How to Configure Center Ages, Ratios, Schools & Transport Groups

Step 1: Select the Center and Open the General Section

From the organization level, ensure that all centers have already been created. Then:

1. Open the center selection menu and choose the specific center you want to configure.

2. Navigate to the General section for that center.

At the top of the General section, you will see four categories:

• Center basic information (read-only)

• Ages

• Team ratio rules

• Schools and transport

The basic information is read-only and comes from the organization setup where you originally added each center.

Step 2: Configure Age Categories

1. Go to the Ages section.

2. Review existing age categories (e.g., Infants 12–18 months).

   

3. To add a new age category, click the plus (+) icon.

4. To delete an existing age category, deselect or choose it, then open the triple-dot menu and select Delete.

   

5. For each age category, decide whether it is:

   • Age-based (defined by the child’s age in months), or

   • Grade-based (defined by school grade only, ignoring exact age in months).

6. Typical examples:

   • Age-based: Infants, Toddlers, Preschool, Pre-K with specific month ranges.

   • Grade-based: Kindergarten (must be in kindergarten), Out of School Care (grades 1–6).

7. To edit any age category, expand it and adjust:

   • Name

   • Age type

   • Range type (age or grade) or (low and high range in months)

8. Use the question mark icon for more detail on range type definitions.

Ages are foundational for each center and will be used later to define rates, programs, and registration rules.

Step 3: Define Team Ratio Rules

1. Open the Team ratio rules section.

   

2. To add a new ratio rule, click the plus (+) icon.

   

3. To remove a ratio rule, select it and use the delete option.

   

4. For each ratio rule, configure:

   • Name of the ratio.

   • Age group it applies to (this comes from the age categories configured in Step 2).

   

• License type it applies to (e.g., preschool, daycare, out of school care).
  Available license types differ by state or province.

• Standard ratio (children per staff) for that age group.

  • Napping ratio, if your state or province has different requirements during nap times.

  • Max team size (maximum group size at any one time). For example, infants may have:

    • Ratio of 1:4

    • Max team size of 8 children (meaning two staff with no more than eight infants in the same group or team).

Step 4: Configure Schools and Transport

1. Open the Schools and transport category.

You will see Schools on the left and Transport groups on the right.

4.1 Manage Schools

1. Add all schools that children attend or that you transport to—even if you do not provide transport but still want to track the child’s school.

2. To add a school, click the plus (+) icon.

3. To delete a school, select its checkbox, open the triple-dot menu, and choose Delete.

   

4. Use the duplication option if you want to copy an existing school record and adjust it.

   

5. To edit a school, expand it and update its details.

   

6. When adding or editing a school, complete:

   • Required: School name, grades serviced.

   • Optional: Address information, phone information.

7. Use the Available toggle to control whether the school is selectable during registration.

   

If Available is turned on the school appears on the online registration form for programs (e.g., out-of-school care) that require a school, parents and staff can select that specific school.

If you do not want the school to be selectable or tied to any program, disable its availability so it is for informational tracking only.

4.2 Manage Transport Groups

1. Review the help tooltip for transport groups to understand their purpose.

   

2. Create transport groups to organize children by specific transport runs (e.g., AM bus run, PM pickup), even when they come from multiple schools or grades.

3. Add as many transport groups as needed for different runs and routes.

   

4. When registering children into programs, you can assign one or more transport groups to each child as appropriate.

5. These assignments allow you, in the attendance module and various reports, to quickly filter children by transport group (e.g., AM bus run, PM pickup) and verify who should be on each transport run.