Quick summary

Where the list comes from

An authorised collector list should be built from what the parent or guardian provides in writing at enrolment, and kept updated the same way. Staff shouldn't be assembling it informally from what they've picked up over time. It's tempting to let the list grow organically ("sure, his granny always collects him on Thursdays"), but that's exactly the kind of informal knowledge that breaks down when a different staff member is on duty, or when circumstances change without anyone telling the service.

Verifying identity, every time

For anyone staff don't already know on sight, checking photo ID against the name on the authorised list should be routine, not something reserved for when a situation feels unusual. Consistency here matters for the same reason it matters with incident logging: a rule applied selectively is much harder to defend, and much easier for a determined person to work around, than one applied every time.

The awkwardness of asking a familiar-looking grandparent for ID is real, but it's far less awkward than the alternative conversation if it turns out the person wasn't who staff assumed.

Handling changes to the list

Changes should come from the parent or guardian, in writing, with enough lead time that staff have the updated list before it's needed. A phone call from an unfamiliar number five minutes before pickup doesn't meet that bar. Services vary in how they handle genuine same-day emergencies (a parent stuck at work, arranging a last-minute alternative), but even then, verification should go back to a known contact method for the parent, not just trust in whoever is on the phone.

What to do when someone unlisted shows up

The child should not be released. Staff should contact the parent or guardian directly, using contact details already on file, not a number the collector provides, to confirm before allowing the collection to proceed. This should be written into your collection policy clearly enough that a staff member facing an impatient or upset adult at the door isn't left making a judgement call alone, under pressure, for the first time.

Keeping a record

A simple log of who collected each child, and when, gives you both a safety record and a useful pattern-check. If collection patterns shift unexpectedly, a record makes it far easier to notice and ask about it instead of only realising something changed weeks later.

Practical advice

  1. Collect the authorised collector list in writing at enrolment, and review it at the same intervals you review other family details.
  2. Train staff to check ID consistently, and back them up when they do, it should never feel like an accusation.
  3. Write the "unlisted collector" procedure down so no one has to improvise it under pressure.
  4. Review collection records periodically, not just when something goes wrong.

How Tot Tracker helps

Tot Tracker's drop-off and collection screen shows the authorised collector list with photos, so staff can confirm identity at a glance, and logs exactly who collected each child and when, giving you a clear, searchable record without extra paperwork.

Frequently asked questions

Anyone the parent or guardian names in writing, typically parents, grandparents, other family members, or childminders. The list should be provided and updated by the parent directly, not assumed by staff.
Do not release the child. Contact the parent or guardian directly to confirm before allowing collection, and record what happened, this should be set out clearly in your collection policy so staff aren't making the call alone under pressure.
In writing, from the parent or guardian, with enough notice that staff have the updated list before the change takes effect, a phone call from an unfamiliar number on the day isn't a safe basis for adding someone new.
For anyone staff don't already recognise, yes, checking photo ID against the name on the authorised list is standard practice and worth applying consistently rather than only when something feels unusual.