How TOTS Sleep Log works

A daily grid for each child

Choose the date and the logger's start and end times. The daily grid places 15-minute time rows alongside a column for each active child in the room. Before recording, check that you have the correct day, child, time, and selected signer. The layout keeps the record attached to a particular child rather than a general note about the whole room.

Set up your provider signature in Staff. The logger supports typed, drawn, and uploaded signatures. A saved check keeps the signer information and signature as they were recorded, so the report can show who signed that entry.

Record the check, then confirm it saved

After making your observation, select the child's cell at the appropriate time to record a check with the selected provider's signature. TOTS sends the entry to the server. While that request is in progress, the cell shows Pending. It becomes a completed check only after the server confirms the saved record.

A connection is required to record a check. If saving fails, the logger shows an error instead of presenting that attempt as complete. Reconnect, review the entry, and confirm the check appears and the status says Synced before relying on the record. For more on connection problems, read the FAQ.

Use the nap window as a visual guide

A child's saved nap window can shade the relevant time cells pale blue. This is a rough guide to the schedule, separate from recorded checks. The shading does not mean the child is asleep, a provider has observed the child, or a check has been saved. Look for the completed entry and signature to distinguish a recorded check from an empty guide cell.

Mistakes leave a visible record trail

Check records are append-only: a saved entry is never edited or deleted. When a mistaken check is removed through the logger, TOTS saves a separate void record. The original entry and the void remain in the history. This lets a report show a correction instead of making the first entry disappear.

Review an entry before saving it, and use the correction process when needed. Historical signer snapshots stay with the check; changing a staff signature later does not rewrite the signature on a past record.

Prepare a PDF for review

Switch the logger to the room you need, then choose Download PDF; the report covers the room currently open. Choose one day or a date range. Reports come from saved facility records and include actual check times, signer snapshots, notes, and correction or void history. Review the selected dates, then save a PDF or print a copy for your records. Title 22 requires the check documentation to be maintained in the infant's file and available to the Department for review (22 CCR § 102425(j)(2)(D); § 101429(a)(2)(C)); a room report lists every child in that room, so confirm with Community Care Licensing how to file it.

Choose the room and device that fit your day

Use TOTS in a browser on a tablet or phone. The daily grid scrolls so you can reach children and time rows on a smaller screen. Single-Room provides one independent logger; Multi-Room provides separate room loggers and active child rosters. Plans are based on rooms, never facility type or child count. See Pricing for the monthly and annual options.

Ready to try the workflow? Start a 30-day free trial with no credit card. You can also use the free printable log and read the California regulation reference alongside your program's procedures.