For licensed child care centres and home child care agencies in Ontario
The licensing binder that keeps itself current.
KeepCount holds the records a program advisor asks for: policy sign-offs, staff screening dates, fire drills, head counts, sleep checks, incidents. It checks them against O. Reg. 137/15 every day and prints the inspection binder in one click.
No card needed. $349 a site a month for centres, plus HST, every feature included; agencies from $199. The Ministry policy templates are loaded for you.
Licensing readiness
Demo Child Care Centre, Main site
87%
Fire drill held every months. 68(2)✓Met
Offence declarations current for everyones. 62!2 overdue
Sleep-room direct visual checks recordeds. 33.1✓Met
Annual playground inspection on files. 24(5)◔Due in 23 days
Serious occurrences reported within 24 hourss. 38✓Met
Compliance monitoring record this months. 6.1(8)✓Met
Print inspection binderFix 3 items
Toddler room10:40, Amara R.
Children11
Staff3
Ratio1:5
Within ratio. Group of 11 of 15, Schedule 1, toddler.
What the visit looks at, and where KeepCount has it ready
Licensing inspections are predictable: the same records come up every time. The hard part is keeping all of them current while running a program.
Policies written, reviewed by every employee, student and volunteer, and followed.Staff read each policy on their phone, confirm it and pass a short quiz. Your monitoring policy sets the review cycle; the annual review asks everyone again. Who signed what, and when, is one click away. s. 6.1
Vulnerable sector checks, offence declarations, first aid and CPR, in date for everyone.Dates per person, verified by an administrator, with reminders before they lapse: the five-year renewal and the declaration due within 15 days of each anniversary. ss. 57 to 62
A fire drill every month, emergency procedures practised, approvals on file.Drills logged on the phone in thirty seconds; the fire chief's approval, insurance, public health and playground inspections kept with their dates. ss. 68, 68.1, 71
Ratios and group sizes at all times, with the counts to prove it.The room tablet shows the Schedule 1 verdict before a count is saved, mixed-age rooms and family age groups included. ss. 8, 8.1
Sleep supervision, playground checks, the daily written record.Direct visual checks per child on your interval, daily checklists with an issue trail, the day's record kept for three years. ss. 33.1, 24, 37
Serious occurrences reported within 24 hours and the summary posted.The trail from the incident to the CCLS reference to the ten business days of posting. Readiness turns red the moment a report is late. s. 38
Section numbers refer to O. Reg. 137/15. KeepCount shows the state of your records; the Ministry decides compliance.
One headline, then what to do next
The dashboard opens on the readiness score for the site, computed from your own records, and a list of what to do next sorted by urgency: a check that lapsed, a declaration due in two weeks, the drill this month still needs. Each line is specific. "Monthly fire drills: your last one was Sep 3. October's is due."
Nothing on the list is ticked by hand. A drill recorded on the phone, a declaration verified by the office or a count saved on the tablet changes the status on its own.
Dashboard, Thursday, October 1
87%ready, based on your records in KeepCount. The Ministry decides compliance.
Do next
Sara Ortiz: vulnerable sector check overdue since Sep 12!Overdue
Grace Kim: offence declaration due Oct 14◔Due soon
October fire drill: last one Sep 3◔Due this month
Playground annual inspection due Oct 24◔Due in 23 days
Included for every centre
The room tablet
Head counts with the ratio verdict before you save. Opening, playground, sanitizing and closing checks. Sleep checks per child on your interval. The incident and serious-occurrence log. All timestamped, all kept, all in the binder.
Works offline: records wait on the tablet and send themselves when the Wi-Fi is back, never duplicated.
Keep your parent app for families and billing; import attendance from its CSV, or use KeepCount's own sign-in and sign-out register.
Staff see first names and an initial; administrators see the full name. Children's names are encrypted in the database.
Toddler room10:40, Amara R.
Children11
Staff3
Ratio1:5
Within ratio. Group of 11 of 15, Schedule 1, toddler.
Sleep check 10:30: 6 children, all breathing normally
Playground inspected 8:05: no hazards
Sanitizing: afternoon not yet recorded
Set up in an afternoon
1
Confirm your email
Your organization is created with its first site, the Ministry policy templates and their quiz questions. Adapt the policies to your program, or keep the templates as they are.
2
Invite your people
Each person gets a link, reads the policies on their phone, confirms and quizzes. You enter their screening dates once; KeepCount reminds them, and you, before anything lapses.
3
Open readiness before the visit
A score per site, the list of what to fix, and the printable binder: people and screening, policies and sign-offs, drills, evidence, daily logs and the serious-occurrence trail, with a sign-off block.
People, screening
Grace Kim RECE, Preschool
✓VSC Mar 2024✓First aid Jan 2027◔Declaration due Oct 14
Jordan Walsh Assistant, Toddler
✓VSC Sep 2025✓First aid Nov 2026✓Declared Sep 2026
KeepCount is built by Ghayur Accounts and Tax Services (GATS), the family accounting firm in Mississauga that has done the books, payroll and tax for Ontario child care centres and home child care agencies since 2001, and their CWELCC reconciliations, operating budgets and viability templates since the program began. The requirement library was read line by line against the consolidated regulation on e-Laws.
KeepCount shows you the state of your own records against the regulation. It is not a Ministry product, it does not replace your judgement or your licence conditions, and the licensee remains responsible for compliance. What it removes is the scramble before a visit.
Records are kept for the three years the regulation requires, even after you leave, and a complete export is yours at any time. Data is hosted in Canada. Security and privacy
One plan for centres, priced per site
Every feature for $349 a licensed site a month, or $3,839 a year. 30-day free trial, no card. Canadian dollars, plus HST. Home child care agencies pay by the number of providers, from $199 a month.
KeepCount for centres
Every feature, for one price per licensed site: the licensing binder that keeps itself current, and the room tablet for the records you keep every day.
$349 a site a month
or $3,839 a year, one month free. Plus HST. Additional sites 20 per cent off.
A record-keeping system for licensed child care in Ontario. It holds the records a licensing visit asks for, checks them against O. Reg. 137/15 every day and prints the inspection binder.
Who is it for?
Licensed child care centres, including multi-site operators, and home child care agencies in Ontario. Supervisors, administrators and the staff who sign policies and record head counts on the room tablet.
How long does set-up take?
An hour to get going — confirm your email, check the policy templates loaded for you, invite your people — and an afternoon to enter everyone’s screening dates and your last drills. Assisted set-up by GATS is available if you would rather hand it over.
Does it replace my parent app?
No. Lillio, HiMama and similar apps stay for families and billing. KeepCount keeps the compliance records beside them and can import attendance from their CSV export.
Do I need special tablets?
No. The room tablet is any phone or tablet with a browser — the one already in the room works. Nothing to install; staff sign in once on the device and it stays signed in. Each person records under their own name.
Walk into the next visit with the binder already done.