Real Time Ratios
Indicators
Each program in your database (daycare, osc, preschool, etc.) has its own ratios page where real time ratios are calculated throughout the day. For example, to view your daycare ratios go to Daycare / Daycare Ratios.
On the ratios page, each room in your program will be represented by a green or red box. If the box is green, your room is in ratio and there are no other issues.
If the box is in red, you have a problem. Check the message to see what the problem is.
The most common error is that you don't have enough staff signed in to meet the required ratio, but there are two other potential errors you may see on this page, which you can enable/disable in Settings / Ratios. These are rules which can warn you about mixing a younger age group during certain times of day, or exceeding a maximum group size.
Calculating Ratios
Ratios are calculated not based on the room but based on the children currently signed into the room, and their age groups as defined in Admin / Program / Age Groups.
Ratios are defined for each individual age group, but TimeSavr also considers various rules in dealing with mixed age groups. All of these ratios and rules are found in Admin / Program / Ratio Setup. Using these rules, this means that children of various different age groups can be combined in a single room and TimeSavr will calculate the correct ratios.
The default settings for these rules comply with the Alberta Childcare Licensing standards, so only change these settings if they do not agree with the standards in your region.
Staff in Ratio
The way TimeSavr knows which staff are currently in ratio and in which room, is based on the activity used on the staff time sheet. Each room is linked to a staff activity, so that when staff are signed into that activity on their time sheet, they are assumed to be in ratio in the linked room.
When you create a new room, TimeSavr automatically creates a matching staff activity and links them together, so this is taken care of for you automatically, but if you ever see any issues with staff on the ratios page you can confirm these links in Admin / Rooms / Room Activity Links.
The room name should always match the activity name, for the sake of clarity. If you change the room name, for whatever reason, then it's a good idea to also change the name of the linked activity, and vice versa. To change the name of the activity go to Admin / Staff / Activities Setup.
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