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The owner and administrators of a licensed home child care agency

KeepCount guide for an agency's owner and administrators

The offices, logins, homes, providers and home visitors of your agency, licensing readiness, inspection day, the register of homes, policies, incidents, home visits, family billing and provider pay, and the settings.

Your first day and your first week · 20 steps, one screen and one line each

Print or save as PDF · All the steps on one page · All the explanations on one page

Your first day

Choosing your office, reading the dashboard, setting the agency up, and the people and homes: the offices, who has a login, the homes, the providers and the home visitors. The screens are from a demonstration agency with two offices; everyone in them is fictional.

  1. Sign inSign in with your email and your password. Sign out at the top right when you leave a shared computer.
  2. Choose your officeChoose the office you are working in, or "All offices" to look across them. The choice stays in the top bar, where you can change it at any time.
  3. The dashboardThe dashboard: homes active, not inspected this quarter, due or late now, incidents open; then Needs you, Billing, the readiness score and recent activity.
  4. Set up KeepCountSet up KeepCount: five minutes of questions, then the steps in order. Each step is done once its records are in KeepCount.
  5. OfficesOffices: each office the agency works from, with its licence, address, phone, hours and closures. Its homes are on Homes.
  6. Logins and accessLogins and access: everyone with access to the admin panel, each with their own login. Add a login for an administrator, a home visitor or office staff.
  7. The homesHomes: one table with each home's children, last record, status, agreement, household screening and visit; the most urgent first.
  8. ProvidersProviders: everyone the agency has invited, with what needs attention, the office, the status and their progress. Who needs attention comes first.
  9. Home visitorsHome visitors: each visitor's approval, their homes, this quarter's inspections and their last visit.
  10. Licensing readinessLicensing readiness: the requirements KeepCount tracks for your agency, each with its status and evidence, for the agency or for one office.

Your first week

What the inspector asks for, the register of homes, the policies, incidents, the quarter's visits, the money and the settings.

  1. Inspection dayInspection day: the program advisor's visit on one screen, with what to act on first, what changed since last time and the usual questions.
  2. The register of homesThe register of homes: each home, its address and provider, and every child cared for there, with the changes of the last 90 days.
  3. Policies and quizzesPolicies & quizzes: the policies every provider must read and confirm, each with its quiz, and who has confirmed each.
  4. Incidents and serious occurrencesIncidents & serious occurrences: what affected a child's or a staff member's health, safety or well-being, open first. "Report an incident" starts one.
  5. The quarter's home visitsHome visits: each provider's home is inspected before it is used, then without notice at least once every quarter.
  6. Family billing: this monthBilling: what needs you this month, with "Record a payment", "Record a bank deposit" and "Print"; Invoices, Payments and Family accounts are under it.
  7. Provider payProvider pay: each provider's pay for a period, worked out from the attendance recorded at their home. Nothing is paid until you approve the period.
  8. SettingsSettings: the agency's name, logo and contact details, and "Features": turn on family billing, the staff clock and provider pay, if your agency uses them.
  9. My accountMy account: change your password, add two-step verification and a passkey, sign out your other devices, and change your sign-in email.
  10. HelpHelp: who to ask, the guides, "Where do I…?", the glossary and "Report a problem".

Sections of O. Reg. 137/15 read on e-Laws November 2, 2026. Screens from KeepCount 0.99.191, captured November 2, 2026 in a demonstration organization.