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Getting started for centres

Most centres are set up and running in a day. You’ll need about two hours of a director’s time; we do the data import with you.

Before you start

Have these ready:

  • Your licence details and licensed capacity by age group
  • A list of rooms with their age groups
  • Staff names, roles, emails and qualifications (for example RECE, CPR and first aid, background checks)
  • Your families and children, or an export from your current app (see Switching to Kinfold)
  • Your bank details for payouts, if you’ll take payments through Kinfold

Step 1: Create your centre

  1. Accept your invitation and sign in. Owners and directors set up two-step sign-in or a passkey on first sign-in; it can’t be turned off for admin roles.
  2. Enter your centre’s name, address and province or state. Kinfold uses your location to set the ratio rules, record retention defaults and language options for you.
  3. If you run more than one site, add each site now. You stay the account owner across all of them.

Step 2: Add rooms and ratios

  1. Add each room and its age group (infant, toddler, preschool, school-age).
  2. Check the ratio rule Kinfold suggests for your province or state, and adjust it if your licence differs.
  3. Set each room’s licensed capacity.

Step 3: Invite staff

  1. Add staff with their role: owner, director, teacher, floater or bookkeeper.
  2. Add qualifications with expiry dates. Kinfold reminds you 30 days before anything expires.
  3. Staff get an email invite. Teachers on shared classroom tablets sign in with a personal 4 to 6 digit PIN.

Step 4: Add families

  1. Import families and children, or add them one by one.
  2. For each child, add guardians and their relationship, pickup rights and billing share. Custody notes and court orders can be attached and are only visible to directors.
  3. Add allergies, medical notes and emergency contacts. Allergy badges appear on every classroom screen.
  4. Send invitations. Each guardian gets their own parent app account.

Step 5: Set up billing (optional)

See Billing and payments to create tuition plans and connect your bank account for payouts.

Step 6: Set up classroom devices

  1. Install the Kinfold classroom app on your tablets or staff phones (iOS, Android or web).
  2. Register each shared tablet to a room from the director console.
  3. Run a 10-minute walkthrough with your teachers: check-in, a group nap log, a photo, and a message.

What good looks like after week one

  • Every room checks children in and out in Kinfold
  • At least one care log and one parent update per child per day
  • Parents have joined and set their notification preferences