Authorised Pickup and Child Records for a Daycare in Nepal

In Nepal, children are collected by mothers, fathers, grandparents, aunts, older cousins and household helpers, often on different days. That flexibility is normal, which is exactly why a daycare needs a clear, written list of who may collect each child and a simple habit of checking it. This article explains how to set that up and what records are worth keeping.

Why a written list matters

Staff who remember faces are doing a good job, but memory fails when a new teacher is on duty or a relative visits for the first time. A written list removes guesswork. It also protects staff: when everyone follows the same rule, nobody has to make an awkward decision alone at the gate.

What to put on the authorised pickup list

• Full name of each person allowed to collect the child.
• Relation to the child, such as grandfather or aunt.
• Phone number, and a second number for the family if possible.
• A photograph, taken with the person's permission.
• Any password or code word the parents choose, if you use one.
• Any person who must not collect the child, only where the parents give you written instruction and you understand the legal position.

For any court order or family dispute, take advice from a lawyer and the relevant authority rather than relying on software records alone.

How to handle an unlisted person

Decide your rule before it is needed. A common approach is: staff do not release the child to an unlisted person until a listed parent or guardian has confirmed by phone, ideally with a message that the staff member can keep. Tell parents this rule at admission and ask them to update the list by message in advance when someone new will collect. Record the confirmation in the child's notes for that day.

Record who actually collected

At each departure, record the time and the name of the person. This takes seconds and creates a clear history. If a question arises later, such as whether a child left before or after a certain time, you can answer from the record rather than from memory. In software, this is a single tap from the authorised list.

Other child records worth keeping

Besides pickup details, keep the following in the child's profile:

1. Admission form with parent names, address and contact details.
2. Date of birth in both BS and AD for consistency.
3. Emergency contacts other than the parents.
4. Information the parents have chosen to share, such as food preferences or allergies, recorded in their words and the date they told you.
5. Consent notes, such as permission for photographs or outings.
6. Fee agreement and payment history.

Keep the notes factual. The software or register is a record of what you were told; it is not a substitute for your own care practices, and it does not provide health or safety advice.

Who should see what

Children's information is sensitive. Limit access by role: a class teacher needs the profiles and pickup lists for their class; the front desk needs fee information and the pickup lists; the owner or manager needs everything. Do not keep records in an open shared chat. If you use paper, store it in a locked cabinet and set a rule for how long you keep forms after a child leaves.

Registration and local requirements

Requirements for registering and running a childcare centre are decided by the relevant local and education authorities and can change. Ask your ward office, municipality or education office what applies to your type of centre, and keep their written guidance with your records. This article is about record keeping, not about legal requirements.

Special days: festivals, trips and substitute collectors

Pickup changes more than usual around festivals, family visits and school events, when relatives travel and routines shift. Before long holidays, send parents a reminder to review their pickup list. For outings, record which children went, which adults supervised and the time everyone returned. If a parent sends a driver or a neighbour for a one-off pickup, treat it as a temporary addition: note it in writing, confirm with the parent by phone, and remove it from the list afterwards if it was for a single day.

When staff change

New teachers should learn the pickup rule on their first day, not after the first awkward moment. Include it in your induction. If you use software, give new staff a login with the right permissions straight away, and disable the account of anyone who leaves. Shared passwords defeat the purpose of keeping records, because you can no longer tell who recorded a departure.

Staff training in five minutes

Run a short practice with your staff once a term. Role-play three situations: a listed grandparent arrives, an unlisted relative arrives, and a parent calls to change the pickup person. Practise what to say politely. Staff who have rehearsed the conversation handle it calmly in real life.

Next step

If you want authorised lists, attendance and collected-by records in one place, look at our montessori and daycare software. We configure the pickup flow to your centre and show a demo. Message us on WhatsApp at +977 9846280400. If you run a larger school with many classes, school management software is a related option.

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