The Student Staff Ratio module provides a real-time overview of classroom ratios by comparing the number of checked-in students against available staff. It helps administrators monitor compliance, identify understaffed classrooms, configure target ratios, and receive alerts when staffing levels fall below the defined threshold.
Navigate to Student Staff Ratio
Go to: Attendance â Student Staff Ratio
This page displays the live student-to-staff ratio for all classrooms based on attendance records.
Dashboard Overview
At the top of the dashboard, you'll find a summary of your center's staffing status for the selected date.
The dashboard displays:
Checked-In Staff â Total staff currently clocked in.
Checked-In Students â Total students currently marked present.
Overall Ratio â Overall student-to-staff ratio across the center.
All Rooms â Total number of classrooms.
Use the Date Filter to review ratios for a specific day.
Filter Classrooms
Use the Room Filter to quickly identify classrooms based on their staffing status.
Available filters include:
All Rooms â Displays every classroom.
Under Staffed â Displays classrooms operating below the configured target ratio.
Over Staffed â Displays classrooms with more staff than required.
Each classroom card displays:
Classroom name
Target ratio
Current live ratio
Number of checked-in staff
Number of checked-in students
Current status
Possible status indicators include:
Optimal
Under Staffed
Over Staffed
Monitor Live Classroom Ratios
Each classroom card updates automatically based on student and staff attendance.
The card displays:
Live student-to-staff ratio
Target ratio
Total checked-in staff
Total checked-in students
Classroom status
This allows administrators to quickly identify rooms that require staffing adjustments.
View Ratio Trends
Scroll down to the Chart View section to monitor ratio changes throughout the day.
You can:
View all classrooms together.
Filter by an individual classroom.
Compare live ratios against the configured target ratio.
Each classroom chart displays:
Current Ratio
Target Ratio
Status
The graph helps you identify how staffing levels have changed over time.
Alert Panel
The Alert Panel displays any classrooms that require immediate attention.
Examples include:
Low staffing
Ratio violations
Critical alerts
If no issues are detected, the panel displays:
No alerts found â All rooms operating normally.
This provides administrators with a quick overview of center-wide staffing health.
Recommended Screenshot: Alert Panel
Configure Target Ratios
Administrators can configure target student-to-staff ratios for each classroom.
To access settings:
Click the Settings (âïž) icon.
Select the classroom you want to configure.
The configuration page displays:
Classroom Name
Low Staff Alert status
Target Ratios
Settings
Set Classroom Ratios
Each classroom can have different target ratios throughout the day.
For example:
Morning â 1:4
Noon â 1:6
Playtime â 1:8
Configure ratios based on your operational or regulatory requirements.
Once saved, these ratios are used to monitor live staffing levels.
Enable Low Staff Alerts
Low Staff Alerts notify administrators whenever a classroom falls below its configured staffing requirement.
To enable alerts:
Open the classroom settings.
Enable Low Staff Alert.
Save your changes.
When enabled, the classroom will appear in the Alert Panel whenever the live ratio exceeds the configured limit.
Configure Individual Classrooms
Each classroom has its own settings, allowing you to:
Enable or disable low staff alerts.
Configure different target ratios.
Update classroom-specific staffing requirements.
This flexibility allows each room to follow its own licensing or operational guidelines.
Understanding Ratio Status
The dashboard automatically categorizes each classroom based on its current ratio.
Optimal
The classroom is operating within the configured target ratio.
Under Staffed
The classroom has fewer staff members than required.
Immediate action may be needed to maintain compliance.
Over Staffed
The classroom has more staff members than required based on the configured ratio.
Best Practices
Configure target ratios for every classroom before using the dashboard.
Enable Low Staff Alerts for classrooms requiring close monitoring.
Ensure staff and students are checked in accurately to maintain correct live ratios.
Review the Alert Panel throughout the day to quickly respond to staffing changes.
Use the Chart View to analyze staffing trends and identify recurring ratio issues.