Room Planning (your register in Famly)

In Famly, you can easily get an overview of the attendance in each room and plan your staff accordingly. The figures are based on the plans created and the ad hoc purchases added for the children.

Where to find it?

Click on ‘Apps’ in the menu on the left and select the app called ‘Room Planning’.

Customise Your Register

You can influence the overview by using the top bar - it enables you to select between different variables. You can choose:

  • the start date 
  • data grouped by Rooms,  Age Groups or Tags
  • all Rooms/Age Groups/Tags or just a single Room/Age Group/Tag represented 
  • AM/PM split or Detailed Breakdown
  • show full week or individual day

You change the settings by clicking on the field you want to change. 

Additionally, you can also select Child Signature Fields and Staff Signature Fields.

How to get a more detailed description?

If you select Detailed Breakdown, the green graphs on top give you an easy overview of the total expected children for the specific time period in the entire nursery on that specific day

Underneath the green graphs, you will see different criteria. The number of expected children is indicated for each age group. The total amount of children expected in the entire nursery is indicated at the bottom under ‘Summary’. 

Get the details by clicking on the criteria on the left. The details will reveal the attendance of each child in the specific group you selected.

Info: The age next to each child is the age of the child on the day, you have selected.

Occupancy and forecasting

The Occupancy Report and the Occupancy Planner provide you with an overview that can help you achieve full capacity every day - now and in the future. The Occupancy Report shows daily, weekly, or monthly percentages and FTE details for each of your age groups or rooms. The Occupancy Planner gives you an overview of the number of AM and PM children sorted by age group or room, week by week.

Where to find it?

When signed in to Famly, click Apps in the menu on the left. Then select 'Occupancy Report'.

The Occupancy Report

The Occupancy Report in the app section stores details about the occupancy in your nursery setting. You can look at the breakdown in days, weeks and months, in addition to being able to see the average occupied and available space data. The Occupancy Report gets the maximum capacity from the settings of your age groups or rooms.

Secondly, by clicking on specific groups, i.e babies, toddlers & Pre-school (shown below), you will get a drop-down list of the all children registered in that age-group over the period of time you have selected. You can also choose to look at % or FTE (full-time equivalent).

The occupancy is linked to the opening hours of the nursery. For example, your nursery opening hours are 8am-6pm. If the child attends from 9am-5pm, this will be represented by 0.8 FTE.  If a child attends 8am-6pm, this will be represented by 1 FTE. You are still able to add extra sessions outside the opening hours, and this will show in the occupancy report in the following example: if the child attends from 7am-7pm, this will be represented by 1.2 FTE.

The Occupancy Planner

If you click Occupancy Planner in the top right corner of the Occupancy Report, you will be able to see how many spaces are available. The planner splits into age groups or rooms at the top with weekdays and AM/PM just below. To the left you will see the weeks of the year.

The number showing in each of the coloured boxes indicates how many spaces you have available on a specific day (AM or PM), week by week.
Green box = Plenty of spaces available
Yellow box = Few spaces available
Grey box = Zero spaces available aka. full capacity
Red box = Over full capacity

How does it work?

The planner uses the maximum capacity figure entered for each age group (Settings -> Age Groups) or Rooms (Settings -> Rooms -> Settings) and compares it to the plans of the children assigned to that age group or room.

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