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The care diary is the daily record of each child’s care. You log things as they happen — a nappy round, a bottle, lunch, an afternoon nap — and depending on your setting’s settings, families see them in the parent portal. The whole thing is built around how a room actually runs: tap the children it happened to, tap what happened, tap the value. A six-child nappy round is nine taps.
Open in app: Care diary. You can also reach it from the Care diary button on the register.

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The room grid

The care diary showing a room of children, each with the entries logged for them today, and the action bar across the top
Across the top you choose the date and the room. The room you pick is shared with the register — change it in one and the other follows. Each child shows what has been logged for them today as a row of small badges: the time, the type and the detail. Nothing logged yet means exactly that.

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Logging something

  1. Tick the children it happened to. Tick as many as you like — use Select children to tick everyone in the room.
  2. Click what happened — Nappy, Bottle, Meal, Sleep, Toilet, Medication.
  3. Fill in the detail and click Save.
The Log nappy dialog showing it applies to two children, the time, the state options and a notes field
The dialog names everyone it’s about — 2 children: Freya Lindqvist, Idris Rahman — so you can see at a glance what you’re about to record. One set of values is saved as a separate entry for each child. The time defaults to now. Change it if you’re catching up on something that happened earlier.
Notes are added to every child selected. If a note only applies to one child, log that child on their own.

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What you can record

Only the things your room’s profile is set up for appear as options, so the buttons you see may differ from another room’s. The meal and medicine fields remember what your setting has recorded before and offer it back as one-tap suggestions, so the dish of the day or the usual Calpol dose is a single tap. Doses are offered per medicine — picking Calpol offers the doses you’ve given of Calpol.

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Sleeps and sleep checks

Sleep is live state, not something you write up afterwards.
  • Recording a Sleep starts it. The child’s row turns blue and shows how long they’ve been asleep, counting up.
  • When they wake, click 🌅 Woke up on their row.
  • Once it’s finished, the entry reads slept (70m) so you can see the whole nap at a glance.
If your room uses sleep checks, a banner at the top shows how many children are asleep and when the room is next due a check, counting down. It turns red when a check is overdue.
The countdown is a prompt, not a record. A check only counts once you’ve completed it — click Check now → and confirm each child.
Rooms that don’t use sleep checks still show who is asleep and for how long, without the prompt.

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Correcting an entry

Anyone can correct today’s entries. Entries from an earlier day need a manager.
  1. Click the badge for the entry on the child’s row.
  2. Change the time or the notes.
  3. Click Save changes, or Delete entry to remove it.
For a finished sleep you can correct both the time it started and the time they woke.
You can change the time and the notes, but not the values. Changing “wet” to “soiled” is a different observation — record it as a new entry so the original still stands.

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Marking the day complete

At the end of the day, a manager or a member of staff with the Diary Publisher role marks the diary complete. Depending on your setting, that is what lets families see the day, and it can send each family an end-of-day email. See Marking a day complete for what it does.
  1. Choose the room at the top of the care diary. All rooms has no single room to mark, so it asks you to choose one.
  2. The bar at the bottom shows how many signed-in children are complete. While children are still in, it says how many.
  3. Once every child signed in to the room has signed out, click Mark day complete and confirm.
The care diary for Pre-school with Ben marked complete, and the Mark day complete button highlighted in the bar showing 1 of 3 signed-in children complete
For an early pickup, click Mark complete next to the child once they’ve signed out. Their row then shows ✓ Complete. You can keep adding and correcting entries after a day is marked complete. Families see the latest version, but the email isn’t sent again.

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Frequently Asked Questions

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Why can’t I see the care diary?

Either your setting hasn’t switched it on, or no care diary profile covers your room. A manager can set both up under Settings → Care Diary.

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Why are there fewer buttons than in another room?

Each room records only what its profile is set up for. A pre-school room isn’t offered bottles; a baby room may not be offered toilet visits.

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The room is empty — where is everyone?

The grid shows children booked in for the day you’re looking at. Check the date, and check the register for that day.

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Do families see everything I log?

No. Notes and sleep checks are never shared, and your setting chooses whether the rest is shared as it happens, once the day is marked complete, the next day, or not at all.

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Why can’t I see Mark day complete?

Only managers and Diary Publishers can mark a day complete, and the button only appears once you’ve chosen a single room and everyone signed in to it has signed out.

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I logged something for the wrong child

Open the entry from the child’s row and delete it, then log it again for the right child.