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The owner of a licensed child care centre

KeepCount guide for owners

Setting KeepCount up on your first day, from the sign-in to the invitations, and the first week's records: readiness, drills, the binder and inspection day.

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 set-up: your centre's details, its site and rooms, your staff and their screening dates, the policies, the children, and the invitations. Each step is done when the records are in KeepCount; nothing is ticked by hand. The screens are from a demonstration centre; everyone in them is fictional.

  1. Sign inOpen the link in the email that followed your demo, choose a password, and sign in with your email and that password.
  2. The dashboard on the first dayThe dashboard says what to do next. Licensing readiness fills in from your records as you go; the set-up guide leads until the set-up is done.
  3. A few questions firstOpen "Set up KeepCount" in the menu and answer the questions about your centre: about five minutes, and the readiness list follows your answers.
  4. The ten stepsBelow the questions, the ten steps in order, each with what it needs, about how long it takes, and a button to the screen. Done means the records exist.
  5. Your organization's detailsIn Settings, check the name, add the contact email staff see, your tagline and your logo, then "Save organization".
  6. The site: licence, capacity, daysOn Sites & rooms, "Edit" the site: its name as on the licence, the licence number, capacity and expiry, the supervisor, the hours and operating days.
  7. Add the rooms"Add room" for each licensed room: its name, its licensed age group and its licensed capacity. The ratio and group size follow from the age group.
  8. Add your staffOn Staff, "Add staff member": name, email, type, position and site. Saving sends the invitation; the person chooses a password from its link.
  9. Screening datesOn a person's record, "Record & screening": the vulnerable sector check, the last offence declaration and the first aid expiry. Save once; renewals follow.
  10. People in each roomOn Sites & rooms, "People" on a room: tick who works in it and whose main room it is. That is what "My rooms" shows each person.
  11. The policies, as draftsPolicies & quizzes holds a full draft of each policy the regulation requires, with its quiz. Read each, write the parts marked for your centre, and approve it.
  12. A draft, part by partOpen a draft: the text with the parts to write marked, the required elements, the quiz and the history. "Approve…" once it describes your centre.
  13. Approve it"Approve…": confirm "I have reviewed this policy, and it describes how the centre works", choose now or a date, set the days staff have to confirm, and approve.
  14. The children registerOn Children, "Add child": name, date of birth, site and room, first day. The children's names are encrypted; only your staff see them, in their rooms.
  15. Who may pick upIn the child's file, "Family and pick-up", "Add a parent or guardian": name, relationship, phone and the day their photo ID was checked.
  16. Invite your staffThe last step: "Send the invitations". Each person gets one email with a link to choose a password; their policies and training are waiting for them.

Your first week

The records begin: the readiness list, the evidence on file, the first drill, the rooms in use, the first incident, the binder, and who else administers the centre.

  1. Licensing readinessLicensing readiness is the regulation as a list: a score, what is overdue, missing or due soon, and every requirement with its status from your records.
  2. Why this mattersOpen "Why this matters" under a requirement: what the section asks, what satisfies it here, who is reminded, and what the inspector asks.
  3. Record evidence"Record evidence" on an approval or inspection: the date it was checked, its expiry and the document, so the requirement is met from the record.
  4. Record a drillOn Drills, "Record a drill": the site, the kind of drill, date, time and duration, who led it, who was present, everyone accounted for, and any issue found.
  5. Rooms, as you see themRooms shows today's state of every room: the last head count and its verdict, who is signed in, the daily checks and the sleep checks.
  6. 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.
  7. Report an incidentAny incident affecting a child's or a staff member's health, safety or well-being goes in the daily record. A serious occurrence adds the Ministry steps.
  8. The inspection binderThe binder is the visit in one document: cover, contents, the score, the Licensing Manual's parts in its order with the evidence, and a licensee review.
  9. Inspection dayOn the day, Inspection day: who is visiting, the records by Manual part, what changed since the last visit, the questions an adviser asks, and "Log this visit".
  10. See what staff seeFrom Help, "Preview the staff member portal": the portal as one person sees it. Nothing can be recorded in the preview.
  11. Who else administersOn Logins and access, "Add a login" for the people who run the centre with you: owner, administrator, supervisor of a site, or office staff.
  12. Settings, tab by tabSettings tabs, each with its own Save: Organization, People and screening, Policies and training, Daily operations, Reminders and emails, Your data, Advanced.
  13. Help and the tourHelp has the guides to the regulation, What's new after each release, 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.