The clipboard by the door does three jobs at once. It proves who dropped off and picked up each child, it tells you how many children are in the building, and it backs up your CAPS billing. A digital check-in can do all three better, but only if it keeps the same facts the rules ask for. This post covers what Georgia requires, what a digital record must keep, a two-week plan to switch, and what to tell parents.
Key facts
- Georgia Rule 591-1-1-.08(6) allows arrival and departure records in written or electronic format.
- Each record needs the date, the child's name, arrival and departure times, and the parent's or authorized person's signature or initials at the time.
- Keep 12 months of records, printable for DECAL on request.
- Keep the old paper sheets after you convert. DECAL's Indicator Manual says so.
- CAPS adds three conditions: a unique electronic signature for each parent, no staff signing for a parent who is present, and records kept at least three years.
- If the system goes down, you still owe a record. Keep paper backup at the door.
What DECAL requires on every sign-in record
| Required item | On paper | On a digital check-in |
|---|---|---|
| Date | Written on the sheet | Stamped automatically |
| Child's name | Written by the parent | Chosen from the roster |
| Arrival time | Written by the parent | Recorded at the tap |
| Departure time | Written by the parent | Recorded at the tap |
| Signature or initials of parent or authorized person | Handwritten | Signature, PIN or individual code tied to that person |
| 12 months available in print | Boxes of sheets | A printable report |
The Indicator Manual adds that an electronic system must include the name or individual code of the person who drops off and picks up. It also says staff may complete the record when the center transports a child. In a carpool line, the parent or authorized person must complete it.
Rule 591-1-1-.08(7) also says children go home only with authorized people, and staff must confirm the person matches the identifying information the parent gave. A tablet does not replace that check. Staff still ask for ID when they do not know the person.
What CAPS adds
If you take CAPS scholarships, arrival and departure records are the only attendance proof CAPS accepts. CAPS Policy 12.4.7.10 says:
- Each parent must have their own unique electronic signature.
- Staff must have their own separate signature, so a reviewer can tell parent entries from staff entries.
- The system must record and display who signed the child in and out, when, and how.
- Staff may not sign for a parent who is present, and may not change a record and have the parent sign later.
Records must be kept at least three years, and the director and a named alternate must both know how to pull them from the system on the spot. Our post on CAPS and CACFP paperwork covers the review process in full.
What a good digital record keeps
Use this list when you watch a vendor demo.
- One code or signature per authorized adult, set up from the child's file.
- Automatic date and time on every check-in and check-out.
- A visible log of who made each entry and how (kiosk, phone, staff).
- A history of any edit, with who changed it and when.
- A printable report for any date range, at least 12 months back, and three years for CAPS.
- A live count by room that matches the check-ins.
- A paper backup plan for outages.
A two-week switch plan
| Day | Step |
|---|---|
| Days 1 to 2 | Load the roster. Copy authorized pickup people from each child's file and give each one a code or account |
| Day 3 | Train the front desk and lead teachers. Practice a normal check-in, a late pickup, and an unknown adult at the door |
| Days 4 to 5 | Send the parent letter. Set up the kiosk next to the clipboard |
| Days 6 to 10 | Run both. Parents use the kiosk and the paper sheet. The director compares them each evening |
| Days 11 to 12 | Fix gaps: missing codes, parents who skipped the kiosk, rooms where counts drifted |
| Days 13 to 14 | Switch to the kiosk. Keep a printed backup sheet at the door. File the paper sheets with your records |
The side-by-side week matters. It catches the parent who always forgets to sign out and the grandparent who was never added to the pickup list, before your paper record goes away.
PlayroomOS runs a kiosk check-in at the door with a live headcount and ratio for each room, and Square A sets it up and trains your staff on site. Whatever you choose, run the same two-week test.
What to tell parents
Keep the message short and explain why it helps them. Send it in each family's home language.
Starting [date], we are moving sign-in and sign-out to a tablet at the front door. You will get a personal code. Tap in when you drop off and tap out when you pick up. It takes a few seconds, and it gives us an exact record of who picked up your child and when. Anyone else picking up still needs to be on your authorized list and show ID. For the first week, please sign the paper sheet too. Questions? Ask the front desk.
Tell parents not to share their codes. A shared code turns a signature into a guess, and that matters for CAPS.
What to do this week
- Count how many authorized pickup adults you have on file, so you know how many codes to set up.
- Check that 12 months of paper sign-in sheets are boxed, labeled and findable.
- Ask any vendor you are considering to print a sample 12-month arrival and departure report.
- If you take CAPS, ask the vendor to show how each parent gets a unique signature.
- Draft your parent letter and have it translated for your families.
- Pick a two-week window that avoids enrollment season and holidays.
For the rest of what a licensing visit checks, see the Georgia daycare inspection checklist.
Frequently asked questions
Does DECAL allow electronic sign-in sheets?
Yes. Georgia Rule 591-1-1-.08(6) lets the parent or authorized person document drop-off and pickup in written or electronic format. DECAL's Indicator Manual says computerized records are acceptable if they capture all required information, include the name or individual code of the person dropping off and picking up, can be printed on request, and cover the 12 preceding months.
What must a daycare sign-in sheet include in Georgia?
Under Rule 591-1-1-.08(6), each arrival and departure record must include the date, the child's name, the arrival and departure times, and the signature or initials of the parent or authorized person, made at the time of arrival and departure. Records for the 12 preceding months must be available to DECAL in printed or written form on request.
Do I need to keep my old paper sign-in sheets after going digital?
Yes. DECAL's Indicator Manual says that if a center converts written records into electronic format, the written records must be kept as documentation. Centers in CAPS must keep original arrival and departure records for at least three years from the last date of service.
Can staff check a child in for the parent on a tablet?
For licensing, staff may complete the record when the center itself transports the child, but in a carpool line the parent or authorized person must complete it. For CAPS children, staff may never sign for a parent who is present, even on an electronic system.
What happens if the check-in tablet stops working?
CAPS Policy 12.4.7.6 says that if an electronic attendance system fails, the provider must still keep records using another automated or paper method until the system is restored. Keep a printed backup sheet at the door for outages.
Sources
- Rule 591-1-1-.08 Children's Records (Georgia Secretary of State)
- DECAL Child Care Learning Centers Rules and Regulations Indicator Manual (Chapter 591-1-1, October 1, 2026)
- CAPS Policy Manual, CAPS/00-12 Provider Rights and Responsibilities (revised 10/05/2026)
- DECAL sample Daily Attendance / Arrival and Departure Record form
Off the clipboard
Ready to retire the sign-in sheet?
Tell us how your mornings run. We will show you what a kiosk check-in install looks like at a center your size, and how we move your paper records over.
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