KeepCountHelp

The director of a licensed child care centre

KeepCount guide for directors

Running a centre that is already in KeepCount: the day as it happens, and the rhythm of the first week.

Your first day and your first week · 29 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

The day as it runs: what needs you this morning, the people who are not cleared, the arrivals, the rooms, medication, an incident, the close-out. The screens are from a demonstration centre, three weeks into its records; everyone in them is fictional.

  1. Sign inOpen the link in your invitation email and choose a password. After that, sign in with your email and that password.
  2. The dashboardThe dashboard shows what needs you now: the four figures, Needs you, the readiness score, recent activity and the staff still in progress.
  3. Needs you, in full"See all" opens Needs you in full: Overdue, This week and Later, each line a person or a record with its date and the section behind it.
  4. StaffStaff lists each person with what needs attention, their site and position, their status, whether they are cleared, and their progress.
  5. A person who is not clearedOpen the person: the callout says why they are not cleared and what to do; the pills say In progress and Not cleared to work with children.
  6. Cleared to work, and to countThe Documents tab: "Cleared to work and to count in ratio" says what is still needed before working with children and before counting; then each document.
  7. Upload a newer document"Upload newer" on a document: the file, the date issued, the expiry and a note. Verify it, and the record dates and reminders update.
  8. Arrivals and absencesIn the morning, Arrivals and absences: who is expected and not here with no word, so the safe arrival policy's calls are made and recorded.
  9. Checks todayChecks today is the board of every room's counts and checks: done, coming up or overdue. A missed check is explained and signed off here.
  10. Medication todayMedication today: the scheduled doses, the medication given on symptoms, sunscreen and other products, each with its written authorization and Record the dose.
  11. An incident and its follow-upOpen an incident: what happened, then the follow-up: the supervisor's review, corrective actions given to a person with a date, and Close the incident.
  12. Close out the dayAt the end of the day, Close out the day: the checks not done at their time, the incidents of the day, counts below what was allowed, a note, and Sign the day.
  13. The daily logThe daily log for a day: every record with its time, room, what it was and who recorded it, filtered by kind, with Correct beside each.
  14. Write to staffMessages: write to everyone, a site, a room or named people; each sees it on their home screen, and you see who has read it.

Your first week

The rhythm: the readiness list, a Ministry change to issue, the drills, the staffing schedule, the contraventions, the playground, inspections and orders, fire and safety, the allergy list, training, the calendar, the records for a period, and who else administers.

  1. Licensing readinessLicensing readiness is the regulation as a list: the score, what is overdue, missing and due soon, and every requirement with its status and its section.
  2. A Ministry change to reviewMinistry changes lists a regulation change to a required policy, prepared by KeepCount. Nothing changes for staff until you decide.
  3. Issue the new versionOpen the change: what changed, the places where your words and KeepCount's both changed, the policy with the change marked, then "Issue new version to staff…".
  4. DrillsDrills: the last 12 months by site, each month's fire drill, the missing-child drills from 2027, and Record a drill.
  5. The staffing scheduleThe staffing schedule: the week's shifts, the usual week, who can count, and "What falls short this week" with each stretch that is short.
  6. Compliance observationsCompliance observations: who is due to be observed, the contraventions to follow up with a Close button, and the observation log.
  7. PlaygroundPlayground: the daily and monthly inspections, and the repair log with each hazard, how it was made safe, the target date and the repair.
  8. Inspections and ordersInspections and orders: each visit by a program adviser, public health or the fire department, its report, outcome and what was cited, and Log an inspection.
  9. Fire and safetyFire and safety: the place of shelter, each test of the alarm and the equipment with its interval, the last one and the next due, and Record a test.
  10. The allergy listThe allergy list: the current version with each child's allergies and restrictions, where copies are posted, and Print the list.
  11. TrainingAdd training: the title, the content (a video, a file, a link or text), who it is for, whether it is required and the days to complete.
  12. The calendarThe calendar: closures and holidays, drills and safety tests, renewals and due dates, by month; Add an event and Print this month.
  13. Records over a periodRecords over a period: a kind of record, a room or a child, from and to, up to three months at once, printed or exported for an inspector.
  14. Who else administersLogins and access: an administrator adds supervisors and office staff. Owners decide who is an owner or an administrator and who handles billing.
  15. Help and the tourHelp has this guide, the regulation guides, the glossary, the staff portal preview, who to ask, and "Restart the tour" for the eleven admin screens.

Sections of O. Reg. 137/15 read on e-Laws October 20, 2026. Screens from KeepCount 0.99.162, captured October 29, 2026 in a demonstration organization.