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Office staff at a licensed child care centre

KeepCount guide for office staff

The people of your site and their screening documents: who is cleared, the dates, the invitations and the reminders.

Your first day and your first week · 19 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 people and their documents: who needs attention, a record's screening dates, a document waiting to be verified, a new staff member, a reminder, a message. The screens are from a demonstration centre; 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 for your site: the figures, Needs you with the screening that waits on you, the readiness score, recent activity and the staff in progress.
  3. StaffStaff lists each person at the site with what needs attention, their position, their status, whether they are cleared, and their progress.
  4. A person who needs attentionOpen the person: the callout says what is missing or due, with a link to the documents; the pills say In progress and Not cleared to work with children.
  5. The screening datesRecord & screening: the vulnerable sector check, the last offence declaration, the first aid expiry and notes; "Record a newer date" for a paper document.
  6. A document awaiting verificationA document someone uploaded waits for verification: "Waiting to be verified", with Open and Verify. The one on file counts until then.
  7. Verify it"Verify": the dates and reminders update, and a vulnerable sector check within its six-month limit clears "supervised only" (s. 59(2)(b)).
  8. Cleared to work, and to count"Cleared to work and to count in ratio" says what is still needed before working with children and before counting, computed from the verified documents.
  9. Add a staff member"Add staff member": a room staff member, a volunteer or a student at your site. Their invitation goes out when you save.
  10. Reminders and the recordOn a record: Send reminder, Print record, Edit details, Change sign-in email, Deactivate, Remove access.
  11. Approvals and screeningApprovals and screening: the director's approvals, the animals' rabies certificates and the outside service providers' declarations, as you read them.
  12. Rooms, as you see themRooms shows what each room has recorded today. Recording is for the room staff and supervisors.
  13. Checks todayChecks today, read-only: every check due that day, from the records, so you can see what is late before it is asked about.
  14. Write to the siteMessages: write to your site, one of its rooms or named people there; each sees it on their home screen, and replies come to the office.

Your first week

Your own training, the calendar, the pages that are the supervisors', your account, and Help.

  1. The calendarThe calendar, read-only: closures and holidays, drills and tests, renewals and due dates, by month.
  2. My trainingMy training: your own policies to read and confirm, your quizzes and training, and your screening documents.
  3. The pages that keep the daily recordsA page that keeps the daily records says it is for owners, administrators and supervisors: they record there and can tell you what you need.
  4. My accountMy account: your sign-in email, your password, two-step verification, a passkey for this device, your own documents, and the KeepCount updates switch.
  5. HelpHelp: the guides to the regulation, the glossary, who to ask, and Report a problem.

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.