Watch our 60 second video to learn how to set up a room!
Prefer to read? See our full step by step guide below!
You can add as many rooms or groups as you wish! The ages must lead from one to another. For example:
Baby Room: 3 months - 12 months
Toddler Room: 12 months - 24 months
Pre-school: 24 months - 60 months
You can stipulate how many children each group has capacity for and the typical ratio. This will formulate the parameters for your current and forecasted Occupancy.
Rooms on the platform are quick and simple to set up! You are able to add as many rooms as you wish by following the steps below.
More > Rooms > + Create
When adding a room you will need to input specific information in relation to the room.
Room name: This is the name of the room.
Start Age: The age the children will be when they enter this room.
Finish Age: The age the children will be when they leave or move onto the next room.
Capacity: The amount of children you are able to have in the room.
Ratio: How many staff you need in relation to the amount of children.
Minimum staff required: The amount of staff you need for the minimum amount of children. For example, if you had 1 child how many staff would be required?
Once the rooms have been created they will display like the image below.
More > Rooms > Active rooms will be displayed
On this page you are able to filter by active, archived & all rooms. You can also edit your rooms.
More > Rooms > Click edit key on specific room > Here you can archive or edit the room details > Save.
Room types (staffing module activated)
If you do not have the staffing module activated please contact email@example.com to upgrade your package.
When creating a room, there are three room types:
- Teaching room: These are rooms that include children. They can work with children’s room moves and will appear across the platform. Define the typical age groups for the room and the maximum capacity to flag in the occupancy if a room is under or over capacity.
- Non teaching rooms: These are rooms without children (e.g. office or kitchen) that are used for staff management across the register, worklog, rota and staff exports.
- Outdoor location: Works the same as non teaching rooms but more specific to outdoor areas such as the garden.
A minimum staff required value can be set for rooms to calculate the staff required when planning the rota. For teaching rooms, set one value for the minimum staff required as if one child is present in the room the minimum staff required value would apply. For non teaching and outdoor locations there are no children’s requirements so you can create more specific rules for times on each day of the week for the minimum staff required.
Default room moves will need to be created to inform the platform on how your children move between the rooms within your nursery! Your default room move will also enable the occupancy feature to work effectively and project data!
More > Rooms > Default moves > Add default room move > Select move from room > Select move to room > Select move on > Click the tick
Move from & to: All of your rooms set up within your nursery settings should appear in the move from & move to drops downs. The additional option will be leaving under the move to drop down.
Move on: There are two options here, move immediately at room end age & end of month at room end age.
Top tip: Once you have successfully set your default room moves you will see that a green tick appears by the room name.
The rooms, the default room moves have been set which means the room moves will now have been automatically populated based on the child’s specific information for example their date of birth.
More > Rooms > Room Moves
On this page, you are able to filter by room & filter by date range by simply using the filters displayed. You can also use the search child bar to narrow down your search.
Top tip: Although the room moves are automatically populated, we understand that they may need to be delayed or happen sooner! Therefore, you are of course able to edit them!
Editing a room move
On the room moves page, you will have the option to confirm & edit a room move.
More > Rooms > Room moves > Click the edit key > Current room is displayed under move from > Select the move to room from the drop down > Enter move on date > Assign new key person > Submit.
Confirming a room move
When confirming a room move, you are happy with the specified date. This then reflects the register which means on that date you will see the child appear in the room they are moving too. Once you have confirmed the room move, the greyed out tick will appear green like so.