Document expirations

Certifications, background checks and immunizations — tracked with expiry dates so nothing lapses quietly.

For directors and administrators

What to track

RoundUp holds documents against staff and children with expiry dates, so the things that lapse quietly surface before someone else finds them:

• Staff — certifications, background checks, food handler cards, first aid and CPR.
• Children — immunization records, allergy action plans, consent forms, and custody or legal documents.
• Center — drill logs, licensing paperwork, and reusable forms.

Staff records

Add certifications and background checks from the staff member's record, each with its own expiry date. Add them when they arrive rather than in a batch — the value is the advance warning, and a record entered the week of an inspection provides none.

Children's records

Immunization records and allergy action plans live on the child's record. Allergy action plans are worth keeping current above everything else here: it's the document a supply teacher needs on a day nobody planned for.

Expiry dates

Enter dates in the format the field asks for. An expiry date is what makes the record useful — a document with no date is a filing cabinet, not a tracker.

If a document genuinely doesn't expire, clear the expiry rather than inventing a far-future date that will confuse whoever inherits your center.

Before a licensing visit

Check the compliance view for anything expired or expiring. It's a five-minute task that turns the documents portion of a visit from a search into a printout.

More: All director guides