Preparing for a Licensing Visit
Inspectors ask for records, not screens. This guide lists what is usually requested, where it lives in KidzLog, and how to put it in their hands, on screen or on paper. It is written for any jurisdiction: check your own licensing rules for exactly what applies to you.
What Inspectors Usually Ask For
Attendance records with times
Every check-in and check-out is stamped with its time. For a date range, open Reports → Attendance Report, set the range, and export as PDF, Excel or CSV. For a single day, the Attendance page can be stepped back to any past date. See Exporting data and Viewing past days.
If your center captures a parent's signature at check-in and check-out, that is switched on under Digital Signatures in Attendance Settings.
Health screening records
If health screening is on, each check-in carries a pass or fail result. Tick Health Screening when you build the attendance report to include it, or click a child's Screened button on the day's Attendance page to see the answers recorded. See Reviewing a completed screening.
Incident reports, approvals and parent signatures
Each report shows who filed it, who approved it and when, and whether the parent has signed. Export Report on any approved report opens a print-ready copy with the drawn signatures. If your center is in New Jersey, the copy is already on the state's own form. See Incidents and Printing or saving a copy.
Child records
A child's profile holds their date of birth, address and health care provider, guardians, emergency contacts (with whether each person may pick the child up), medical conditions, immunizations and allergies. Export on the profile opens a printable copy of the whole record, and the Export button on the Children list prints every active child in one run. See Viewing a child's profile and Exporting children records.
Staff records
The Team page shows each staff member, their role and the classrooms they are assigned to. See Team.
Documents on file per child
The Documents module tracks which forms each family has signed, acknowledged or uploaded, and what is still outstanding. The Requests tab shows the status of every request; a child's profile has a Documents tab listing theirs. See Tracking progress and the Documents tab on a child's profile.
A record of who changed what
Activity History lists every significant action in the center, who took it and when, and exports to Excel or CSV in ranges of up to 30 days. See Activity History.
What KidzLog Cannot Produce
Say so before the visit rather than during it:
- Staff-to-child ratio history. The ratio badge on each classroom and the dashboard panel show the ratio right now, from assigned staff against children checked in. There is no report of ratios over past days. An inspector who wants ratio evidence for a past date can be shown that day's attendance alongside the classroom's assigned teachers.
- Staff attendance. KidzLog records children's attendance, not staff hours.
- Staff qualifications and background checks. See above.
On the Day
- Have an Owner or Admin signed in, with the Attendance page open for today.
- Know where your center's licensing paperwork lives outside KidzLog, so the two sets of records can be shown side by side.
Closing Out the Year
A sequenced walk through settling balances, exporting the year's attendance and activity records, archiving departing children, and reviewing incident reports and documents.
Welcoming a New Family
A sequenced walk from a family's application to their first day: review and approval, guardian invitations, documents to sign, the child's profile, check-in setup, and what the parent sees.