager Steve Moore , provides access to professional development, templates, and expert guidance to help services stay ahead of ACECQA and NQF requirements.

Q: How long does it take to switch from Xap to OWNA?

Most services are fully up and running within four to six weeks , depending on data transfer requirements. Your onboarding manager will work with you to ensure you're all set to go for your 'Go-Live Date'.

Q: Is OWNA approved and supported by the Department of Education?

Yes. OWNA is a CCMS -approved childcare management system , compliant with all current Department of Education and CCS requirements in Australia.

Simplify every part of childcare management with Australia’s only true all-in-one platform, from enrolments and CCS to documentation and compliance.

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Trusted by over 4,000 Childcare Centres

Australia's #1 All-In-One CCMS vs. CCMS+

Xap

CCS & Billing

Parent App

CRM

Basic Forms

Rostering & Timesheets

Built-In Payroll

In-House Compliance Consultants

In-House Admin Specialists

Premium Pricing

from $89/mth (incl. GST)

from $259/mth +GST

Review Rating (Capterra)

4.5

4.0

Recommendation Rate (The Sector)

88%

61%

#1 All-In-One CCMS (as voted in The Sector CCMS Survey)

Simplify Your Admin. Empower Your Educators.

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Join over 4,000 childcare centres that love using OWNA.

"OWNA offered more features for a much better price. The support was great and the ability to essentially use one app for everything made the choice easy."

Users

1.6 m

More than childcare management.

Whilst most CCMS platforms claim to be an All-In-One, they're only really solving parent communication and admin.

What separates OWNA are all of the additional pieces that make this
The Only True All-In-One Childcare Management System in Australia.

Workforce Management That Saves Time.

Simplify your staffing and stay compliant with built-in rostering and digital timesheets.

No more spreadsheets or third-party tools.

Manage ratios in real-time, track attendance, and approve hours directly from your dashboard. OWNA automatically links staffing data with payroll, HR records, and educator profiles for effortless oversight.

Manage HR & Payroll from within your CCMS.

From onboarding checklists and qualification tracking to leave requests and automated pay runs, OWNA’s integrated HR & Payroll keeps everything accurate and consistent.

Built specifically for ECEC, it understands awards, entitlements, and the unique requirements of educators, saving time and reducing errors every pay cycle.

Make Compliance, Assessment and Rating Easier.

Compliance shouldn’t live in a binder or a dozen Google Docs.

OWNA embeds compliance into your daily operations – from staff records and policies to incident reports, risk assessments, and ratios.

This makes it simple to identify gaps, standardise processes, and demonstrate continuous improvement during Assessment & Rating.

The Family Journey, from Enquiry to Enrolment.

Turn enquiries into enrolments with an ECEC-specific CRM built right into your platform.

Track leads, manage waitlists, send automated follow-ups, and convert families faster, all while keeping communication consistent and personal.

Unlike other systems that rely on external CRMs, OWNA gives you full visibility from first enquiry to first day of care.

Switching from Xap to OWNA is easy.

Our onboarding will be with you every step of the way, from data migration to your first round of invoices and beyond.

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Frequently Asked Questions.

Got some questions? We’ve got the answers!

How is OWNA different from Xap?

OWNA is Australia’s only true all-in-one childcare management system, combining CCS, billing, enrolments, family communication, documentation, HR, and payroll in one place.

Xap, on the other hand, focuses mainly on administration and family communication tools, which means many services still rely on separate systems for rostering, payroll, or compliance.

Does OWNA include CCS and Billing?

Does OWNA support documentation and programming for educators?

Is OWNA’s pricing all-inclusive?