March 17, 2026 · 5 min read

How to Track Your Nanny's Hours (Without Spreadsheets)

You have a nanny. She picks up the kids from school, stays until you get home, maybe covers the occasional evening or school holiday. At the end of each month, you need to figure out exactly how many hours she worked — and if you have dual rates, how many hours fall into each bracket. If you're currently doing this with a spreadsheet, a notebook, or your memory, this article is for you.

Why nanny time tracking is different

Tracking hours for a nanny is fundamentally different from tracking time for, say, a cleaner who comes every Tuesday from 9 to 12. A nanny's schedule is variable by nature. School pickup is at 4:30 on weekdays but 11:30 on Wednesdays. You get home at 7pm some days, 8:30 others. School holidays throw everything off.

Many families also have a split rate structure: a standard hourly rate during the day and an enhanced rate after a certain hour (often 8pm or 9pm). This means every shift that spans the cutoff requires a separate calculation for each portion.

The common approaches (and their problems)

The spreadsheet

The classic. You create a Google Sheet or Excel file with columns for date, start time, end time, hours, and rate. It works — until it doesn't. Split-rate calculations require formulas. Overnight shifts break the logic. And you still have to manually enter every data point, which you inevitably forget to do on busy days.

The WhatsApp scroll-back

Your nanny texts you “I'm here” and “leaving now” every day. At the end of the month, you scroll through the conversation and piece together the hours. This is the most common method among families — and the most error-prone. Messages get buried between photos, voice notes, and scheduling discussions.

Nanny time tracking apps

Apps like Daily Nanny or Brightwheel offer clock-in/clock-out features. The problem: your nanny has to install and use another app. Many nannies aren't comfortable with this, especially if they're used to just sending a WhatsApp message. The friction is real — and if the nanny doesn't log her hours consistently, the data is worthless.

A better approach: meet your nanny where she already is

The insight behind hōra is simple: your nanny already tells you her hours via WhatsApp. She sends “picked up the kids at 4:30” or a voice note saying “just left your place, it's 7.” What if that message was all she needed to do?

With hōra, your nanny sends her hours to a dedicated WhatsApp number — text or voice, in English or French. AI extracts the times, applies your rates (single or dual, with configurable cutoff), and logs everything. No app to install, no training, no behavior change.

What about corrections?

Mistakes happen. Your nanny says 4:30 but meant 4pm. With hōra, she just sends a follow-up message: “Actually yesterday it was 4pm, not 4:30.” The AI understands it's a correction and updates the record. No forms, no back-and-forth.

The monthly report

On the 1st of each month, you receive a detailed report with the day-by-day breakdown of hours, amounts at each rate, and the original messages for verification. You can review it on your dashboard, share it with your nanny, and use the totals for payroll.

Tips for accurate nanny time tracking

Agree on a protocol. Your nanny should send a message when she arrives and when she leaves. Even a simple “here” and “leaving” is enough — or a single recap at the end of each shift.

Document your rates in writing. Primary rate, enhanced rate (if applicable), and the cutoff hour. Include whether travel time is counted.

Keep records. Whether you use a spreadsheet or hōra, always maintain a trail of hours worked. It's essential for payroll accuracy and for resolving any discrepancies.

Review together. At the end of each month, go through the summary with your nanny. It's the best way to maintain trust and catch any issues early.