From initial registration forms to contracts, emergency contact forms and questionnaires about each child, there are hundreds of possible documents that your staff and parents must complete so your child care center has the information it needs to operate each and every day.
Over time, storing, sorting and finding the specific information you need, when you need it can become a real burden and time waster for you and your team. However, by implementing a digital document policy for your child care forms, you can start to tackle the mountain of paper records your facility has likely accumulated
Why Switch to Digital Files?
Reducing the number of physical paper files and forms that your staff have to handle means that they’ll spend much less time on paperwork, and have more time to spend where it matters – with children. Instead of spending time searching through documents, digital, searchable files can improve productivity and save hours of valuable time.
Bringing your child care forms into the digital age by having parents and staff complete them online or via a computer or mobile device will streamline your records management and make it easier to access the essential information you need anywhere, anytime.
Send Electronic Forms
The simplest way to start making your child care forms more accessible is to provide parents with electronic documents to complete, rather than handing out physical paper forms. Whether you are gathering information for new enrollments or just need to update your records, consider emailing parents the forms you require in a Word or PDF document that they can complete easily from their computer and send back to you. Having this information enclosed in digital files automatically easier to find, search and update records with ease.
Create an Online Portal
Completion of forms and registration can be made easy by creating a space on your website for parents to access and fill out any required documents. You can simply direct parents to this area on your website, where all forms are hosted for their convenience. The completed child care forms can then be emailed directly to an administrator at your daycare center or stored in an electronic database for reference at a later date.
Increase Parent Confidence
If you’re interested in reducing the physical paper records that your daycare creates and manages, you may also wish to invest in child care software. Everything from your attendance tracking, daily reports, meal records and more can be recorded digitally using a tablet. Contact HiMama today to learn more about our innovative app and how we can help you bring your child care forms and record keeping into the digital age!