KeepCount for centres
One plan, everything included.
from $199a site a month, plus HST
Book a demo30-day free trial, no cardAnnual: eleven months’ priceBilling is not released yet. A demo shows how it works.
Includes:
- Every room and site, live, from anywhere
- Sign-ins, attendance and ratios
- Sleep checks, head counts, medication
- Staff screening and training reminders
- Fire drills and safety checks
- The inspection binder in one click
- Messages and daily reports for families
- Invoices, payments and CWELCC
Everything that is included
A site a month, by your licence
- Up to 25 spaces
- $199 a month, plus HST
- 26 to 50 spaces
- $249 a month, plus HST
- 51 to 75 spaces
- $299 a month, plus HST
- 76 to 100 spaces
- $349 a month, plus HST
- 101 spaces or more
- $399 a month, plus HST
For example, a site licensed for 40 spaces is $249 plus HST: $281.37 a month.
Kindergarten and school-age only
A site whose rooms are all kindergarten or school-age groups, half the price on the same bands.
- Up to 25 spaces
- $99 a month, plus HST
- 26 to 50 spaces
- $124 a month, plus HST
- 51 to 75 spaces
- $149 a month, plus HST
- 76 to 100 spaces
- $174 a month, plus HST
- 101 spaces or more
- $199 a month, plus HST
The licensed capacity on each site’s licence sets its price, and each site is priced on its own. From 100 sites, ask for a quote.
Everything that is included
Licensing and daily records
- Every room and site, live, from anywhere
- Sign-ins, attendance and ratios
- Sleep checks, head counts, medication
- Incidents and serious occurrences
- Staff screening and training reminders
- Policies confirmed on staff phones
- Fire drills and safety checks
- The inspection binder in one click
- Updated policies drafted when a rule changes
Families
- Two-way messages with families
- Daily reports and photos, with consent
- Absences and pick-ups from parents
- The calendar
- Running low: what to bring from home
- Parents sign in from their phone’s browser
Billing, included at the same price
- Invoices and statements for each family
- Pre-authorized debits, e-Transfer requests
- Deposits matched to family, child and fee
- CWELCC and fee subsidies
- Cash and cheque payments recorded
- Year-end child care receipts for parents’ taxes
Billing is not released yet. A demo shows how it works.
One app instead of separate apps for records, parent messaging and billing. KeepCount charges parents nothing.
KeepCount support helps you set up, at no charge.
Flat fees, no percentages. Each kind of payment costs the same whether it is $50 or $2,000. KeepCount charges families nothing. Every fee is published here.
Payment fees, with Billing| Pre-authorized debit | $0.62 |
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| Pre-authorized debit cancelled before it runs | $0.62 |
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| Deposit to your bank | $0.62 |
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| Interac e-Transfer request, paid | $1.35 |
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| Interac e-Transfer request, not paid | $0.62 cancelled, $1.35 declined or expired |
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| Returned debit | $7 |
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| Interac e-Transfer confirmed as fraud | $30 |
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| Refund to a parent by EFT | $0.62 |
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| Refund to a parent by Interac | $1.35 |
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Plus HST, billed to the centre each month. KeepCount charges parents nothing; when a parent’s payment is returned, the centre can add that payment’s charges to the family’s next invoice (a setting it can turn off).
How billing works
- Trial
- 30 days with every released feature on. No card is needed. When the trial ends and the account has not moved to the paid plan, it turns read-only: everyone can still sign in and view the records, and administrators can export them. After 180 days its records may be scheduled for deletion, with at least 30 days’ notice by email.
- Paying
- KeepCount invoices you each month, or once a year on the annual price, paid by pre-authorized debit from your organization’s bank account. Prices do not include HST; where it applies, it is added as its own line on the invoice.
- Cancelling
- From Settings, with 30 days’ notice. Your records stay readable and exportable.
- A failed payment
- KeepCount keeps working for 14 days after a payment fails, then turns read-only until it is paid.
Before you decide
- What happens to my records if I leave?
Your records stay yours. After you leave, the account is read-only: you can still sign in, view, print and export them, at no charge.
Give 30 days’ notice; full access lasts to the end of that billing period. An annual plan renews unless notice comes 30 days before the renewal date, and fees already charged are not refunded. To delete the records, export first, then write to us. The account closes, and the records are deleted 30 days later, or at the end of the period the regulation requires if that is later. A trial that ends without a plan stays read-only; after 180 days its records may be deleted, with 30 days’ notice.
- Are my records kept in Canada?
Yes. The database, the files and the backups are stored in Canada. Some tasks use services outside Canada: email, the support mailbox, website delivery, video, device alerts and, where an organization’s owner turns it on, the help assistant. The database’s service logs are kept in the European Union. Several providers are United States companies, so United States law can also reach what they hold in Canada. The privacy notice names each one and what it receives.
- Do parents pay anything?
Not to KeepCount: parents and guardians use it at no charge. Payment fees are billed to you once a month, never taken from a parent’s payment. If a parent’s payment is returned, its charges go on that family’s next invoice, unless you turn this setting off.
- Does a good score mean I’ll pass inspection?
No. The Ministry decides compliance, not KeepCount. KeepCount keeps the records and reminders, and a score based on your records in KeepCount. The score shows gaps in what is recorded; it cannot account for anything else, and you remain responsible. Each requirement names its source; the ones checked against e-Laws show the date.
- What does setting up involve?
You set up during the 30-day trial, then start recording on a day you choose. Rooms, staff, children and drills can come in from spreadsheets. Every required policy arrives as a full draft, for you to review, adapt and approve. Bringing your records in yourself costs nothing, and everything you set up stays as it was when billing starts. There is no set-up fee.
- Can the price or the service change?
A price change comes with at least 60 days’ notice by email, and you may cancel before it applies. If a change during a paid period materially reduces the core record-keeping features you use, you may end the plan, with a refund for the time after that date.
Prices in Canadian dollars, plus HST. Pay yearly and get one month free.