The Occupancy report gives you an overview of forecast attendance. To find it, go to Attendance in your sidebar, then Reports and Occupancy, or go to Reports, then All reports and Occupancy.
What the Occupancy Report shows
The Occupancy report shows daily, weekly, or monthly percentages of attendance and Full Time Equivalent (FTE) details for each of your age groups or rooms. You can look at the average occupied space breakdown by day, week and month. The report uses the maximum capacity entered for your setting, by age groups or rooms.
💡 As the Occupancy report uses only age group or room capacities to forecast occupancy, it's not possible to calculate occupancy by pricing bands or invoicing profile
You can also 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'll get a dropdown list of all children registered in that age group or room over the selected time period. Occupancy figures are always based on expected attendance from booked sessions, not on actual attendance from check-ins.
Filtering your occupancy data
Two filter toggles give you control over exactly what's counted in your occupancy report, bookings CSV, and FTE summary.
Include absences
By default, bookings are filtered out on days where a child absence has been logged. If you'd like the report to reflect what was planned regardless of absences (for example, if you still charge for sessions when a child is absent), you can toggle this on to include those sessions in the calculations.
Include ad hoc purchases
By default, the report includes sessions from both booking plans and ad hoc purchases. If you'd like to view only sessions from booking plans to get a clearer picture of your core, predictable occupancy, you can toggle this off to exclude ad hoc sessions.
💡 Both toggles are also available in the CSV export modals, so your exported data will always match what you see in the report
Downloading a bookings report
You can download a list of sessions on children's booking plans, including approved ad hoc sessions, by clicking Download booking at the top of the Occupancy report. The downloaded report includes the date, duration, and name of each session within your selected date range, along with an indication of whether each session is part of the child's plan or an additional purchase.
Percentage and Full Time Equivalents
The Full Time Equivalent (FTE) view allows you to see the planned attendance for one or more children in relation to the opening hours of your setting. It's calculated as the number of hours of care booked for a child 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, their FTE is 1
If your setting is open 8am to 6pm and a child attends 9am to 5pm, their FTE is 0.8
If a child attends outside your normal opening hours, for example 7am to 7pm at a setting open 8am to 6pm, their FTE would be 1.2
The decimal number and percentage are two different ways of looking at the same figure. An FTE of 0.8 is the same as 80%.
Example:
Louis Reed has a plan with two full day sessions, each spanning 10 hours. The setting is open Monday to Friday, 7am to 5pm (10 hours per day, 50 hours per week).
On any single Monday, Louis's FTE is 10 hours attended out of 10 hours available = 1.0. For a full week, Louis's FTE is 20 hours attended out of 50 hours available = 0.4. This is lower because the setting could have provided 50 hours of care that week, but Louis is only booked in for 20.
💡 FTE may vary across different months due to closing days such as bank holidays, and months having uneven numbers of weekdays
Custom FTE
If your session setup makes it difficult to reach full time equivalency, you can use custom FTE. For example, if your setting is open 8am to 4pm and you offer a school day session from 8:30am to 3:30pm, a child on that session will almost reach full day FTE but not quite. Custom FTE lets you set that session as equivalent to a full day.
To set a custom FTE for a session, go to Settings, then Finances, Pricing, Pricing structure, and click on the session you'd like to update. Scroll down to the Full-time equivalency (FTE) section and set your custom FTE.
Custom FTE can be set to any decimal, for example 0.5 for a half day. Sessions can also be set to 0 if you don't want them to count towards occupancy at all.
💡 To enable custom FTE for your setting, reach out to our support team in-app
Occupancy percentage
The occupancy percentage shows what care you're providing as a percentage of the care you could be providing. For the whole setting, this is the sum of all children's FTEs divided by the total capacity for the setting.
Future Availability
🔒 Future Availability is available on Premium and Professional packages only
Future Availability can be found by going to Attendance in your sidebar, then Registration, Reports, and selecting Future availability from the Choose report dropdown.
This report shows the number of places available in your setting by comparing the maximum capacity of each age group or room against the plans of children assigned to them. It gives you an overview of places left for new children or ad hoc sessions and helps you plan ahead.
Each colour represents a level of availability:
Green — plenty of spaces available
Yellow — a few spaces available
Grey — zero spaces available (full capacity)
Red — over capacity
Missing rooms in Future Availability
If a room isn't showing in Future Availability, it's usually because no children have plans scheduled for that room. Check that children have active plans on their profiles and that there is an up-to-date attendance schedule for that room. If the room still isn't showing, make sure you've entered the room's capacity in Settings.
Organisational-level Occupancy Report
For settings with multiple sites, the Occupancy report is also available at the organisation level. Staff with the View occupancy reports permission can access this feature.
FTE summary
Shows the total FTE and occupancy percentage for each site, on a weekly or monthly basis. It also shows a sequential percentage change indicating whether occupancy has increased or decreased compared to the previous period. This calculation uses actual FTE, which is precise per day and accounts for closure days, room-level opening hours, room moves, and ad hoc sessions.
Drivers of FTE
By expanding the report, you can see the key trends driving changes in FTE:
Starters — FTE increases from children starting during the selected period
Leavers — FTE decreases from children leaving during the selected period
Upgrades — FTE increases from children moving to a larger booking plan (excluding ad hoc sessions)
Downgrades — FTE decreases from children switching to a smaller booking plan (excluding ad hoc sessions)
This calculation uses annualised FTE, which represents the average FTE based on each child's current booking plan. It's designed for tracking trends but doesn't account for closure days, room-specific opening hours, room transition rules, age group changes, or ad hoc sessions.
Exports
The organisation Occupancy report offers several export options:
Bookings CSV
Download a single CSV containing all child bookings within a selected date range for one or multiple sites. You can select any two-year date range, past, present or future.
FTE summary CSV
Export FTE and occupancy percentage data at the organisation, site, room, or child level for one or multiple sites. You can choose weekly or monthly date ranges and calculate by room or age group. You can download up to five years of FTE summary data for a single site, or two years for a multi-site organisation.
💡 To see a report of your organisation's capacity by site and room, download the FTE summary CSV and select by site or by room. You can then choose which sites to include and the date range. Combining both reports gives you a full view of capacity across each site and its rooms