How to use itAdults sign each child in and out with the time and their signature. Staff check that the person picking up is authorized.
Signed byThe adult dropping off and the adult picking up
Checked byStaff at the entrance
WhenEvery arrival and every departure
KeptFor as long as state licensing requires
When you need the daycare sign-in sheet
Attendance records are a basic safety tool in childcare, and licensing rules usually require them. They are also used for headcounts in emergencies and for billing.
Follow your state’s licensing requirements for what must be recorded and how long to keep it.
10 items. Keep it on a tablet, or print a copy for the clipboard.
Each child
Checks
Using the daycare sign-in sheet well
Keep the sheet at the entrance.
Check authorized pickups.
Match headcounts every few hours.
Take the sheet in drills.
File it daily.
The daycare sign-in and sign-out sheet on an ordinary week
During a fire drill, the lead teacher takes the room’s sign-in sheet outside and counts 11 children against 11 signed in. A child signed out at 3 pm is correctly not counted.
Why it matters
State child care licensing rules generally require daily attendance records with arrival and departure times and release only to authorized adults. The sheet is also the list staff carry out during drills so every child can be accounted for by name.
Sample daycare sign-in and sign-out sheet, filled in
Center and room
Little Sprouts Child Care, Raleigh, toddler room
Child
Ava
Time in and adult
7:42 am, mother Jen, signed
Time out and adult
5:10 pm, grandfather Bill, signed
Authorized list check
Bill listed; ID checked, first pickup
Staff initials
KM, in and out
3 pm headcount
12 children present, matches sheet
Bill is on the list but has never picked up before, so the sheet records that ID was checked rather than just that he was authorized.
Where a daycare sign-in and sign-out sheet usually goes wrong
Letting a parent fill in both drop-off and pickup times in the morning. Each line must be signed at the moment it happens.
Releasing a child to a familiar face who is not on the authorized list. Familiar is not authorized; check the list and call the parent.
Forgetting children who leave early for therapy or appointments. Sign them out and back in so headcounts stay right.
Changing the daycare sign-in and sign-out sheet for your workplace
School-age and after-school programsAdd a section for children arriving by bus or walking from school, with the time staff confirmed arrival.
Family childcare homesKeep one simple sheet for all ages and store the authorized pickup list in the same binder.
From the fieldDo headcounts by name, looking at each child as you say it. A number can match while the wrong child is missing.
Questions about the daycare sign-in and sign-out sheet
Is a sign-in sheet required?
Licensing rules usually require attendance records.
What if an unknown adult arrives?
Check the authorized list and ID.
How long to keep sheets?
Per state licensing rules.
Can it be digital?
Yes, many centers use tablets.
What should staff do if a parent leaves without signing out?
Staff write the pickup time and the adult’s name themselves, initial it and note that the parent did not sign. Mention it to the parent at the next drop-off. The licensing concern is having a complete record of when the child left and with whom.
Can an older sibling pick up a child from daycare?
Only if the sibling is on the authorized pickup list and meets any minimum age set by state licensing or the center’s policy, often 16 or 18. Check ID the first time. The sibling signs out just like a parent would.
Disclaimer: This template is general information, not legal advice. Employment rules differ by state and city and change over time. Have a qualified employment attorney or HR professional review it before you use it.
