Licensing inspection log
Recording each licensing visit and its violations the day it happens, and keeping every correction on a deadline.
Where it is
The log opens as a sheet titled Inspections, from either of two places:
- More → Compliance → Overview → Licensing inspections → Inspection log. Compliance is only for director-level staff; if you don't see it, your center may not have it turned on.
- More → Operations → Admin & compliance → Licensing Inspection.
Teachers who open Operations can read the log but not change it. Only directors, assistant directors and admins see Add Inspection and Mark Resolved. The log is kept on RoundUp's servers for your center, so everyone sees the same record. Before anything is logged it reads No inspection records.
Logging an inspection
- Open the form Tap Add Inspection.
- The visit Inspection date, Inspector name and Agency are required.
- Type and result Type is ANNUAL, COMPLAINT, FOLLOW UP or UNANNOUNCED. Result is PASS, PASS WITH CONDITIONS or FAIL.
- Notes and next visit Use Notes for what the inspector told you, and Next inspection date (optional) if you were given one.
- Violations For each citation, enter the Violation description and Correction deadline, then tap Add Violation. Repeat for every one.
- Save Check it over, then tap Save.
If you're offline, the record is saved on that device and uploaded the next time you open the log with a connection.
A saved inspection can't be edited or deleted, and violations can only be added while you're creating it. If the written report arrives later with a citation you didn't know about, log it as a FOLLOW UP record rather than leaving it out.
Violations and corrections
Tap an inspection to open it: notes, the next inspection date, and each violation with its deadline. The closed card shows how many violations are still open, and an open violation past its deadline is marked OVERDUE.
When a correction is done, tap Mark Resolved on it. RoundUp records who resolved it and when.
The next visit
When any record has a next inspection date still to come, the top of the sheet shows it, for example Next inspection in 12 days, with the agency. It turns amber once the visit is 30 days or less away.
Making it useful
- Log the visit the same day. What the inspector said at the exit conversation is clearest that afternoon, and the record is only as good as its notes.
- Give every correction a real deadline. Use the date on the report, and mark it resolved the day the work is done, not the day someone asks.
- Keep it with your other records. This log is what you hand a licensor alongside the attendance, ratio and staff records in Licensing reports and your drill history. A clean run of resolved corrections says more than any single pass.
What it doesn't do
The log doesn't notify anyone. Saving an inspection, missing a correction deadline or a visit coming up doesn't send a message or an email, so look at it when you plan each month. It also doesn't hold the inspector's written report. Keep the signed copy with the rest of your licensing paperwork.
More: All director guides