Centralize Core Documents
Grant officers and subsidy auditors ask for the same packages repeatedly: licenses, policies, proof of enrollment, staffing ratios, and financial statements.
Create a secure shared drive or Day Track folder where each document has an owner and renewal date.
- Licensing documents (inspections, ratios, emergency plans).
- Financial reports (P&L, cash flow, tuition schedules).
- Program evidence (curriculum outlines, daily schedules, professional development logs).
Automate Refresh Reminders
Set recurring tasks for the finance team and centre directors so no document goes stale. Use Day Track reminders to ping owners 30 days before deadlines.
Document where each file lives and who is accountable—this prevents gaps when roles change.
Documentation tip
Pair each document with a "last verified" field. Funders trust centres that can show recent reviews at a glance.
Tell a Compelling Impact Story
Applications are stronger when you connect funding to measurable outcomes. Highlight enrollment growth, family satisfaction scores, or classroom improvements.
Keep a running list of testimonials and photos you have permission to share so you can include them without delay.
- Link funding requests to specific program goals and timelines.
- Quantify how subsidies improve access for families (number of additional seats, reduced waitlist time).
- Demonstrate governance with updated board meeting minutes or advisory council notes.