A well-structured classroom setup is the key to smooth daily operations in any childcare or learning environment. With the right classroom settings, you can assign children to groups, manage attendance, track activities, and streamline communication—all in one place!
In this guide, you'll learn how to:
✔️ Create and customize classrooms to match your center's structure.
✔️ Assign children and staff to specific rooms for better organization.
✔️ Adjust classroom settings to support daily routines and learning programs.
A well-organized classroom ensures an engaging and structured environment, making daily management effortless for educators and administrators! ✅🏫✨
📌 Note: While you can create and manage room settings from the dashboard on the app, the full room list, creation, and settings management are only available on the portal. ✅🏫
📖 Table of Contents
Learn how to navigate the settings to view and manage classroom lists.
Understand user roles and permissions for managing classroom settings.
Adjust and customize classroom settings for better organization.
Exploring Room Settings Options - Overview of key settings for room customization.
Room Capacity & Staff Ratio - Set limits on room occupancy and maintain proper staff-to-child ratios.
Setting Up Status Tracking for a Classroom - Enable or disable specific status updates to track classroom activities.
Saving & Deleting Room Settings - Ensure all changes are saved and learn how to properly delete a room.
How to Access the Rooms List and Settings
1️⃣ Go to the Menu – Located at the far left of the screen.
2️⃣ Select Finance – Click Finance from the menu list.
3️⃣ Navigate to Basic Setup– On the left panel, under Basic Settings, click Rooms.
📌 Pro Tip: This section allows you to view, create, and manage classrooms, ensuring organized room assignments and efficient scheduling! ✅🏫
Who Can Create and Manage Room Settings?
Access to creating and managing room settings depends on the user’s role and permissions within the system.
✔️ Company Owners – Have full access to create, edit, and manage room settings across all locations.
✔️ Location Admins – Have full control over room settings but only for their assigned locations.
✔️ Staff Members – Require the "Create Rooms and Groups" permission to create and manage room settings.
Can only manage rooms they are assigned to (Primary and Managed rooms).
Cannot modify settings for rooms outside their assignment.
📌 Pro Tip: Ensure staff permissions are correctly assigned to allow them to manage only relevant rooms while keeping overall control with admins and owners! ✅🏫
Creating a Room
1️⃣ Go to the Room List – Navigate to the Rooms section in settings.
2️⃣ Enter a Room Name – Type the desired room name in the text bar.
3️⃣ Click "Add Room" – Press the "Add Room" button next to the text bar to create the new room.
📌 Note: The staff member who creates the room is automatically assigned as a Manager/Collaborator for that room, allowing them to manage its settings and details. ✅🏫
📌 Pro Tip: Choose a clear and descriptive room name to help organize classrooms efficiently! ✅🏫
Managing Room Settings
To modify room settings, follow these steps:
1️⃣ Go to the Room List – Locate the room you want to update.
2️⃣ Click "Settings" – Select the settings icon next to the room name to access customization options.
📖 Exploring Room Settings Options
Basic Settings
✔️ Upload an Image for the Room
Click on the profile image placeholder.
Select an image from your device to represent the room.
✔️ Edit Room Name
Update the room name by entering a new name in the Room Name text box.
✔️ Choose a Theme Color for the Room
Select a theme color under Room Color to visually differentiate rooms.
📌 Why? Theme colors help with organization and easy identification in reports and schedules.
✔️ Add a Room Description
Provide a brief description of the room's purpose, such as its age group or activities.
✔️ Assign a Phone Number for the Room
Enter a dedicated contact number for the room if applicable.
Room Capacity & Staff Ratio
📌 What Are Room Capacity & Staff Ratio?
✔️ Room Capacity – Defines the maximum number of children that can be assigned to a room.
✔️ Staff Ratio – Determines the number of children per staff member, ensuring proper supervision and compliance with safety regulations.
📌 Purpose of These Settings
Helps maintain safe and manageable classroom sizes.
Ensures compliance with local childcare regulations.
Supports staff scheduling and resource allocation.
📌 Where These Settings Apply
✔️ Occupancy & Room Planning: These values are used for automated room planning, helping centers balance staffing needs and room assignments.
📖 Setting Up Room Capacity & Staff Ratio
To configure the room capacity and staff ratio, follow these steps:
📌 Adjusting Room Capacity
✔️ Use the ➕ (plus) and ➖ (minus) buttons to increase or decrease the maximum number of children assigned to the room.
✔️ This helps ensure the room does not exceed its designated capacity.
📌 Adjusting Staff Ratio
✔️ Use the ➕ (plus) and ➖ (minus) buttons to set the number of children per staff member.
✔️ The ratio follows the format 1 staff per X children (e.g., 1:2, 1:5).
📌 Pro Tip: Adjust these settings carefully to meet safety regulations and ensure the best supervision and care for children in each room! ✅🏫
📖 Understanding Staff Ratio
✔️ What is a Staff Ratio?
The staff-to-child ratio defines how many children can be assigned to one staff member in a room.
Ensures proper supervision, quality care, and regulatory compliance.
✔️ How to Set the Staff Ratio
Enter the number of children per staff member (e.g., 1:2, 1:5).
The system automatically calculates the required staff based on total children.
📌 Example Input Values:
Input 2 → Ratio of 1:2 (1 staff per 2 children).
Input 5 → Ratio of 1:5 (1 staff per 5 children).
✔️ How It Works
The entered number refers to children, meaning the ratio is always 1 staff per X children.
The system automatically calculates staffing needs using the formula:
📌 Staff Required = (Total Children) ÷ (Children Ratio/Staff)
📖 Example Calculations
📌 Scenario 1:
Total Children: 12
Children Ratio/Staff: 1:2
Staff Required: 12 ÷ 2 = 6 staff members for 12 children
📌 Scenario 2:
Total Children: 25
Children Ratio/Staff: 1:5
Staff Required: 25 ÷ 5 = 5 staff members for 25 children
📖 Setting Up Status Tracking for a Classroom
You can enable or disable specific status options to track and update classroom activities.
🚫 Disabled statuses will not be visible among the available activity options in the classroom. If you notice a missing status or activity, always check the room settings to ensure it is enabled.
✔️ Use the ✅ checkboxes next to each option to add or remove statuses based on your tracking needs.
⚠️ Note: Vacation, Sick, and Check-In statuses cannot be disabled. These are essential tracking statuses, so they will not appear in the list of options to remove.
📌 Pro Tip: Keeping only relevant statuses enabled ensures efficient tracking and clearer records while preventing unnecessary options from cluttering the activity list! ✅🏫
📌 Available Statuses & Their Meanings
✔️ On/Off Trip – Tracks whether children are inside the classroom or on an external trip.
✔️ Sleep – Monitors nap time status, helping staff track children's rest periods.
✔️ On/Off Bus – Indicates when children board or exit transportation services for safety tracking.
✔️ Diaper Change/Toilet Visits – Keeps records of diaper changes and bathroom visits for daily care monitoring.
✔️ Ouch Report – Logs minor incidents or injuries that occur in the classroom.
✔️ Mood – Allows staff to track a child's emotional state throughout the day.
✔️ Meals – Records meal times and dietary tracking for each child.
✔️ Is in a Meeting (Staff Only) – Marks when staff members are unavailable due to a meeting.
✔️ Has a Child Sick (Staff Only) – Notes if a child is feeling unwell or has been reported as sick.
📌 Pro Tip: Customizing status tracking ensures better communication, real-time updates, and accurate records for classroom management! ✅🏫
📖 Choose What Parents Can See
You can customize which child activity updates are visible to parents by enabling or disabling specific options.
🚫 If disabled, parents will not receive updates on these activities or have access to viewing them in the app.
✔️ Diaper Change/Toilet Visits – Allows parents to track their child's bathroom visits and diaper changes, providing better daily care insights.
✔️ Nap Times – Displays when and how long a child has napped, helping parents stay informed about their child’s rest patterns.
✔️ Show Child Age – Enables parents to view their child's age directly in the app for easy reference.
✔️ Expected Pickup Time & Person – Parents are required to enter both the expected pickup time and the designated pickup person to enhance security and smooth end-of-day transitions.
📌 Pro Tip: Adjusting parent visibility settings ensures that families receive only relevant updates, improving communication while keeping certain details private! ✅👨👩👧
📖 Saving & Deleting Room Settings
💾 Save Settings
✔️ Always remember to scroll to the end of the Room Settings page to save any changes before exiting. This ensures all updates are successfully applied.
🗑️ Deleting a Room
🚫 A room cannot be deleted if it has assigned children, staff, or managers/collaborators.
✔️ Solution:
To delete a room, follow these steps:
1️⃣ Reassign All Children – Move all assigned children to another room before deletion.
2️⃣ Unassign All Staff – Remove or switch all staff from the room, whether they are primary caregivers or managers.
3️⃣ Go to Room Settings – Navigate to the room settings page and click "Delete" at the bottom of the page.
📌 Pro Tip: If you are unable to delete a room, double-check that no children, staff, or managers remain assigned before proceeding! ✅🏫
📖 Want to Master Room Planning & Occupancy Management?
🏫 Optimizing classroom space and staff assignments is key to running an efficient, well-organized childcare center!
📌 Read more:
🔹 Room Planning Tool: Organize and Optimize Room Assignments – Learn how to strategically assign children and staff, prevent overcrowding, and maintain seamless classroom operations.
🔹 Occupancy Planner: Optimize Space and Resources – Discover how to maximize room usage, balance staff-to-child ratios, and plan for future growth effectively.
🚀 Take control of your center’s organization and create a smooth, structured learning environment today! ✅🏫✨