Getting Started with KinderSystems
If you are an approved vendor in the Child Care Subsidy Program (CCSP) onboarding to the new childcare subsidy system, KinderSystems that the state of Virginia has adopted, you are in the right place! This guide will walk you through the steps to register for the new system, how sponsors (parents/guardians) will track attendance, how you will review and submit attendance, and ultimately get paid.
KinderSystems offers three different products, each suited to either you or sponsors (parents/guardians) for attendance tracking:
Step 1: Register for KinderConnect
KinderConnect is a website you will use to review, correct, and submit attendance. To begin using KinderConnect you must register for an account. You should have received an email with your login credentials, including:
- ✅ Email Address
- ✅ First Name / Last Name
- ✅ VERIFY WHAT OTHER CREDENTIALS THEY WILL HAVE
Once you have found this email with the information needed for registration, proceed to watch the quick video below for step-by-step instructions or the QRC for written instructions.
Step 2: Sponsor Attendance Options and Setup Instructions
In order for you to receive payment, sponsors must record daily attendance – this is how the care you provide is documented and used to determine your payment. Sponsors have two options for tracking attendance:
- KinderSign: Tablet-based application
- KinderSmart: Mobile phone application
Sponsors can use either or both, depending on what works best for them. Each application has its own setup process you must complete before sponsors can start tracking attendance. Click on the corresponding panel below for detailed instructions.
Step 1: Generate the following forms in KinderConnect:
- KinderSign Tablet Registration Form
- Provider Mobile Sign In Sheet
Each sponsor needs two QR codes from you. You can print them or let sponsors scan directly from your device. Generate and provide these codes to the sponsors:
- KinderSmart Registration Form
- Provider Mobile Sign In Sheet
- Note: Do NOT give sponsors a copy of the Provider Mobile Sign-In Sheet to take home. They may scan the QR code from your desktop or a printed sheet, but they should not keep it.
To obtain these QR codes, please refer to the quick video below for step-by-step instructions and the QRCs for written instructions.
Once sponsors have both QR codes, they can complete registration in the KinderSmart app. For instructions on how sponsors will register for KinderSmart, please refer sponsors to the Sponsors Getting Started page here.
Step 3: How Sponsors Use KinderSign and KinderSmart to Track Attendance
Daily attendance tracking is required in order for you to receive payment. Sponsors are responsible for recording attendance; this is not the provider’s responsibility. Sponsors must use either KinderSign (tablet-based) or KinderSmart (mobile app) to check their child in and out each day. They may choose the option that works best for them or use both.
For detailed instructions on how sponsors will record attendance using either app, please direct them to the Sponsor Getting Started page here.
Step 4: Your Role as a Provider in Attendance
As a provider, your responsibility is to review, correct (if needed), and submit attendance for payment. Ensuring that the attendance is accurate before submission is crucial, as it directly impacts timely and correct payments. Here’s how the whole attendance process works:
Sponsor Records Attendance
The sponsors (parents/guardians) will record attendance using KinderSign or KinderSmart.
Provider Reviews Attendance
Review the attendance. It is important to review all records to ensure they are accurate. This step helps detect errors or incomplete records that need to be corrected before submission.
Review the Attendance > Details page to verify each child’s attendance. This page allows you to review the recorded information, confirm dates and times, and ensure everything is correct before proceeding. If you find an issue, you should proceed to the Correcting Attendance panel; if not, you can skip to Submit Attendance.
Provider Corrects Attendance
If there is an issue with attendance, KinderConnect uses color-coded cells to highlight potential errors, making it easy to identify and correct discrepancies. The color meanings are as follows:
- 🟨 Yellow Cells: Indicate a missing “In” or “Out” time pair.
- 🟥 Red Cells: Indicate an error with the timing or order of the attendance entries.
After identifying the type of error, you can accurately correct the attendance. To correct attendance, please refer to the quick video below for step-by-step instructions and the QRCs for written instructions
Provider Submits Attendance
Once you have reviewed and corrected attendance, if needed, you are ready to submit for payment. Upon submitting, you can verify your submission by navigating to the Attendance > Submit page and looking under the unsubmitted and submitted columns. You can also check the Attendance > Detail page, where the submitted attendance will show in a light green color.
For detailed steps on how to submit and verify attendance submittal, watch the quick video below.
Payment is Processed
Once you submit attendance, no further action is needed. Payments are typically processed within the next two weeks, which is the standard payment window.
Step 5: Refer back to the Help Center
Congratulations, you’ve completed the onboarding process! This guide covered the key steps to help you get started successfully with Virginia’s new child care subsidy system, KinderSystems.
As you begin using the system in real-world situations, questions may come up about specific scenarios at your childcare site. That’s why we created the Help Center, a dedicated resource filled with step-by-step guides for handling common issues. Be sure to visit the Help Center any time you need support or clarification!