Writing daily reports
Adding entries through the day, the end-of-day check, and writing a summary worth reading.
Opening Daily Reports
Go to More → Daily Reports. The Reports screen has two tabs: Daily Reports, which is yours, and Analytics, which is for directors and admins.
The Care journal card shows one day at a time. The arrows either side of the date move between days, and the card has Add report, Planner, Menu and Export PDF. The day's reports are listed below it, for the room you've picked on the Classroom tab (see Your first shift).
Adding an entry
- Start a report Tap Add report, or + at the top of the screen.
- Choose the children Under Apply to, tap each child or Select all. RoundUp writes a separate entry for every child you pick.
- Pick what you're logging Under Create a log: Check in, Activity, Observation, Health, Temperature, Fluids, Food, Sleep, Toilet, Mood, Supplies, Notes, Name to face, Move rooms or Check out. A camera icon means the entry can carry a photo.
- Fill it in and save Tap Create entry.
Add another goes back to the list of log types without saving what's on screen, so tap Create entry first.
A Food entry can pull in today's menu with Import from menu, and an Activity can use Import from planner. If the food matches an allergy on a child's record, RoundUp stops with an Allergy warning naming the child and the allergy. Feed anyway is for when you've checked. Treat it as a decision you'd explain to the parent, not a way past a pop-up.
No signal? You'll see Saved offline. Will sync when online. The entry goes through when you reconnect.
Quick Log
If AI features are on at your center, the New Report sheet starts with Quick Log. Tap the microphone or type what happened in a sentence, like the app's own example, whole room napped 12:30 to 2:15, Liam didn't sleep, Emma ate most of her lunch, and tap Draft entries.
RoundUp turns that into drafts for you to review. Each shows its children and its note, and a name it couldn't match is flagged so you can tap the right child. Discard any draft that's wrong, then tap Save (the button shows how many entries).
Read every draft before saving. The drafts are a starting point; you're the one who was in the room.
Photos and consent
Entries with a camera icon offer Take photo, Photo library, Record video, Video library and Collage (up to six photos). If a family hasn't given consent, RoundUp stops you with Photo consent not granted for this child. or the same message for video.
That check looks at the child you tapped most recently. When one photo entry is going to several children, check each of them on the Consent tab first. See Photos, albums and consent.
The daily summary
Entries record the day; the summary tells it. Tap a child's report in the list, and under Daily summary fill in Today's highlights, plus Friends today, Teacher (display name), Outdoor time and Tomorrow preview if you use them. Tap Save summary.
The highlights box asks for two to four sentences, which is about right.
What families see, and when
A child's report reaches their family in two halves.
- As you log it: Food, Fluids, Sleep, Toilet, Health, Temperature, Mood, Supplies, Check in and Check out. These are facts about the child's care, and the family can read each one moments after you save it.
- Once a director approves the day: Activity, Observation and Notes entries, the daily summary, and photos. See Sending End of Day.
- Never: Name to face and Move rooms. They're records for staff, and stay with staff.
The end-of-day check
Under the Care journal, the End-of-day check card sorts the day's present children into Nothing logged, Incomplete and Ready, shows which rooms still have gaps, and lists who needs something. Tap a child to add to their report.
A child's day is ready when it has what their age group is expected to have:
- Infants and toddlers: a Food, a Sleep and a Toilet entry.
- Preschoolers: Food and Sleep.
- School-age children: Food.
- Everyone: at least one photo on an entry, and Today's highlights in the summary.
Feedings, meals, naps and diapers logged on the Care tab count. A child whose family has declined photos will always show a missing photo; that's expected. If AI features are on, What should I do first? turns the list into a short plan.
Sending End of Day
When the room's day is done, open the Classroom tab and tap End of Day. Work through the checklist, add a note for your director if there's something they should know, and tap Send to director. The button stays off until every item is ticked.
Sending locks the room's reports for the day while your director reviews them. You can still log feedings, naps, diapers and the other care entries — a child who's with you until six still needs their five o'clock bottle recorded — but the written part can't be changed until your director acts.
- Approved — the written part of every report in the room goes to the families.
- Returned — your director has sent it back with a note saying what to fix. The reports unlock; fix them, then tap Send again.
The lock is for that day only; the room starts fresh the next morning.
Writing for families
Write every entry as if the child's parent is reading it over your shoulder.
- Be specific. Ate all her pasta, left the broccoli tells a parent something. Good lunch doesn't.
- Describe, don't label. Cried for a few minutes after drop-off, then settled with the blocks, not clingy.
- Keep other children out of it. Don't name another child, or describe their behaviour or health, in someone else's report. First names in Friends today are plenty.
- Some news needs a conversation. A bump, a fever, a bite: tell your director and the family directly, and file an incident report where one is needed. See Incidents and accidents.
If something goes wrong
Saved entries can't be edited or removed in the app, so check the child and the details before you tap Create entry. If something went in wrong, add a Notes entry that corrects it, and tell your director.
More: All teacher guides