Childcare Record Keeping Software
Every record on the child. Not in the filing cabinet.
Immunizations, signed forms, attendance, incidents, medication and billing all file themselves to the right child record with an audit trail — and print as a report when a licensing visitor asks for one.
- ● Free forever up to 5 children
- ● Every document lands on a child or staff record
- ● Reports print for a licensing visit
The record builds itself while the day is running
Nobody sits down to do the records. Every action a teacher or a parent already takes writes to the child’s file at the moment it happens.
Forms that file themselves
Policy agreements, photo releases, payment contracts, medication authorizations and permission slips become fillable, e-signable PDFs. A signed one lands on the right child or staff record on its own, with an audit trail of who signed and when.
Immunization status, not a shoebox
A vaccine matrix per child across COVID, Varicella, RV, PCV13, MMR, Flu, IPV, Hib, Hep B and Hep A by dose, each marked Completed, Due Soon, Exempt or Overdue. Add your own vaccines and dosages when your state asks for them.
Attendance signatures kept
Check-in and check-out signatures, attendance edits and total time in care are stored per day. Blank Attendance prints the paper sheet an inspector asks for, and Ratio and Room Check show coverage room by room.
Your state’s forms, not generic ones
State-specific documents sit in a My State Forms section — a California liability affidavit is a different document from an Illinois one, and the library carries the version your licensor expects.
Enrollment packets, collected not chased
Families upload their documents into an enrollment packet and it moves into a docs-review stage. File Requests chase what is still missing, so the gap is visible before the child starts, not after.
Incidents and wellness on the record
Morning health screening responses, allergies and medications, and coming-due and overdue immunizations each have their own report. What was noticed in the room is on the child’s file that afternoon.
Eleven report families
Attendance, staff hours, activities, billing statements, student data tables, wellness, emergency contacts, forms status, enrollment and waitlist, food program and subsidy. Each one filters to the period you need.
Financial records your bookkeeper accepts
A QuickBooks Summary and a Payment transactions bank reconciliation report come out of the same system that stores the child records, alongside aging, invoices and payment methods.
One record, not five systems
The signed form, the immunization date, the attendance signature and the invoice are attached to the same child. Nothing is exported from one tool and imported into another.
Moving off paper takes an afternoon, not a term
You do not have to digitise the filing cabinet before you start. New records go in from day one, and the old ones move as each family comes back round.
Upload the forms you already use
Your policy agreement, your photo release, your medication authorization. They become fillable and e-signable as they are — you are not rewriting them to fit a template.
Send them out as file requests
Families sign on a phone. Each signed document files itself to that child, and the forms status report shows you who is outstanding without you keeping a list.
Print the report when licensing calls
Ratio, Room Check, attendance signatures, immunization status, allergies and medications — the visit is a filter and a print, not an evening of pulling folders.
What changes when the records stop living in a cabinet
Every center already keeps all of this. The question is how long it takes to find one piece of it when somebody asks.
Record keeping and daily activity logging are the same system — see childcare activity tracking for what teachers record in the room, and reports and analytics for what comes out the other end.
Whether it is one room or nine sites
The record structure is the same. What changes is how many of them you are looking at.
Home and family childcare
One person doing the enrollment, the records and the invoicing. Free forever up to five children, so the paperwork moves off paper before the revenue justifies software.
Single-site centers
A director who is also the compliance officer. Forms status, immunization status and ratio reports answer the licensing visit without a pre-visit scramble.
Multi-site groups
Records kept the same way in every room, so a group-level question about outstanding forms or overdue immunizations has one answer rather than nine.
About childcare record keeping
What is childcare record keeping software?
Software that stores everything a daycare or preschool is required to keep about a child — signed forms, immunization dates, attendance and signatures, medication given, incidents, wellness screenings and billing — against that child's record rather than in a filing cabinet, and prints it back as the reports a licensor asks for.
What records does a daycare legally have to keep?
It varies by state, but the common set is enrollment and emergency contact information, immunization records, signed policy and photo-release agreements, daily attendance with signatures, medication authorizations and administration logs, incident reports and staff records including ratios. Your licensor's checklist is the authority; MyKidReports stores each of these against the child or staff member and prints them as reports.
Can parents sign forms from their phone?
Yes. Policy agreements, photo releases, payment contracts, medication authorizations and permission slips are sent as fillable, e-signable PDFs. The signed copy files itself to the correct child record with an audit trail, and the forms status report shows who has not signed yet.
Does it handle state-specific licensing forms?
There is a My State Forms section for documents that differ by state, such as a California liability affidavit. You can also upload any form your own licensor uses and make it fillable and signable as it is.
How do I move from paper records to software without losing anything?
Start with new records rather than back-filling. Upload the forms you already use, send them out as file requests so the current families sign digitally, and let each child's record fill from that point. Historical paper stays in the cabinet as the archive; the live record is the one people actually use.
Is the record keeping separate from billing and attendance?
No. The signed form, the immunization date, the attendance signature and the invoice all attach to the same child. That is the point — nothing is exported from one tool and re-entered in another.
What reports can I print for a licensing visit?
Attendance has twelve, including Ratio, Room Check, All Signatures and Blank Attendance. Wellness has Allergies & Medications, Coming Due Immunizations and Over Due Immunizations. There are eleven report families in total, each filtered to the period you choose.
Is there a free version?
Yes. MyKidReports is free forever for up to five children, with the record keeping, forms and reports included rather than held back for a paid tier.
Put the filing cabinet on the child’s record
Upload the forms you already use, send them out for signature, and let every record after that file itself. Free forever up to five children.