Where is the Occupancy Report in Famly?

The Occupancy Report in Famly helps you get an overview of forecast attendance. To find Occupancy:

Simply log in to Famly, and click on the Attendance icon, then select Reports and Occupancy.

To view Occupancy, you'll need the 'Show Occupancy Reports' permission enabled.


The Occupancy Report

The Occupancy Report shows daily, weekly, or monthly percentages of attendance and FTE (Full Time Equivalent) details for each of your age groups or rooms. You can look at the average occupied space breakdown by day, week and month. The Occupancy Report uses the maximum capacity entered for your setting, by age groups or rooms.

You are also able to set an Occupancy budget (by clicking 'Set up target'), to use as a target for your setting.

By clicking on specific groups or rooms, you will get a drop-down list of the all children registered in that age-group or room over the period of time you have selected (the date in the box in the top, left-hand corner).

The occupancy figures are always based on expected attendance from booked sessions, and not on actual attendance arising from check-ins.


Percentage and Full Time Equivalents

The Full Time Equivalent view (FTE), allows you to see the planned attendance for one or more children in relation to the opening hours of your setting- basically, the number of hours of care booked for the child (and ad-hoc purchases) in a given period, divided by the number of possible hours available.

  • If your setting provides care for a child for the full number of available hours in a given time range, then the Full Time Equivalent for that child is 1.

  • If your setting has opening hours of 8am-6pm, and a child attends from 9am-5pm, this will be represented by 0.8 FTE (whereas, a child who attends 8am-6pm, will be represented by 1 FTE.)

  • If you added extra sessions outside your setting's normal opening hours, for example if the child attended the setting described above (with opening hours of 8am-6pm) from 7am-7pm, this would be represented by 1.2 FTE.

The decimal numbers and the percentages are just two different ways of looking at the same number. That is, an FTE of 0.8 can also be shown as 80%- basically, the decimal number multiplied by 100 equals the percentage.

For example:

Louis Reed has a plan with two full day sessions, each spanning 10 hours.

The nursery is open Mon-Fri from 7 AM to 5 PM, so 5 days a week, 10 hours per day.

On any single Monday, the FTE for Louis is 10 hours attended, out of 10 hours the setting is open. The calculation is shown below:

Louis is attending two days per week. For any full week, the FTE for Louis is 2 lots of 10 hours attended, out of 5 lots of 10 hours the setting is open. The calculation is shown below:

The reason why the FTE for Louis for a full week is lower, is that the nursery could have provided 50 hours of care for Louis throughout the week, but Louis is only booked in for 20 hours.

Please note, due to closing days (such as bank holidays) and months having uneven numbers of week days (for example, some months may have five Mondays), the FTE may not be the same across different months as the number of hours of available care may be different.


Percentage

The occupancy percentage figure lets you know what care you're providing, as a percentage of the care you could be providing. For the whole setting occupancy, this is the sum of all the FTE's of all the children, out of the total capacity for the setting. The calculation is shown below:


Future Availability

This section can be found by going to the Attendance icon → Registration → Future Availability and shows you the number of places you have available in your setting. Future Availability uses the maximum capacity figure you entered for each age group or room in your setting and compares it to the plans of the children assigned to that age group or room. It gives you an overview of the places left for new children or ad-hoc sessions and allows you to easily plan for new children.


This is an Essentials feature, available in the Essentials and Premium Package- see more about Pricing.

Each colour represents a level of availability:
Green box = Plenty of spaces available
Yellow box = A few spaces available
Grey box = Zero spaces available aka. full capacity
Red box = Over capacity

Missing rooms on your Future Availability

Usually, if a room is not showing in your Future Availability, it's because there are no children with plans scheduled to be in that room. To solve this, check that your children have active plans entered on their profiles, and that there is an up-to-date attendance schedule for the children in that room.

If a room still isn't showing on your Occupancy Report or Future Availability, make sure to check that you've entered the capacity of this room via your room setup in Get Started.

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