Setting up room ratios in a new room

You can enter staff to child ratios in the app, to ensure your rooms are correctly staffed. When setting up your rooms:

  • Log in to the app

  • Click 'Get Started'

  • Select 'Rooms'

  • Here you can add rooms to your setting. Type the room name in the text box then click 'Add new room'

  • A new window will open (as below) where you can define the settings for the room, including setting the ratio of staff to children.
    If you have mixed age group rooms, do not enter the ratio of those rooms in the room settings- simply leave them blank.


Adding or changing staff to children ratios in an existing room

You can also change, amend, or add a ratio to a room after you've created it. To do this:

  • Log in to the app

  • Click on 'Settings'

  • Select 'Rooms' then 'Overview' from the drop-down menu

  • Click on the room you want to apply a ratio to. A new window will open (as below) allowing you to edit or add information to the room, including capacity and staff ratio

  • Click 'Save changes' when you've finished.


Setting up ratios in rooms with mixed ages

These should be used if you have mixed age groups in a single room. To set up ratios where children are different ages:

  • Click 'Settings'

  • Select 'Children'

  • Next, click on 'Age groups' from the drop-down menu

  • Here you will enter the staff ratios for the specific age groups (as shown below).


Calculating Required Staff

If the staff ratio is set in the room settings, the app will use that staff ratio for the required staff calculation (even if you have set a staff ratio on your age groups).

If you haven't set a staff ratio in your room settings, the app will find the age-groups for the children in the room on the given day and then use that to calculate the combined required staff for the room.

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