When licensing asks, you tap, not dig.
The filing-cabinet scramble before a licensing visit isn't a rite of passage. Records that organize themselves as you work are ready whenever someone asks.
Records that hold up when someone asks for them
Licensing visits and agency reviews usually come down to the same requests: attendance for a date range, incident documentation with signatures, and evidence that records are kept consistently. CubbyBook is designed around those recordkeeping workflows: every check-in is timestamped, every correction keeps its history, and every incident report becomes a signed PDF that files itself.
CubbyBook helps you organize records and supports your documentation. What your region requires is defined by your licensing rules, so keep those handy. What CubbyBook removes is the scramble.
- ✓ Attendance: one immutable record per child per day, with check-in/out timestamps and calculated hours
- ✓ Exports: pick a date range, download the PDF or CSV (records commonly requested during licensing visits)
- ✓ Incidents: structured reports with educator and parent e-signatures and auto-generated PDFs
- ✓ Corrections: records are never deleted. Changes keep the prior value plus who, when, and why
- ✓ Retention: records are kept for 3 years, so last March is always still there
Preparation that already happened .
Because the records are organized the moment you create them, "getting ready" for a visit stops being an evening project. The binder doesn't need assembling. It never existed.
Last quarter's records, in four steps
What "organized as you go" actually looks like when someone asks.
- 1
Correct anything that needs correcting
Open the day in the grid and choose the correction flow: the panel shows what's currently recorded next to what will be recorded, asks for a reason, and keeps the original value plus who changed it and when. Nothing is ever deleted.
Correct attendanceApply correction - 2
Check the trail
Any corrected day shows its full correction history: every change, every reason, in order. Corrected days stay flagged everywhere, including in exports.
Correction history - 3
Export the date range PRO
Choose your range and format: CSV covers up to a full year, PDF up to two months. Files name themselves by range (cubbybook-attendance-2026-01-01-to-2026-03-31.csv), and the 19-column CSV opens cleanly in Excel.
Export - 4
Hand it over
Timestamps on every check-in and check-out, calculated hours, correction flags with reasons. The record speaks for itself, and you never opened a filing cabinet.
What you end up with: a timestamped attendance file for any date range, with every correction documented, produced in less time than finding the right binder used to take.
Common questions
What records can I export from CubbyBook? +
What if I made a mistake in a record? +
Is CubbyBook a substitute for my licensing rules? +
How long are records kept? +
Never scramble before a visit again.
Records that organize themselves, from the first check-in.