November and December are simultaneously the most demanding and most rewarding months in the South African childcare calendar. Year-end concerts, graduation ceremonies, staff leave, fee adjustments for the new year, re-enrollment, and a hundred other tasks compete for attention. This checklist helps you close the year cleanly and enter January with confidence.
Finances and Billing
- Send final invoices for December fees, including any year-end extras (concert costs, graduation materials).
- Clear outstanding balances: Follow up on all overdue accounts before parents go on leave. Families are more likely to settle before the break than to return in January with money owing.
- Reconcile the year's accounts: Complete your bank reconciliation for November and December so your financial records are complete before year-end.
- Prepare financial summaries: Generate a full-year income summary for tax purposes and for your own planning.
- Set next year's fees: Announce your fee structure for the new year by mid-November at the latest. Parents need time to budget, and late fee announcements generate complaints and anxiety.
Re-enrollment and Waiting List
- Send re-enrollment forms to all current families by the end of October. Require confirmation by a set date.
- Identify non-returning children: Once re-enrollment is closed, you know which spaces are available for the new year.
- Offer spaces to waiting list families: Contact families on your waiting list in priority order and give them a clear deadline to confirm.
- Update enrollment records: Archive the records of children who have left and update the centre's records for returning children, including any updated contact details or medical information.
Staff Management
- Confirm leave plans: Agree leave schedules for December and January before the rush. Ensure minimum staffing for any sessions running over the December period.
- Process year-end payroll: Confirm all timecards are accurate and any bonuses or adjustments are included.
- Issue IRP5 certificates: If your centre is registered for PAYE, issue IRP5 certificates to staff for the tax year.
- Staff performance reviews: End of year is a natural time for brief performance conversations and to set goals for the new year.
Facilities and Equipment
- Conduct a facilities audit: Identify any maintenance, repairs, or replacements needed before children return in January. December is the best time for painting, repairs, or renovations with the centre empty.
- Audit and replenish consumables: Art supplies, cleaning materials, first aid kit items, and food service equipment should be stocked before the new term.
- Update safety equipment: Check fire extinguisher service dates, first aid kit expiry dates, and the condition of safety signage and evacuation plans.
Curriculum and Planning
- Complete year-end portfolios and reports: All children should receive a year-end progress report before they leave for the holiday.
- Archive completed portfolios: Store them securely in accordance with your data retention policy.
- Plan Term 1: Finalise Term 1 themes, lesson plans, and any excursions or events for the new year before teachers go on leave.
January Preparation
Leave January's first week clearly planned: new family orientation, classroom setup, staff briefings, and any orientation sessions for new children. A smooth first week sets the tone for the year.
Kindi's admin dashboard, billing module, and staff management tools make year-end admin manageable. Generate financial reports, send re-enrollment requests, and plan the new year's staffing without losing track of a single task.