Running a nursery is a complex task combining childcare duties with administration, finances and legal compliance. The following checklist will help you verify that your facility is operating smoothly in every key area.

Area 1: Documentation and Legal Formalities

  • ✅ Entry in the nursery and children's club register maintained by the municipality
  • ✅ Current statute approved by the governing body
  • ✅ Contracts with parents covering care conditions, payment terms and termination
  • ✅ Nursery regulations available to all parents
  • ✅ Child enrolment cards with up-to-date records
  • ✅ Privacy policy and GDPR clauses for parents and staff
  • ✅ Current accident documentation and health & safety protocols

Area 2: Finances and Payments

  • ✅ Clearly defined price list (fees, extra activities, meals)
  • ✅ Regular invoicing or receipts issued to parents
  • ✅ Monitoring of late payments (a reminder should go out within 7 days of the due date)
  • ✅ Payment records – every payment confirmed and assigned to a specific child
  • ✅ Monthly financial summaries for the director/owner
  • ✅ Municipal subsidy processing (if applicable) – applications and reconciliations

Area 3: Child Safety and Welfare

  • ✅ Up-to-date child list with health information (allergies, chronic conditions)
  • ✅ Child pick-up protocols – who is authorised to collect the child
  • ✅ Regular inspection of rooms, playground and equipment
  • ✅ Evacuation plan and regular drills
  • ✅ Daily attendance checks and absence notifications
  • ✅ Care diary kept up to date

Area 4: Staff and HR

  • ✅ Current contracts and job descriptions for every employee
  • ✅ Training log – H&S, first aid, GDPR
  • ✅ Working time records
  • ✅ Regular performance reviews and staff one-to-ones
  • ✅ Substitution plan for when staff are absent

Area 5: Parent Communication

  • ✅ Established communication channel (app, email, board)
  • ✅ Regular parent meetings (at least twice a year)
  • ✅ Procedure for handling complaints and suggestions
  • ✅ Advance notice of changes (pricing, hours, menus)
  • ✅ Important communications documented (read-receipt confirmation)

Area 6: Quality of Care and Child Development

  • ✅ Monthly activity plan for each age group
  • ✅ Observations and notes on children's progress
  • ✅ Individual approach for children with special educational needs
  • ✅ Extra-curricular activities on offer

How to Simplify Nursery Management?

Many of the above tasks can be automated or simplified with a facility management system. TwójSzkrab combines attendance, finance (fees and invoices), parent communication and an announcements board – all in one place.

Summary

Systematic checklist reviews help identify areas that need improvement before they become burning issues. Carry out such a review once per quarter.

Return to the TwójSzkrab homepage to learn how our tool automates many items on this checklist.