KeepCountHelp

The supervisor of a licensed child care centre's site

KeepCount guide for site supervisors

Running your site: the rooms, the people, the day's records and the site's readiness.

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 site as it runs: the rooms you record in, the people not cleared yet, the shared tablets, the morning's arrivals, the checks board, the evacuation list, 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 for your site: the four figures, Needs you, the site's readiness score, recent activity and the staff still in progress.
  3. RoomsRooms shows every room at your site: the last count and its verdict, who is in, the daily checks and the sleep checks. You record in any room, without a cover.
  4. Who is not cleared yetA room's card names the people not cleared yet, with the reason and a link: until the record is on file they are not counted in the ratio or left alone.
  5. Shared room tabletsA tablet left in a room is signed in as room staff and asks to be the room's tablet with a code. Approve it when it shows the same code; 30 days at a time.
  6. 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.
  7. Checks todayChecks today is the board of every room's counts and checks: done, coming up or overdue. A missed check is explained here and signed off by you.
  8. The evacuation listThe evacuation list: every child signed in now by room, with allergy and emergency contact, a tick for each at the place of shelter, and the staff. Print it.
  9. Medication todayMedication today: the scheduled doses, the medication given on symptoms, sunscreen and other products, each with its written authorization and Record the dose.
  10. Report an incidentAnything affecting a child's or staff member's health, safety or well-being: "Report an incident" as it happens. A serious occurrence adds the Ministry steps.
  11. 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.
  12. Add staff"Add staff member" adds a room staff member or a volunteer at your site; their invitation goes out when you save. Administrators add the other levels.
  13. MenusMenus: this week's and next week's planned menus, posted where parents see them, and a substitution noted on the day.

Your first week

The site's rhythm: its readiness, the policies as you read them, a Ministry change, the drills, the staffing schedule, observations, the postings walk, the parent handbook, the playground, drinking water, public health, approvals, the binder and inspection day.

  1. Licensing readiness for the siteLicensing readiness for your site: the score, what is overdue, missing and due soon, and every requirement with its status and its section.
  2. A policy, as you read itA policy opens for reading, with who has confirmed it. The organization's administrators change and approve it.
  3. Ministry changesMinistry changes lists a regulation change to a required policy, readable by you; a full administrator issues it to staff.
  4. DrillsDrills: the last 12 months by month, each fire drill with who led it and who was present, and Record a drill.
  5. The staffing scheduleThe staffing schedule: the week's shifts, 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, the log, and Record an observation.
  7. The postings walkOnce a month, walk the site with the list and mark each posting Up, Put up now, Missing or Not here; then Save the walk.
  8. The parent handbookThe parent handbook: its version, what s. 45 asks it to include and where each is, when parents were given it, and the new version when it changes.
  9. PlaygroundPlayground: the monthly inspection and the repair log, with each hazard, how it was made safe, the target date and the repair.
  10. Drinking waterDrinking water: the fountains and taps, the flushing, the lead sampling, any result over the standard, filters and notices, as O. Reg. 243/07 asks.
  11. Public healthPublic health: what the local health unit looks at, from your records: illness and outbreaks, the food handler, immunization, the caterer, pest control.
  12. Approvals and screeningApprovals and screening: the director's approvals, the rabies certificates for animals kept on the premises, and the outside service providers' declarations.
  13. The inspection binderThe binder for your site: the period, the Licensing Manual's parts in its order with the evidence, the readiness score, and Print the binder.
  14. 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.
  15. What the administrators keepA page that is the administrators' says so: policies, training content, settings and billing are managed by the organization's administrators.
  16. Help and the tourHelp has this guide, the guides to the regulation, the glossary, who to ask, and "Restart the tour" for your nine 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.