The average occupancy charts display the average occupancy for the nursery over the selected month. There are two charts in this section: an average occupancy percentage chart and a full-time equivalent (FTE) chart. These charts calculate the occupancy of the nursery and the individual rooms using the core hours of the nursery, as set up in the branch settings, as well as the nursery and room capacities. Capacity is used to indicate the maximum number of children who can occupy a room at one time (please note, this is different to the child limit – for more information please refer to the System Settings on the Support Portal).


The core hours are multiplied by the capacity of the room to give the total number of available hours in that room for a day. For example, if a nursery has 10 core hours a day and three rooms which each have a capacity of 10:


Room 1 has a capacity of 10 x 10 hours = 100 hours.
Room 2 has a capacity of 10 x 10 hours = 100 hours.
Room 3 has a capacity of 10 x 10 hours = 100 hours.
Therefore the nursery has a total of 300 hours available per day.


Average Occupancy % Chart


The average occupancy % chart adds up all the children’s scheduled hours in each room per day to calculate how many hours are occupied, as a percentage of the maximum available hours (300 hours in the above example). The chart is initially shown in a collapsed view which shows a summary of the occupancy for each room on each day.

  1. The user can switch between viewing the average occupancy % chart and the average FTE chart by clicking on this button. The average occupancy % chart will be displayed by default.
  2. The user can download a spreadsheet of the collapsed view by clicking on this button.
  3. The user can download a spreadsheet of the expanded view by clicking on this button.
  4. The user can filter the chart based on the age group they wish to look at by clicking on this button. This will open a pop-up window in which the user can enter the ages.
  5. The chart will automatically display data for the current month. The user can change the month by clicking on these arrow buttons.
  6. The user can also change the date they are looking at by clicking on this button. This will open a calendar from which the user can select the required date.
  7. The total average occupancy for the nursery and for each individual room is displayed in this column.
  8. The dates are displayed in this row. Only the core days, as set up in the branch settings, will be displayed.
  9. The nursery and room names are listed here. The capacity of the nursery and for each individual room is also listed. Each room has a colour that is used to make it easier to read the chart. This is the colour assigned to the room in the Global Settings or System Settings.
  10. The occupancy percentage of each room is shown for each date in this data grid. The nursery occupancy percentage for a day is the average of the room occupancy percentages for that day. The total average occupancy for each room is the average of each of the daily occupancy percentages over the month for that room.


By clicking on a room name, the user can expand the view for that room. A list of children will then appear with each child’s schedule displayed on the chart. The schedule shows the number of hours the child is attending the nursery on that day.


Average FTE Chart


Full-time equivalency (FTE) is a single measurement used to account for variations in session types such as full day, morning and afternoon sessions.


A child who attends a full day session (the maximum hours available for child bookings in a day) has an FTE of 1.0.
A child who attends a morning session (half the maximum number of hours available for child bookings in a day) has an FTE of 0.5. Therefore, two children attending a morning session will have a total FTE of 1.0, i.e. they are the equivalent of one full-time child.
If all three of these children were in the same room, the room would have an FTE of 2.0, the equivalent of two full-time children. If the capacity of the room is 10, this would mean there is space for another 8 full-time children.
If the user allows a drop-in session, the FTE would be calculated as the number of hours attended divided by the total number of hours available. For example, a child attending for 4 hours a day at a nursery with 10 core hours a day would have an FTE of 4/10 = 0.4.


To access the average FTE chart, slide the switch from Average Occupancy % to Average FTE.

  1. The user can switch between viewing the average occupancy % chart and the average FTE chart by clicking on this button. The average occupancy % chart will be displayed by default.
  2. The user can download a spreadsheet of the collapsed view by clicking on this button.
  3. The user can download a spreadsheet of the expanded view by clicking on this button.
  4. The user can filter the chart based on the age group they wish to look at by clicking on this button. This will open a pop-up window in which the user can enter the ages.
  5. The chart will automatically display data for the current month. The user can change the month by clicking on these arrow buttons.
  6. The user can also change the date they are looking at by clicking on this button. This will open a calendar from which the user can select the required date.
  7. The total average FTE for the nursery and for each individual room are displayed in this column.
  8. The dates are displayed in this row. Only the core days, as set up in the branch settings, will be displayed.
  9. The nursery and room names are listed here. The occupancy of the nursery and for each individual room is also listed. Each room has a colour that is used to make it easier to read the chart. This is the colour assigned to the room in the Global Settings or System Settings.
  10. The FTE of each room is shown for each date in this data grid. The nursery FTE for a day is the sum of the room FTEs for that day. The total average FTE for each room is the average of each of the daily FTEs over the month for that room.


By clicking on a room name, the user can expand the view for that room. A list of children will then appear with each child’s schedule displayed on the chart. The schedule shows the child’s FTE for that day. A room’s FTE for a day is the sum of the children’s FTEs for that day.

The data from the average occupancy % chart and the average FTE chart are displayed on the Dashboard. For more information on this please refer to the Dashboard documentation on the Support Portal.