The Staff Scheduling page allows the user to schedule staff working hours on an ad hoc basis, or to meet the room ratio requirements. To access the Staff Scheduling page, click on the ‘Staff Scheduling’ menu option on the main menu on the left-hand side of the screen. This will open a page in which the user can select which room/staff/activity they would like to view the schedule for.

  1. The user can select a room or select all rooms using this drop-down menu. The rooms listed here are the rooms set up in the System Settings. For more information on creating rooms, please refer to the System Settings -> Rooms/Groups documentation on the Support Portal.
  2. The user can select a member of staff or all staff members from this drop-down menu. This list includes all the members of staff who work in the nursery. For more information on adding staff, please refer to the Staff -> Adding a Staff Member documentation on the Support Portal.
  3. The user can select the type of staff activity from this drop-down menu. This list includes all the activities set up in the System Settings. For more information on creating activities, please refer to the System Settings -> Activities and Pay Types documentation on the Support Portal. This field will be set to ‘All’ by default.
  4. The user can select the date they would like to view the schedule for in this field. Clicking on the field will open a calendar from which the user can select the required date.
  5. The user can select the date they want to view the schedule up until in this field. Clicking on the field will open a calendar from which the user can select the required date.
  6. The user can download a PDF of the staff schedule by clicking on this icon. The PDF will be displayed as follows:
  7. The user can view the schedule by clicking on this icon. This will open the schedule on the same page, as seen in the screenshot below.
  8. This legend shows the user the four colours used to indicate the capacity of a room: 
    1. Green = children and staff are in ratio
    2. Blue = the number of children is at full capacity of the room
    3. Red = the number of children is more than the capacity of the room
    4. White = more children can be scheduled in with the current number of scheduled staff
  9. This legend shows the user the three colours used to indicate the staff:child ratio of a room:
    1. Green = in ratio
    2. Blue = over staffed
    3. Red = under staffed


Once the user clicks ‘View schedule’ the schedule will appear below the legends. The schedule is broken down to show the schedule for each room for each date. For example, the screenshot below shows the schedule for all staff carrying out the care activity in the Dolphin room on 21/01/2019.

  1. The schedule date is displayed here.
  2. These two rows show how many children and staff are in the room at that time. These cells are colour coordinated, with the colours explained in the legends above.
  3. This area shows each individual staff member’s schedule. The schedules are those set up in the Staff -> Staff Scheduling section. For more information on creating a staff schedule in this way, please refer to the Staff -> Staff Scheduling documentation on the Support Portal.


The user can add to a staff member’s schedule by clicking on and dragging the cursor to the required start and end times. This will open a ‘Schedule Staff’ form in which the user can enter the details of the new schedule.

  1. The user can select the room using this drop-down menu. By default, this will be set to the room the user clicked on the schedule for.
  2. The user can select the staff member using this drop-down menu. By default, this will be set to the staff member whose schedule the user clicked on.
  3. The user can select the activity from this drop-down menu.
  4. The date the user is creating the schedule for is set in this field. By default, this will be set to the date the user clicked on the schedule for. The user can manually change the date by clicking on the field and selecting the required date from the calendar that appears. 
  5. The schedule start time can be entered here. By default, this will be the time the user clicked on to create the session. 
  6. The schedule finish time can be entered here. By default, this will be the time the user dragged their cursor to when creating the session.
  7. The user can add any additional notes about the schedule in this field.
  8. The user can tick this tick box if the staff member will be paid the step-up rate for carrying out this activity.
  9. Once the user has entered the necessary information, they can create the schedule by clicking on the ‘Schedule’ icon.


Once the user clicks ‘Schedule’, the new schedule will appear. This will change the values in the ‘Staff’ column and may also change the colour of the values depending on the new staff:child ratio. The schedule in the staff member’s profile will also be updated to reflect the changes made to their schedule.