Features
Everything KeepCount does, in one place.
For licensed child care centres and home child care agencies in Ontario. The records you keep each day build your readiness score and inspection binder. Each feature says who gets it: Centres, Agencies or Both.
The film: a day at a centre
Read more: for centres · for agencies
Readiness and the binder
- A readiness scoreBothOntario’s licensing rules as a checklist, with a score based on your records in KeepCount. Each item shows the section it comes from.What KeepCount adds: Most statuses come from your daily records. The rest ask for a file or a dated confirmation.
- The inspection binderBothYour records in the Licensing Manual’s order, as the program advisor reads them, with contents and page numbers.What KeepCount adds: No binder to keep up: it is as current as your records.
- Inspection dayBothThe advisor’s usual questions, ready at the visit, plus public health and fire for centres.What KeepCount adds: Each question opens its record, with what changed since the last visit.
- Compliance observationsBothRecord how you check that each policy is followed, and the action taken.
- Inspections and what they citedBothEach Ministry, public health or fire inspection, what it cited and how it was corrected.
- Policy updates, drafted for youBothWhen a rule changes, KeepCount drafts the updated policy. You approve it, and it goes to staff or providers.What KeepCount adds: See what changed beside your own wording, then send it or schedule it.
- The visit packCentresThe binder, the period’s records and every linked file, in one download.
- The weekly summaryBothA weekly email to the office: what is overdue and what is coming up.
- Several sites or officesBothEach with its own rooms or homes, supervisor and readiness score.
- One sign-in for several organizationsBothAn owner with more than one organization opens each with the same sign-in.
- The activity log and exportsBothWho changed what, and when. Export all your records as spreadsheets any time.
The day in each room
- Ratio check at every head countCentresCount a room’s children and staff; see whether the ratio is met before the count is saved.
- Head counts at a homeAgenciesThe children in the home at a given time, against the home’s limits.
- A shared room tabletCentresA room can share one tablet, and each record carries the right person’s name.
- Sign-in and sign-outBothEach child signed in and out, and who picked the child up.
- Who may pick up, at the doorBothAt sign-out, see who may pick up. A name marked “may not pick up” is refused.
- Safe arrival follow-upCentresA child not here by the check time stays open until the child arrives or the outcome is recorded.
- What is due right nowBothOne list, most urgent first: a ratio or home limit, a sleep check, a dose.
- Alerts when something slipsBothShort staffing or a late check alerts the room first. A home over its limits tells the office.What KeepCount adds: Not done? It moves up to the supervisor, then the administrators.
- Each person’s own to-do listBothPolicies to read, training and dates coming up, worked out from the records.
- The day in one place, then signedBothEach room’s or home’s counts, checks, sign-ins and incidents, with what needs a look.
- The evacuation listBothWho is here now, by room or home, allergies flagged. Stays up if the Wi-Fi drops.
- The emergency roll-callBothTick each child found from the evacuation list. The drill’s record is written for you.What KeepCount adds: A child not found alerts supervisors and administrators at once.
- Outdoor timeBothMinutes outside each day, on the room’s tablet or the provider’s phone.
- Room sheets on paperCentresPrint a room’s sign-in sheet or emergency cards, ready for the day.
- Centres in schoolsCentresA centre in a school sees only the rules that apply to it.
Sleep and direct visual checks
- Direct visual checks, promptedBothEach sleeping child who needs a check is prompted, by age.What KeepCount adds: No one tracks the times: each check shows when it is due.
- Recorded beside the childBothPosition, light and anything unusual, with the time and who checked.
- Late checks alert someoneBothA late check alerts the room or provider, then the supervisor, then the administrator.
Health
- Children’s filesBothEach child’s contacts, immunization and allergies, whether a plan is on file, and what is still missing.
- Medication and allergiesBothEach dose recorded against the parent’s written permission. Allergies show wherever the child is.
- The allergy listCentresThe posted list of every child’s allergies, with each version kept.
- IncidentsBothWhat happened, who was told and when.
- Serious occurrence reportsBothEach step dated, from when the supervisor knew to the report and posted summary.What KeepCount adds: KeepCount times the 24 hours and alerts the office before they run out.
- Your public health unitBothYour health unit and its outbreak rules, on file.
- Illness countsCentresIllness counted by room, with a warning when it reaches your health unit’s outbreak level.
Daily checks and drills
- Room checks at their timeCentresOpening, playground, sanitizing and closing checks on the room’s tablet. A missed check stays missed.
- Fire drills on one gridCentresEach drill’s date, who led it and how long it took, missing-child drills included.
- Drills at offices and homesAgenciesRecord each drill at each office and home, with the date and who led it.
- A monthly home safety checkAgenciesA short safety check the provider ticks each month, between visits.
- Licensing recordsCentresPlayground inspections, postings, the parent handbook and approvals, each counted in readiness.
- Play space and play materialsCentresEach room’s play space, and the play materials in use.
- MenusCentresMenus posted for each week, with substitutions recorded. With Families, families see the day’s menu.
- Water, fire and public health recordsCentresDrinking water, Fire Code tests and public health records, each with its own score.
Staff and providers
- Screening datesBothEach person’s checks and first aid, with renewal dates and reminders before they lapse.
- TrainingBothVideos, documents or questions, each with a due date and when the person finished.
- Policies read on a phoneBothRead and confirmed on their phone, with a short quiz. A new version asks again.
- The staffing scheduleCentresPlan each week’s shifts by room and see where they fall short of ratio.
- Paper still countsBothRecord a policy signed on paper or a training given in person, with the scan.
- MessagesBothSend to everyone, a site, a room, an office or one person; see who read it.
- The calendarBothClosures, events, drills and training dates in one calendar, for Google, Apple or Outlook.
- Resources and formsBothShared files for staff or providers, in one place.
- Roles and accessBothEach person sees what their role needs. A supervisor sees their own site or office.
- See what staff seeBothPreview the app as one staff member or provider sees it. Nothing is recorded.
For agencies
About agencies- All your homes on one screenAgenciesWhich homes are open, who is there against each limit, and what needs a look.
- The register of homes, for any dateAgenciesYour homes, providers and children as they stood on any day you choose.
- Placements checked against limitsAgenciesBefore a child is placed, KeepCount checks the home’s limits. It refuses with the reason.
- Limits checked at sign-inAgenciesA sign-in over a home’s limits asks the provider first, and the office is told.
- Home visits on the Ministry’s checklistAgenciesEach home inspected before it is used, then visited without notice every quarter.
- Findings followed to the endAgenciesEach visit finding stays open until it is put right, with what was done.
- Provider and household screeningAgenciesFor the provider and everyone who lives in or is regularly at the home.
- Home visitorsAgenciesEach home visitor’s approval, the homes they support, and the quarter’s inspections still due.
- Each home’s fileAgenciesThe home’s plans, such as outdoor play and menus, and its pets’ rabies certificates.
- Open any homeAgenciesSee any home’s day between visits without calling: who is there, sleep checks, doses due.
Getting started
How switching works- The set-up guideBothEach step, with why the Ministry asks, and a spreadsheet where one helps.
- Bring your records inBothChildren and contacts from spreadsheets or your current app, checked first; a centre’s attendance too. No cost.
- The devices you haveBothIn the browser, on the tablets, phones and computers you already own.
- Keeps working when the Wi-Fi dropsBothThe day’s records wait on the device and send when the connection is back.
- A guided tourBothOn first sign-in, a short tour walks each person through the screens for their role.
- Families sign in freeBothOn their own phone, from an invitation or a code, with no password to remember.
- Messages with familiesBothFamilies write to the room or provider about one child; the office can answer.
- The daily reportBothArrival, departure, sleep, outdoor time and the menu, from what is already recorded.
- Photos with consentBothShared only when every child in the photo has the family’s consent.
- Running lowBothNote what a child needs from home, such as diapers; the family is told.
- AbsencesBothA family tells you their child will be away, today or ahead of time.
- Forms and consentsBothFamilies sign medication permissions, read accident reports, and give or withdraw consents.
- What’s comingBothFamilies see closures, menus and events for their child’s centre or home.
- StatementsBothOne statement a family, with any fee subsidy and the family’s share, checked against your fee cap.
- Debit and e-TransferBothFamilies pay by pre-authorized debit or e-Transfer. The money goes to your bank account.
- Each deposit matchedBothEach bank deposit broken down by family, child and fee, for your bookkeeper.
- Fee subsidyBothSubsidy as a second payer, the funder’s monthly claim and the municipality’s report.
- Month-end and year-endBothMonth-end reports, and each family’s tax receipt.
- KeepCount charges families nothingBothPayment fees, from $0.62 plus HST, go on your KeepCount invoice.
Your data
How we protect children’s records- Kept in CanadaBothStored in Canada. The privacy notice names the few providers outside Canada, such as email.
- Children’s names encryptedBothChildren’s names and sensitive details are stored encrypted. No alert names a child.
- Every view loggedBothEach time someone views, prints, exports or downloads a person’s record, it is logged.
- Kept as long as the rules askBothAt least three years, and a child’s records three years after the child leaves.
- Passkeys and two-step sign-inBothSign in with Face ID or a fingerprint. Owners and full administrators also use a second step.
Centres: from $199 a site a month by licensed spaces, plus HST.
Agencies: $199 a month for up to 10 homes, then $10 a home, plus HST. One plan, everything included.
Huphy S. Ghayur, founderManaging Partner of Ghayur Accounts and Tax Services, an Ontario firm since 2001.
Checked against e-LawsEach checked requirement shows the date it was read.
Records stored in CanadaHow we protect children’s records, and what is handled outside Canada
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The Ministry decides compliance.