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Room staff at a licensed child care centre

KeepCount guide for room staff

Your first day and first week in the room: who is here, the counts, the daily checks, naps and outdoor time, then the policies, training and your documents.

Your first day and your first week · 26 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 room's records: who is here, the counts, the daily checks, sleep checks and outdoor time. Everything you record is time-stamped and kept for the licensing binder. 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. Your home pageYour home page lists what the centre asks of you: policies to read and confirm, quizzes, training, and your screening documents, each with its due date.
  3. Choose your rooms for todayYour usual room is already set on My rooms. Somewhere else today? Tap "Change my rooms today", tick the room, Save. Tomorrow you are back to your usual room.
  4. The opening checkIn Daily checks, tap "Opening check" before the first child arrives.
  5. Tick each item and recordTick each item as you check it. Anything you cannot tick, describe in the box. Then tap "Record the check".
  6. Sign a child inWhen a child arrives, tap "Sign in" beside their name. The time is recorded for you. A child sent home ill today is asked about first.
  7. Who is expected and not hereArrivals and absences lists who is expected and has not arrived, so you can follow the safe arrival policy and call.
  8. Count headsAfter every transition, tap "Count heads" on your room's card: arrivals, going out, lunch, nap and departures.
  9. Enter the numbers and recordSet how many children and how many staff are in the room, read the ratio line, then tap "Record count".
  10. Outdoor timeTap "Going out" when the group goes outside and "Back in" when it returns. "Staying in…" records why not.
  11. Sleep checksIn an infant or toddler room, tap "Check sleepers" when children fall asleep, while they sleep, and when they wake.
  12. Record the sleep checkChoose "Fell asleep", "Checked while asleep" or "Woke up", tick each child, note anything to report, then tap the record button.
  13. Sign a child outAt pick-up, tap "Sign out" beside the child, tap the person who picked them up, and tap "Sign the child out".
  14. The closing checkAt the end of the day, tap "Closing check": every child signed out, the count at zero, the room tidy and secure.
  15. Checks todayChecks today shows every room's counts and checks for the day, so nothing is missed before closing.

Your first week

Away from the room: the policies to read and confirm, the quizzes, training, your documents, and what to do when something happens.

  1. PoliciesOpen Policies and work through the list. Each policy shows "To read" until you confirm it, and "Quiz" until you pass its quiz.
  2. Read to the end, then confirmRead to the end, then press "I have read it: confirm" under "I have read and understood this policy and will follow it."
  3. Take the quizTake the quiz after confirming. The pass mark is your centre's setting (80% unless it chose otherwise), and you can retake it as often as you need.
  4. TrainingTraining lists what the centre assigned to you, each with what to do and a due date. Nothing is posted yet for a brand-new account.
  5. Report an incidentAnything that affected a child's or a staff member's health, safety or well-being: tap "Report an incident" when it happens. A missing child, right away.
  6. Say what happenedSay what happened, when and where, what you did, and who told the parent. Then tap "Record".
  7. My detailsMy details keeps your contact details, your screening dates and your documents. Upload a newer document when the office asks.
  8. The To do bellThe "To do" bell at the top shows what is late, due and coming up, for you and your rooms, updated every two minutes.
  9. Cover another roomTo record in a room that is not yours, open its card and tap "Cover this room"; give the reason, and "End my cover" when you leave.
  10. Without a connectionWithout Wi-Fi, head counts, daily checks and outdoor times still record here and send themselves when the connection is back. Names and sign-ins wait.
  11. Help and the tourHelp has the guides to the regulation, the glossary, who to ask, "Report a problem", and "Restart the tour", which walks your seven screens again.

Sections of O. Reg. 137/15 read on e-Laws October 20, 2026. Screens from KeepCount 0.99.144, captured October 27, 2026 in a demonstration organization.