Licensing reports
What you can produce for a licensor, and the check worth running before a visit rather than during one.
What you can produce
- Ratio history — staff-to-child compliance over time, including violations.
- Attendance — check-in and check-out records per child and per room.
- Incidents and medication — audit-trailed records with signatures.
- Staff records — certifications, background checks and expiry dates.
- Subsidy exports — see Subsidy and ERDC.
Before a visit
Run the same reports a licensor would, a week ahead. The point isn't the paperwork — it's finding the expired food handler card or the recurring 4pm ratio dip while you still have a week to do something about it.
A problem you found and fixed reads very differently from the same problem found by a visitor.
Ratio history
Violations are kept with their timestamps. Look for patterns rather than individual bad afternoons: repeated violations at the same hour are a staffing pattern, and the honest answer to a licensor is usually a change to the schedule rather than an explanation of a day.
Attendance records
Attendance underpins both licensing and subsidy claims. Corrections are recorded with who made them and why, so a corrected record with a clear reason is stronger evidence than a clean one nobody can account for.
Staff records
Certifications and background checks with expiry dates, per staff member. See Document expirations.
Ad-hoc exports
Most views export to CSV when you need something outside the standard reports — a board report, an insurance question, your own analysis.
A CSV of attendance or family contacts is exactly as sensitive as the app, with none of its access controls. Send them through channels you'd be comfortable defending, delete them when you're done, and don't leave them in a downloads folder on a shared machine.
More: All director guides