Licensing reports

What you can produce for a licensor, and the check worth running before a visit rather than during one.

For directors and administrators

What you can produce

Reports live in More → Daily Reports, on the Analytics tab, which directors, assistant directors and admins can open.

• Generate a report — Attendance summary, Billing summary, Staffing coverage, Enrollment pipeline, Incident trends and Classroom ratios, as a PDF or XLSX. Classroom ratios lists enrolled children per classroom; it isn't a record of ratio compliance.
• Your state's reports — monthly attendance, quarterly enrollment, annual licensing renewal and an injury and incident summary, laid out for your state's licensing agency.
• Audit log — recent parent and staff actions in the app.
• 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 alerts

RoundUp doesn't keep a ratio history report. Ratio Monitoring shows Recent alerts for the last seven days, and alerts are only raised while someone has that screen open, so treat them as a record of what was noticed rather than a complete one. See Ratios.

Look for patterns rather than individual bad afternoons: repeated alerts 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

For one room's day, the export button beside Attendance activity in Classrooms produces a PDF of today's check-ins, check-outs and pickups, with signatures and authorizations. Across the center, Attendance summary gives daily present and absent counts, and your state's monthly attendance report covers each child for the previous month.

Attendance underpins both licensing and subsidy claims. A wrong check-in or check-out time can be corrected by a director, and the correction keeps the original and the reason with the day; see Fixing a wrong time.

Staff records

Certifications and background checks are kept on the Staff screen rather than in a report, and they don't export. See Document expirations for where each one lives, and read the expiry dates themselves before a visit.

Exports

Generated reports come out as PDF or XLSX. The CSV exports are the audit log (Export CSV, for directors and admins), the Oregon ERDC file, and CACFP meal claims if your center has CACFP turned on. Most other screens don't export, so plan on generating a report rather than pulling data out of a list.

More: All director guides