Rooms & Ratios

Providers

Rooms let you split your setting into areas (e.g. Baby Room, Preschool), set a required ratio for each, and assign children and staff to them.

Creating a Room

Click Add Room on the Rooms page. Give it a title, an optional description, a capacity, and an age group. Set the required ratio as children:staff (e.g. 4 children : 1 staff member for an under-2s room).

Assigning Children and Staff

From the Rooms page, add a child or a staff member to a room the same simple way - pick them from the list of people not yet assigned. This assignment is across-the-board, not day-by-day: it says which room someone belongs to, not who's actually signed in there today.

How the Dashboard Ratio Is Calculated

The dashboard's "staff ratio" figure used to come from one flat setting for the whole nursery. It now works out, per room, how much staff that room needs based on who's enrolled in it, then blends that across every room.

If no room has a ratio configured, the old flat setting is still used as a fallback.

This figure is based on room enrolment, not who's actually signed in today. To see who was in each room on a particular day, use Rooms on a Date below.

Who Was in Each Room on a Date

Go to SerenPass > Reports > Rooms on a Date and choose a day. The report lists the children in each room with their sign-in and sign-out times, the staff who signed in to the room, and how many staff the room's ratio needed at its busiest moment.

Children: a child is placed in the room their contract sessions for that weekday sit in. If they have no room-bound session, the room they are listed in now is used.
Staff: each staff sign-in records a room. If the scheduler rota puts them in one room on that weekday, that room is used; otherwise, if they are assigned to just one room, that one is used automatically. If they are in several rooms, or none, a manager can pick the room for that day on the report, including for past days.

Staff rooms are only recorded from when this feature was introduced. For earlier days, choose the room by hand on the report.

Splitting a Room into Ratio Bands

If one room has children of different ages who need different ratios (e.g. 1:3 for under-2s, 1:8 for 3+), you can add Ratio Bands to that room from the room's edit page. Give each band a label, an age range, and its own ratio.

Then, when adding a child to the room (or at any point afterwards), pick which band the child is in from the dropdown next to their name. The ratio badge now works out how much staff each band needs separately, then adds them together - rather than assuming one ratio for the whole room.

If a child's age no longer matches their assigned band, you'll see a small warning next to their name - move them into the right band the same way.

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