Name-to-Face Checks report
Every headcount your staff ran over a period, who was unaccounted for, and any day a room had children but no check on file.
A name-to-face check is the headcount licensing asks about: the teacher looks at each child who is checked in, says the name, confirms the face. Staff run them from Log Activity → More Activities → Name to Face (how staff run one). This report is the other half — the record you hand an inspector, and the view that tells you which rooms are actually doing it.
Run it
- Reports → Name-to-Face Checks (under Attendance & Safety).
- Pick a date range, and optionally a center and a room.
- Export CSV or print from the masthead.
What the four numbers mean
- Checks Run — how many checks were saved in the range.
- Days Without a Check — room-days where children were checked in but no check was saved. This is the number an inspector's question turns into.
- Checks Short — checks where at least one expected child was not confirmed. Not automatically a problem: the teacher usually wrote the reason in the note ("Ella is in the office with Ms. Lee"). It is the column to read the notes on.
- Confirmation Rate — children confirmed divided by children expected, across the range.
Days Without a Check only counts after you start
Gaps are counted from your first recorded check, not from the beginning of time. An org that started running checks last Tuesday is not told it missed the previous two years. If nobody has ever saved a check, the report says so and explains the feature instead of showing a wall of misses.
That also means the number moves as you adopt: the first week will look worse than the fourth, which is the point.
Reading the tables
Coverage by Room is the management view. "Days with children" versus "Days checked" is the honest ratio, and "Days missed" is the gap. A room sitting at 0 checks with 10 days of children is a training conversation, not a data problem.
Checks by Staff shows who is running them. In most centers this concentrates on one or two people per room; wide gaps usually mean the rest of the team has not been shown where the tile is.
Check Log is the inspector's table: date, time, room, who ran it, confirmed versus expected, the result, the note, and the children who were confirmed by name. Times are in the center's timezone.
What "Expected" means (and when it is blank)
Expected is how many children were checked in to that room at the moment the check was saved. It comes from attendance, so it is only as good as your check-ins: if a child was in the room but never checked in, they were not expected and not counted as missing.
Expected is blank (and Result reads "count only") when the check was saved from a screen that did not know who was present — for example the Daily Activities page's logger. Those checks still record how many children were confirmed; they just cannot be scored as a percentage.
Turn on reminders (optional)
Settings → Features → Advanced → Name-to-face reminders. Off by default. When on, the room's clocked-in staff get a push once the children in that room have been there longer than the interval you pick (30 minutes, hourly, 2 hours, or 4 hours) with no check saved.
What it will not do, deliberately:
- It never reminds a room with no children checked in.
- The clock starts at the first child's arrival, not at midnight, so a room that opened twenty minutes ago is not overdue on an hourly interval.
- It only notifies staff who are clocked in. Somebody at home cannot walk the room, so they are not woken up for it.
- An unanswered reminder repeats at the next interval, not at every tick.
Reminders are a nudge, not a substitute for your own rhythm. If your team already runs checks at transitions, leaving this off is a reasonable choice.
Troubleshooting
A check I know happened is missing. Check the date range and the center filter. Checks are filed under the day and timezone of the center they were run in.
Days Without a Check seems too high. Look at Coverage by Room. A room shows a missed day whenever any child was checked in that day without a check being saved — including days a single child attended briefly.
The report is empty but staff say they ran checks. They may have logged a different activity type. Open the room's feed for that day and look for a card reading "Name to face · N of M children confirmed".