Closing Out the Year
Year end is about two things: making sure the money is settled, and making sure the year's records are somewhere you can put your hands on them later. Work through the steps in order. Each one links to the page that covers it in detail.
The Sequence
Settle invoices and chase overdue balances
Open Payments and filter by Overdue. An invoice is marked overdue on its own once the due date passes. Mark each one Paid as the money arrives; the family gets a receipt by email when you do. Cancel anything that will never be collected, so it stops counting as owed. See Invoicing.
Confirm families can reach their invoices
A parent finds every invoice and its paid status under Payments in the Parent Portal, and can save each one as a PDF. Archiving a child does not lock the family out: an archived child moves to Past Profiles in the parent's child switcher, and their history stays readable. Still, remind leaving families to download what they want while it is fresh. See Parent Portal → Payments.
Export the year's attendance
Open Reports → Attendance Report, set the date range to the year, and export as Excel, CSV or PDF. Tick Health Screening first if you want pass and fail results included. The file covers every child and day in the range, not just the page on screen. See Exporting data.
Do the same for Enrolment and, if you use it, Roll Call.
Export the activity history
Activity History is the center's record of who did what, and its export runs at most 30 days at a time. Export it month by month if you want the full year on file. See Activity History → Exporting.
Keep a copy of the year's incident reports
Incident reports stay in KidzLog, but if your licensing office or your own policy wants paper copies, open each approved report and use Export Report to print it or save it as a PDF. The Approved filter on the Incidents page lists them. See Printing or saving a copy.
Archive departing children
Tick the children who are leaving on the Children list and archive them together. Archiving completes their enrolments, closes any open check-ins, and keeps their records. See Archiving several children at once. Children on fixed-term placements with Archive the child when the enrolment ends switched on are archived for you when the end date passes. See Auto-complete and auto-archive.
Review the documents that renew
Documents set to Annual recurrence come due again next year no matter when they were last signed. Check the list under Documents and decide which forms need a new version before you send them again. See Recurrence and Tracking progress for anything still outstanding from this year.
What Stays
Nothing you archive is deleted. An archived child's attendance, incident reports, documents and invoices are all still there, and the child can be unarchived if they come back. See Unarchiving a child.
Preparing for a New School Year
A sequenced walk through archiving last year, moving children up, refreshing programs and settings, and opening enrolment for the year ahead.
Preparing for a Licensing Visit
Where each record an inspector typically asks for lives in KidzLog, how to produce it, and the few things KidzLog cannot produce for you.