In this article:
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 and 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 is an add on to Staffing, available via the Famly Store. The cost is £1 per member of staff, per month 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
Where to find Staffing in Famly
The Staffing app 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, and click on the 'Apps' section, then select the 'Staffing' app.
How to use the Staffing app:
Your Staffing app 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.
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.
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.
Previously in the separate Staff Hours app.
You can now view staff hours weekly, or as custom range, and their total hours. To get a more detailed picture of each employee's working hours, click the time registration next to an employee.
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 child 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.
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.
Similar to your 'Staff Hours' app, 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 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 'Staff List' 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.
Once the schedule has been entered, it can be viewed in the 'Staffing' app as well as on the staff members profile.
Requesting and Approving Staff Leave
This feature must be enabled separately, in 'Settings', then the 'Staffing' section.
This setting means you (the manager) will get a notification if a staff member requests leave, for you to authorise. The leave requests are visible in 'Staffing', under 'Leave Requests', where you can view the details of the request, and decide to 'Approve' or 'Reject'
For your staff members, when clicking 'Holiday' in their profile, they will be prompted to 'Request' holiday. Once a request is sent, they can view this under 'Leave Details', on their profile. If the request for leave is approved, the member of staff will get a notification, and the leave is added into their profile. If the request for leave is rejected, the member of staff will get a notification with a note on the reasoning.