What is the Room Planner?
The Room planner is your digital register on Famly. It helps you see which children are attending each day and plan your staffing accordingly
How to find the Room planner
Click on the Attendance section in your sidebar
From here, click on the Room planner tab at the top
Understanding the Room Planner
How to get an overview of attendance
The Room planner gives you a clear overview of the expected attendance in each room
It includes:
Children's regular attendance schedules
Any ad-hoc sessions that have been booked
You can also switch to a Detailed Breakdown over a full week to see detailed breakdowns starting from a specific date.
If you prefer, you can display Full days within a week to see the maximum number of children expected at any one time. Below is an example of a Full week, detailed breakdown overview with a specified start date:
What is the difference between total children and max. children on the Room Planner?
Total Children refers to the number of children expected to attend the nursery on any given day. For example, in the screenshot above, 3 children are expected to attend the nursery on Tuesday. So the Total Children column shows 3.
Max. Children refers to the maximum number of children who are in the room at the same time. In the screenshot above, 3 children are expected to attend the nursery on Tuesday, but only 2 of them will ever be in the in the Oak room at the same time (Felix and Harley from 6:00-12:00, and then Harley and Frankie from 12:00-18:00). So the Max. children column shows 2. The Max. children figure lets you know that there will never be more than a certain number of children in a room at one time. So you don't need to adjust your staff ratios to the total children figure, but rather the Max. children figure.
💡 Use the Max. Children number for staffing ratios, not the Total Children
Why are some children or days missing from the Room planner?
If you notice that children or certain days are missing from the Room planner, it’s usually because of gaps in the relevant Attendance schedules.
The Room planner displays attendance based on these schedules, so if dates are missing there, children using that Attendance schedule won’t appear in your register.
To check and update this:
Go to the child's profile and confirm which Attendance schedule is linked to their booking plan
Go to Finances → Pricing → Fundamentals and scroll down to Attendance schedules
Open the relevant schedule and scroll to the missing date
If the date isn’t highlighted in purple — but should be — click on it (or multiple days) to highlight
Click Update when you're finished
After updating, the missing child or day should appear correctly in the Room planner.
How to View a Detailed Attendance Breakdown
Use the filters at the top of the Room planner to customise what you see.
You can filter by:
Date
Room
Child age
Session (AM/PM or Detailed Breakdown)
After applying filters, the table below will update with the matching children and attendance
Staff Required is calculated automatically based on your Room or Age Group ratio settings
A summary of the total number of children appears at the bottom
Icons to Know:
A thermometer icon means a child is off sick
A sun icon means a child is on holiday
A red and white cross icon means the child has allergies
A checkmark icon means the child is expected to attend during the checked hours
You can click on a room in the first column to open up detailed attendance for that group.
💡 The age shown next to each child's name reflects their age on the date you are viewing
How to Print a Physical Register
If you need a paper version of your register, you can easily print one from the Room Planner
To print the register:
Tick Child Signature Fields if you want a space for signing children in and out
Tick Staff Signature Fields if you want a space for staff sign-ins
Choose if you want to display allergies or dietary notes for the children
When you're ready, select Print
Remember, you can still sign children in and out digitally within Famly as well.
