Introduction to Staffing

Staffing is an all-in-one solution to help you:

  • Schedule staff hours.

  • Ensure your rooms are in ratio.

  • Check staff holiday and sick leave.

  • Get reports on required, scheduled and attended hours, all of which can easily be exported to make payroll much more straightforward.

You can learn more from Josephine in the video below.

Staff Rotas

Staff Rotas is an add-on to Staffing, available via the Famly Store. The cost is £1 per member of staff per month + VAT, and can be purchased in blocks of 5 (therefore the minimum purchase is £5).

With Staff Rotas, you can:

  • Create weekly schedules for every member of staff, and easily download rotas to use for payroll.

  • See how much staff you need for each room based on required ratios.

  • Allow staff to see their upcoming hours, as well as their planned holiday and sick leave.

*Note: Please reach out to finance@famly.co if your staffing needs decrease so that they can update your subscription!


Where to find Staffing in Famly

Staffing must be enabled, when you add it to your package. You will need to allow specific permissions as below:

  • Access to basic child and employee info

  • Sign staff in and out

  • All permissions under 'Manage staff attendance and leave records', except 'Approve/Reject staff leave'

Once this is done, you simply log in to Famly, click on the Attendance icon, and select Staffing.


How to use Staffing:

Staffing allows you to schedule staff rotas, view staff attendance, and ensure you are meeting your required ratios for children booked in to your setting each day.

Overview

Once clicking into Staffing, you will land on an overview showing all of your rooms. Once you have entered some schedules and start signing your staff in and out, the graphs will populate.

Screenshot_2020-08-10_at_09.41.57.png
  • Red line = required staff based on child bookings.

  • Blue line = scheduled number of staff.

  • Green line = number of signed in staff.

  • The vertical 'Now' line = the present time.

    • The chart in the past (behind the 'Now' line) will show required staff based on signed in children, vs. number of staff signed in.

    • The chart in the future (ahead of the 'Now' line) will show required number staff based on the number of children scheduled.

Staff Schedule

You can now view staff hours weekly, or as custom range, as well as their total hours. To get a more detailed picture of each employee's working hours, click the time registration next to an employee.

To print the staff schedule click the Print button to the upper left:

From this view, you're able to see:

  • When staff signed in and out on a specific day.

  • Holidays (indicated with the sunshine icon).

  • Sick days (indicated with the thermometer icon).

  • Absences (indicated with a black circle with a line through it).

  • Failed sign-outs (indicated with the warning sign icon). These appear if a staff member was not signed out of the setting.

To edit or correct the registered hours

  • Click on the registration you want to edit.

  • A new pop-up will open.

  • If there are hours already entered, you can choose either to 'Edit' or 'Remove' them.

  • If there is already a status registered (a holiday day or a sick day), you can choose to remove it.

  • No matter if hours have been registered on the given day or not, you can choose to add a registration. You can either add a Sign-In or Out time, a Sick Day, or a Holiday Day.

Room View

If you click 'View Staff' under a room, the table showing room-level details will expand. You will see the graph for this room specifically, as well as all the employees associated in a table below.

Screenshot_2020-08-10_at_09.42.14.png

You are able to see the actual hours of attendance for each of your staff, according to when they signed in and out of your setting in the Famly app, (this is represented by the figures in black). You will also see a total at the end of each week. The figures in grey represent the hours scheduled for that member of staff.


Cover staff and breaks

To ensure that you're always staffed to ratio, you may need cover staff to be present in a room while other staff take their breaks. To do this, without making your rooms look over-staffed, you can simply enter breaks manually into the staff rotas (so long as they occur at a specific time).

In the example below, Daniel, Josh, and Kim are room staff, and Solveig is their lunchtime cover staff.

  • Daniel is on the early shift and always has his break from 11:00- 12:00, so his shift is entered in two blocks, from 7:00- 11:00, then 12:00- 15:30.

  • Josh is on the middle shift and always has his break from 12:00- 1:00, so his shift is entered in two blocks, from 8:00- 12:00, then from 13:00- 16:30.

  • Kim is on the late shift and always has her break from 13:00-14:00, so her shift is entered in two blocks, from 9:30-13:00, then 14:00- 18:00.

  • Solveig (the lunchtime cover) is therefore set to come in to the room from 11:00- 14:00, so the number of adults is always maintained.


Individual staff schedules

When you click on an individual staff member's row in the Overview tab a module comes up that allows you to add or amend their schedule (as below). You can enter the number of minutes they get for their break, so that your export for payroll is accurate.

image__12_.png

Once the schedule has been entered, it can be viewed in Staffing as well as on the staff members profile.

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