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.


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.

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 indicates 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.

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

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.


Staff List

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.

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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.


Pricing

Staffing is an add-on tool to your current Famly package, replacing the need for another staff management software.

  • £1 per staff with a schedule in the current month

  • Staff can have multiple schedules in a month, but this will only count as 1

  • Schedules are charged in tiers of 5, for example if you have 0-5 staff with schedules in the month you will be charged £5, 6-10 staff with schedules, you will be charged £10

  • Downgrading of tiers can be done from the start of a month, and can be done by writing to support@famly.co.

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