Why Tracking Daily Childcare Attendance Matters More Than You Think

A Guide for Childcare Centre Owners and Directors in Canada and the U.S. for tracking daily attendance

Running a childcare centre is no small feat. Between nurturing young minds, managing staff, and supporting families, the "little things"—like daily attendance tracking—can easily slip down the priority list.

But here’s the truth: maintaining accurate check-in and check-out records is one of the most important things you can do for your centre’s regulatory and financial compliance.

Whether you’re a seasoned operator or just getting started, this guide will break down why childcare attendance tracking matters, what’s required by law, and how digital tools can make it effortless.

The Big Three: Why Daily Attendance Records Are Critical

1. Licensing & Compliance Requirements

In both Canada and the U.S., provincial/state licensing regulations require childcare centres to maintain detailed daily attendance records. These logs are one of the first things auditors and inspectors ask for—and failing to produce them can result in non-compliance penalties or even license suspension.

Canada: Each province has its own requirements. For example, Ontario’s Child Care and Early Years Act (CCEYA) mandates centres keep accurate records of every child’s arrival and departure times, and retain them for at least three years.

United States: In most states, providers must comply with regulations from the Office of Child Care under the Department of Health & Human Services. Providers accepting CCDF (Child Care and Development Fund) subsidies must maintain daily, timestamped check-in and check-out logs and retain them for up to five years.

Whether you're funded or private-pay, this level of documentation is not optional—it is required for industry compliance.

2. Health & Safety

Your attendance log is more than a bureaucratic box to check—it's a critical safety tool.

In the event of an emergency like a fire, lockdown, or evacuation, knowing exactly who is in your care can save lives. Reliable records ensure:

• Children aren't accidentally left behind.

• Staff know which children are expected and which are absent.

• Emergency contacts can be reached quickly if needed.

Without a solid check-in/check-out process, you’re taking unnecessary risks.

3. Funding & Audit Readiness

If your centre receives government funding—whether through CWELCC in Canada or CCDF in the U.S.—your attendance records are used to validate enrollment numbers and funding claims.

In Ontario, CWELCC program audits often include a review of daily attendance logs to confirm base fees, child-days of care, and ratio compliance. In the U.S., subsidy programs require alignment between attendance logs and billing. Discrepancies can lead to repayment of funds or disqualification from programs.

Keeping these records accurate and accessible ensures you're always audit-ready—and avoids scrambling at year-end.

Record Retention Requirements

Here’s a quick snapshot of how long you need to keep your attendance data:

Canada

• Most provinces require 3 years of retention for attendance records.

• Logs must include date, child’s name, check-in/check-out times, and be available for on-site review.

United States

• States generally require 5 years of record retention, especially for providers receiving federal funds.

• Records must be timestamped daily, clearly dated, and easily retrievable for audits.

Check with your local licensing body for the exact requirements in your jurisdiction.

Final Thoughts

Keeping clear and compliant attendance records is one of the smartest things you can do as a childcare operator. It protects your staff, your children, and your funding—and it doesn’t need to be a burden.

Using digital tools like Childcare Check-In, Brightwheel, Lillio/HiMama, Kindertales, or Procare can streamline the process by creating timestamped, secure logs that are easy to store and retrieve. If you're exploring options, we’ve written a helpful comparison blog that breaks down how Childcare Check-In stacks up against Brightwheel, Lillio, Kindertales, and Procare. It covers features, pricing, and integrations to help you find the best fit for your centre.

Bottom line: daily attendance isn’t busywork—it’s the backbone of your centre’s compliance, safety, and funding integrity. When your logs are accurate, consistent, and easy to retrieve, you protect children and staff, breeze through audits, and keep hard-won funding secure.

Want this to run quietly in the background while you run your centre? Make attendance effortless with Childcare Check-In. Get audit-ready, time-stamped logs and simple exports without the administrative headaches.

If you have any questions or would like to discuss how we can help, please email us at hello@childcarecheckin.com.