Getting Started with KinderSystems

Welcome, Providers! 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. If you signed the VA participation agreement, 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 and the QRC for written instructions.

KinderConnect Provider Registration QRC

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 before sponsors can start tracking attendance. Click on the corresponding panel below for detailed instructions. 

↘️ KinderSign

KinderSign is a tablet-based application that allows sponsors to record their child’s daily attendance. The app captures real-time timestamps to support accurate attendance tracking and reporting. The tablet should be placed in an easily accessible area, usually near the entrance, so sponsors can conveniently check in and out during drop-off and pick-up times. Any sponsor associated with your location can use the tablet to check their child in and out. 

Before sponsors can use KinderSign, the tablet must be registered to your provider account. For this you will need 2 QR codes that you will generate from KinderConnect.  

  • KinderSign Tablet Registration Form 
  • Provider Mobile Sign In Sheet 

For step-by-step instructions on obtaining these QR codes, refer to the quick video below for step-by-step instructions and the QRCs for written instructions.

KinderConnect Provider Registration QRC

Once you have both required QR codes, you can proceed with registering your tablet for KinderSign. To register your tablet, please refer to the quick video below for step-by-step instructions and the QRCs for written instructions. 

KinderConnect Provider Registration QRC

Once KinderSign is set up, sponsors will need to sign in for the first time and create their profile by answering a few questions before being able to start tracking attendance. For detailed guidance on how sponsors sign in for the first time, visit the Sponsors Getting Started page [insert link here]. 

↘️ KinderSmart

KinderSmart is a mobile application for sponsors that is available for download on both iPhone and Android devices. Sponsors can use the app to: 

  • Record attendance (must be done at the provider’s location) 
  • View and respond to messages 
  • View case information  

Each sponsor must download and register their account on their own mobile device. 

To register, each sponsor will need two QR codes provided by you. You can print the QR codes or simply have sponsors scan directly from your device. Providers must generate and supply the following two QR codes to 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. 

These QR codes are essential for sponsors to successfully register and link their phones to KinderSmart. To obtain these QR codes, please refer to the quick video below for step-by-step instructions and the QRCs for written instructions.

KinderConnect Provider Registration QRC

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(insert link 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 (insert link 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: 

↘️ 1. Sponsor Records Attendance

The sponsors (parents/guardians) will record attendance using KinderSign or KinderSmart.

↘️ 2. 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. 

↘️ 3. 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 

KinderConnect Provider Registration QRC

Once attendance has been reviewed and all necessary corrections have been made, you can proceed with submitting it for payment. 

↘️ 4. 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.  

KinderConnect Provider Registration QRC
↘️ 5. 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! 

Feedback Form: We’d love to hear your thoughts on the Getting Started page you just completed. Your feedback will help us improve the experience for future providers. To submit a feedback form, click here. 

Need Help? We’re Here for You! Our support staff is ready to assist you with any questions or issues.