How it works
A supervisor’s week with KeepCount
What changes is not the work. The counts, the checks, the drills and the sign-offs happen anyway. What changes is that each one is recorded at the moment it happens, by the person doing it, and the binder assembles itself from those records.
- Monday
Head counts and the morning checks
Staff open the room tablet at 7:30. The playground check is done before the first child goes outside; the opening checklist takes a minute. Each head count shows the Schedule 1 verdict before it is saved. In the infant room the sleep checks come up on the interval the sleep policy sets, and each one is recorded against the child with the time.
In the rooms, on the tablet. Works offline.
- Tuesday
A new hire starts
The supervisor invites Priya from the People screen. Priya reads the policies on her phone, confirms each one and passes the quizzes before her first shift with children. The office enters the date of her vulnerable sector check and her first aid expiry once; KeepCount works out the fifth anniversary and the yearly declaration dates and will remind her, and the office, before either lapses.
Office, ten minutes. Priya, on her phone.
- Wednesday
A bumped head and a drill
A child bumps her head at 2:10. The room records the incident on the tablet; the parent notification is part of the record and the daily written record is complete. At 3:30 the centre holds the monthly fire drill; the supervisor logs it from her phone in thirty seconds, with the time, the count and how long the evacuation took.
In the room and at the door.
- Thursday
The weekly summary
The office receives the weekly summary: two people have policies to confirm after last week’s change to the medication policy, one offence declaration is due in nine days, the playground annual inspection is due this month. Reminders already went to the two people. The supervisor uploads the playground inspection report when the inspector leaves it.
Email to the office; the Evidence screen.
- Friday
A serious occurrence
A child is found alone in the hallway for about two minutes. It is a serious occurrence whatever the outcome. The supervisor records the time she became aware, notifies the parent, files the report through CCLS and records the reference. KeepCount shows the report inside 24 hours and the posting dates for the summary.
Incident log, with the 24-hour trail.
- Six weeks later
The renewal letter
The supervisor opens Licensing readiness. 74 of 76 requirements are met. Two things to fix: a volunteer’s declaration and a missing month in the drill log from the summer, which she can explain. Everything else is already there because it was recorded on the day it happened.
Readiness, one screen.
- Inspection day
Print the binder
At 7:50 she prints the inspection binder: cover, table of contents, the readiness summary, people and screening, policies and sign-offs, drills and approvals, the daily logs for the period, the incidents and serious occurrences, and a sign-off block. The program advisor reads it at the table while the rooms carry on.
One click, and a stapler.
What it asks of staff
A phone or the room tablet, and the habit of recording at the moment: the count when it is taken, the check when it is done, the sleep check when the child is looked at. Each entry is a tap or two. Nothing is typed twice, and nothing is filled in from memory at the end of the day.
What it asks of the office
Dates entered once: screening documents, first aid, inspections and approvals. Policies kept current in one place, with the version history and the annual review handled. The weekly summary read on the day it arrives. Set-up takes an hour to get going and an afternoon to enter everyone’s dates; assisted set-up is available if you would rather hand it over.