Childminders · agent playbooks · 5 jobs

AI agent playbooks for childminders

An enquiry reply kit, policy first drafts with review reminders, an observation template, a records-readiness list and parent notices, written from your own facts and left for you to approve. Your assistant watches, drafts and chases. You decide, and nothing is sent, paid, signed or submitted without you.

Check your tool's current features. These playbooks are written to work with any assistant that can read your mail and a sheet through connectors, run a scheduled task and use a browser. Start small, and read the checks and approval gates before you switch anything on.

Looking for prompts to paste? See the childminders playbook →

Your downloads: every instruction (.md) whole playbook for Notion (.md) printable playbook (save as PDF)

Agent job 1 of 5Score 5/10

A reply kit for new enquiries and cover requests, built once from facts about your service

A parent who enquires usually wants an answer quickly, and you are often with the children when it arrives. Six replies written once, from the facts of your own service (ages you take, days and hours, area, whether you have space, how a first visit works), mean each real enquiry becomes a two-minute edit instead of a blank page at 9pm. The assistant never sees an enquiry, because an enquiry names a parent and usually a child.

Time: about an hour to write the facts and the kit, then a couple of minutes per enquiry

You will need: a "Reply facts" document you write about your service, your own email for sending

Works with: a chat assistant that can read one document and write drafts. Check your tool's current features. It needs no connection to your inbox.

Set it up

  1. Write a "Reply facts" document about your service only: the age range you take, your days and hours, the area (a town or part of town, not your address), how you handle a first visit and settling in, your waiting-list approach, and "[FEES: you add them]". Put in nothing about any child or family.
  2. List the six situations you answer again and again: a vacancy now (with a visit offered), a waiting list, no vacancy, a short-notice cover request you can take, one you can't, and an enquiry that isn't a fit (age, hours or area).
  3. Give the assistant only that document and the six situations. It writes one reply template per situation, under 120 words, warm and plain, using only your facts and placeholders such as [PARENT FIRST NAME] and [VISIT TIMES].
  4. Keep the six templates in your own documents. Do not paste any real enquiry into the assistant. When one arrives, open the matching template in your own email and fill in the placeholders yourself.
  5. Before each reply goes, check every fact against your real diary that day, and check the reply promises nothing you haven't decided (a place, a start date, a fee, a discount).
  6. Once a month, update "Reply facts" for changes in vacancies, hours or fees, and add a seventh situation if the same kind of question keeps arriving.

The instructions to give your agent

Copy, paste, then fill in the [brackets]
I am a UK childminder. From the "Reply facts" document below, write one reply template for each of these six situations: vacancy now with a visit offered; waiting list; no vacancy; short-notice cover I can take; short-notice cover I can't take; enquiry that isn't a fit. Each reply is under 120 words, warm and plain, signed [MY FIRST NAME]. Use only facts in the document. Where a fact is missing write [YOU ADD IT].
Use only these placeholders: [PARENT FIRST NAME], [VISIT TIMES], [START DATE], [FEES: you add them]. Do not ask for or use any child's name, age or details, or any parent's contact details. Do not promise a place, a start date, a fee or a discount. Do not mention safeguarding, health, allergies, additional needs or behaviour. Do not mention Ofsted grades or registration numbers: write [REGISTRATION DETAILS: you add them] if I need them. Do not read any messages or send anything.

✓ Check before you rely on it

  • Check every statement of hours, ages, area and vacancies against your real diary the day you send a reply.
  • Check no template says or hints a place is held, or gives a fee or start date you haven't decided.
  • Check no template mentions a child, a family or health detail, and that you never pasted an enquiry into the assistant.
  • Check the "cover I can take" template says you will confirm once you have checked your own registration and the children already in your care, rather than saying yes outright.

✕ What it will not do

  • Read your inbox, send a reply or choose who you take.
  • Discuss any child's needs or give any safeguarding, health or regulatory advice.
  • Quote a fee or promise a place.

⏸ Approval gates

  • Drafted or flagged for you: the six templates.
  • Only you decide: who you take, any offer of a place or visit, fees and exceptions, and every message that goes out.

🔒 Data handling

The assistant sees only facts about your service. A parent's enquiry is personal data and often includes a child's details, so it stays in your own email. Your privacy notice should tell parents what you do with the information they give you; the ICO's privacy notice generator for education and childcare is the place to start, and the responsibility to comply stays with you.

UK notes extra

Last reviewed Oct 2026. AI tools change quickly: check your tool's current features before you build, and start with something small.Back to top ↑

Open this agent job on its own page →

Agent job 2 of 5Score 5/10

First drafts of your everyday policies from notes about how you work, and a weekly reminder of which one is due for review

Policies take hours to write and then sit unreviewed. Starting each from your own bullet notes about what you actually do means you edit instead of writing from nothing, and a weekly list of what is due for review means none quietly goes out of date. Policies can matter at inspection and with parents, so the assistant never decides what a policy must say: it leaves a marked gap wherever a rule from the framework or your regulator belongs, and you fill it from the official text.

Time: about 30 minutes per policy, plus 20 minutes to set up the tracker, then 5 minutes each Monday

You will need: a "Practice notes" document per policy, a "Policy tracker" sheet (policy name, last reviewed, next review date, checked by), your own email

Works with: a chat assistant that can read a document and a sheet, run a weekly scheduled task and save a draft. Check your tool's current features. The routine reads the tracker only.

Set it up

  1. Pick one policy to start with from the everyday ones: settling in, sickness, late collection, complaints, outings or screen use. Write bullet notes about how you really work: what you do, in what order, and what you ask parents to do. Write about your setting, not about any child.
  2. Leave your safeguarding, allegations, online safety and recruitment policies out of this job. The framework says policies "should be in line with the guidance and procedures of the relevant Local Safeguarding Partner" and lists what safeguarding policies must include, so build those from your local safeguarding partners' guidance with your childminder agency, local authority or regulator.
  3. Give the assistant the notes. It writes a first draft with these headings: purpose, what happens, what parents are asked to do, review date [DATE], signed [YOUR SIGNATURE]. Wherever a legal or regulatory requirement would belong it writes "[REQUIREMENT: copy from the EYFS framework or your regulator's guidance]" and states nothing itself.
  4. Read every sentence against what you do. Delete anything you don't do, and fill each "[REQUIREMENT]" gap yourself from the official text.
  5. Ask a named checker (your childminder agency, your local authority early years team, or an experienced childminder you trust) to read the policies you rely on every week. You sign and date each one.
  6. Add each policy to the "Policy tracker" with a review date. Set a Monday 8am routine that reads the tracker and emails you a list of policies due in the next 30 days.

The instructions to give your agent

Copy, paste, then fill in the [brackets]
I am a UK childminder in England. From my notes below about how I really work, write a first draft of my [POLICY NAME] policy with these headings: Purpose; What happens; What parents are asked to do; Review date [DATE]; Signed [YOUR SIGNATURE]. Use only my notes, in plain words, in the first person ("I"). Wherever a legal or regulatory requirement would belong, write "[REQUIREMENT: copy from the EYFS framework or your regulator's guidance]" and say nothing about what the requirement is. Do not state any rule, ratio, time limit or legal duty. Do not write anything about safeguarding procedures. Do not include any child's or family's details.

✓ Check before you rely on it

  • Check every sentence describes something you really do, and every "[REQUIREMENT]" gap is filled by you from the official text.
  • Check the safeguarding, allegations and recruitment policies were not drafted by the assistant.
  • Check a policy dated 31 days away does not appear in the reminder, and one dated 29 days away does.
  • Check the reminder goes only to your own address and the routine changed nothing; some connectors cannot be limited to read-only, so review what permissions yours has.

✕ What it will not do

  • State what the framework, Ofsted or the law requires.
  • Write or change a safeguarding policy, or decide what is compliant.
  • Send anything to a parent, or see any child's records.

⏸ Approval gates

  • Drafted or flagged for you: the policy first drafts with marked gaps, and the weekly review list.
  • Only you decide, with your named checker: what each policy says, what you sign, and when it is reviewed.

🔒 Data handling

Policies and the tracker hold no child or family detail. Keep it that way: if a policy needs an example, write a general one. Give the routine access to the one tracker sheet only.

UK notes extra

Last reviewed Oct 2026. AI tools change quickly: check your tool's current features before you build, and start with something small.Back to top ↑

Open this agent job on its own page →

3 more agent jobs for childminders

Here is what each one covers. Open any job to see what is inside.

The full playbook

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Privacy tip: agents work on your real mail and files. Give them the least access that does the job, keep client and candidate details out of personal accounts, and read each job's data-handling note first.