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Setting Up Required Staff Ratios
Setting Up Required Staff Ratios
Julia Rose avatar
Written by Julia Rose
Updated over a week ago

Setting up Age Group Staff Ratios

Age group ratios monitor mixed and same-age groups in rooms, highlighting throughout the app when the staff ratio is not being met (for example, in your Staff schedule and your Room planner). To add your staff ratios for age groups:

  • Click Settings.

  • Select Children.

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

  • Enter your Staff ratio for each age group by clicking on the pen icon to edit.

  • Remember to save your changes when you're ready!

Scheduling Age Group Ratio updates

In Famly you can schedule a group ratio change in advance. This is a helpful solution to address ratio changes such as those announced in England from September 2023. The UK Department of Education has now updated the EYFS to reflect an optional update to the staff-to-child ratio requirement for two-year-old children. From September 2023, one member of staff will be allowed to look after five children, up from four children. More information can be read here.

You can schedule a change in ratio in advance by:

  • Clicking on Settings

  • Selecting Children then Age groups from the drop-down menu

  • Navigating to Scheduled changes

  • Clicking on View scheduled changes

  • Selecting Create new plan

  • Enter the change in ratio, age range and capacity, and the date you want it to be valid from

  • Click Save and the plan will update on the selected date

Setting up Room Staff Ratios

Although we recommend using Age group ratios (as these are reflected in both the Staff schedule and your Room planner), you can also set up ratios per room. Please note, that ratios set up per room will still appear on your Room planner, but not in Staffing. To set up room-based ratios:

  • Go to Get started and select Rooms

  • Click on the cog icon for the room you'd like to enter a ratio for

  • In the Staff Ratio box, enter how many children per staff member for that room. For example, if your ratio is 1 staff member per 4 children, enter 4.

  • Click Update once you're ready!

Calculating Required Staff

Famly will calculate the staff you need for each room in your Room planner based on the required ratios you've entered.

  • If the staff ratio is set in the Room Settings. Famly will use that staff ratio for the required staff calculation

  • If you have set a staff ratio on your Age Groups, Famly will use that staff ratio for the required staff calculation (just make sure you enter a 0 in the Staff Ratio section in your room settings, as room ratios override age group ratios)

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