How Daxko Operations Powers Safe, Seamless Child Care and Youth Program Management

Explore the tools built to simplify staffing, safety, and parent communication across all your childcare and youth programs. 

Whether you’re managing a 10-week summer camp, a daily afterschool program, a year-round preschool, or all the above, the challenges are similar: tracking who’s on site plus managing scheduling and logistics. 

Daxko Operations brings everything together in one system built to handle the complexity of youth-focused programming. It gives your team the tools to organize rosters, manage attendance, and ensure the safety of children across any type of program. 

This guide breaks down the features that support all four core program types – camp, afterschool, preschool, and year-round care – and how they work together to keep your operations running smoothly. 

Child Rosters give your team instant visibility into who’s registered for a program. Rosters can be viewed, organized, and filtered in many ways. Staff can drill into individual registrant details, manage contact info, and track enrollment changes. No need to bounce between spreadsheets or clipboards – everything lives in one centralized system that is easy to search, filter and manage in real time. 

How it helps: Quick access to registrant data helps with headcounts and access crucial registration information.  

“I love the ease of obtaining members information and registering them for other classes, childcare, or camp,” says Dawn G. on Capterra .

The Attendance Tracker website brings mobile-friendly check-in anywhere an internet or cellular connection is available.  

Staff can check participants in and out from a tablet or desktop, confirm authorized pickups, and track daily attendance metrics. The Attendance Tracker is fully integrated with your rosters and sub-rosters, ensuring the right participants appear in the right groups automatically. It also supports flexible check-ins for registrants who may not be expected at that moment and allows staff to check-in participants across multiple programs and locations. 

How it helps: Supports accurate headcounts, contactless workflows, and check-in confirmation by location or group. 

Sub-rosters let you group children by the logic your program or camp uses every day such as classrooms, swim levels, medical needs, or bus routes. 

This feature makes it easy to manage small group logistics, from programming to transportation. You can create sub-rosters manually, by bulk import, or by copying existing groups, and view them inside the Attendance Tracker for on-the-go visibility. 

How it helps: Breaks down your roster into practical, operational groups to keep staff aligned and participants accounted for. 

Daxko Operations supports flexible attendance workflows, with a strong emphasis on real-time tracking through the Attendance Tracker. This is the most reliable way to ensure accurate, up-to-date records. 

For occasional exceptions (such as field trips or connectivity issues) Attendance Capture feature allows staff to manually enter or adjust attendance data after the fact. While designed primarily for reviewing and editing records collected through the Attendance Tracker, it also supports limited retroactive entries when live check-ins aren’t possible.  

Key features of Attendance Capture 

• View all attendance data captured via the Attendance Tracker 

• Record multiple check-ins and outs for the same participant (great for split sessions or doctor visits) 

• Audit participation with summary exports that show expected vs. actual attendance 

• Mark absences retroactively and add reason codes 

• Backdate attendance for any day or time block 

How it helps: Supports flexible recordkeeping, ensures your data stays accurate, and reduces the risk of missed logs due to device or staffing issues. 

When safety or legal circumstances require special attention, such as custody restrictions or severe allergies, your team needs to be aware without digging through files. 

The High Importance Child Care Notes provide a clear, multi-touchpoint alert system that flags key information wherever your team interacts with a child’s record: 

• Displays in the Attendance Tracker 

• Visible on the Program Roster 

• Accessible in Membership Information 

These notes can be configured to expire after a window of time. 

Example use cases 

• “Do not release to [name] — court-ordered custody restriction” 

• “Life-threatening peanut allergy — always carry EpiPen” 

How it helps: Critical alerts stay visible across your staff’s most-used tools, helping reduce risk and miscommunication in high-stakes situations 

From rosters to attendance logs to sub-roster assignments, every list can be exported for reporting, planning, or compliance. 

Choose PDF or Excel formats, run reports by program or registrant, and filter by date, sub-roster, or location. Whether you need a headcount for the fire marshal or a list of financial aid participants, it’s just a few clicks away. 

How it helps: Keeps leadership, finance, and compliance teams informed without manual tracking.  

Example reports include 

• Attendance Summary Report – track participation trends by date, location, or program 

• Child Profile Edits – view the latest changes to registrant details made by parents online or staff in-house 

• Program Capacity Report – monitor enrollment thresholds in real time 

• Rate Plan Report – review and reconcile pricing structures 

• Child Care Tax Statements – simplify annual reporting for qualifying instructors or vendors 

With every exportable report at your fingertips, it’s easy to keep the right people informed at the right time. Check out the full list of childcare reporting options here. 

Daxko Engage helps you reach the right guardians with the right message, at the right time. 

Running a smooth childcare operation isn’t just about logistics, it’s also about communication. With Engage, you can create automated and targeted messages based on registration data, attendance patterns, sub-roster assignments, or program type. 

Use Engage to connect across every stage of the program journey 

• Before the program sends important need to know communications or prompt child profile updates. 

• During the program deliver welcome emails, daily recap emails, or schedule reminders that keep families informed. 

• After the program, follow up with surveys, promote re-enrollment, and nurture families into long-term advocates. 

How it helps: Families stay in the loop, but more importantly, they stay engaged. Clear and timely communication builds confidence in your program, making it more likely that families return for future sessions and refer friends and relatives to join. 

For staff, it means fewer manual tasks, fewer repeat questions, and more time to focus on delivering a great experience for children and families alike. 

Want to make your operations and communication work together? Explore Daxko Engage. 

Daxko Operations has an option to integrate with registered sex offender (RSO) screening to help protect campers and staff. If your camp or childcare program is hosted in a shared facility like a YMCA, JCC, or community center, this tool screens every guest and visitor against the national RSO registry during check-in. 

How it works: 

• Every guest check-in is scanned against the national RSO database in real time 

• Alerts can be configured to notify staff immediately if a match is found 

• Facilities can prevent entry or take action according to their safety protocols 

How it helps: Your camp staff can focus on programming, while the system helps protect children from unauthorized or high-risk individuals entering shared spaces. 

Want to see how it works? Read more about adding Daxko Trusted Screening Solution here.