Check occupancy with Room Insights

See who's here, which rooms are in or over ratio, and how many enrollment spots are open, then move children or staff straight from a room's card.

guideUpdated 2026-10-09 Raw markdown

Room Insights (Organization → Room Insights) shows every room right now: who's here, who's staffing it, whether it's in ratio, and how many enrollment spots are open. The Room Overview section on your Dashboard shows the same room cards, with a View all rooms link to this page. Only admins can open it.

The summary bar

At the top, four numbers cover your whole organization (or the center you pick):

Children Present: children checked in right now.
Staff On-Site: staff clocked in right now.
Capacity: children checked in now as a share of your licensed capacity. This is today's attendance, not enrollment.
Openings: licensed capacity minus active enrollments. Use this when you take an inquiry.

If you have more than one center, use the picker at the top to switch between All Centers and one center. The page refreshes itself every 2 minutes and shows when it last Updated. Click Refresh to pull the latest now.

Read a room card

Rooms are grouped by center. Each card shows:

Staff: who's scheduled and who's clocked in.
Children: green dot = here now, open dot = still expected, red dot = reported absent. The line "6 of 8 expected today · 10 enrolled" compares who's here with who should be. Part-timers who don't come today are tucked under +N not today.
The ratio badge at the bottom: In ratio, Over ratio, No staff on site, No ratio set, or Not in session. Next to it is the ratio limit you set for the room (like 1:4), not the live count.
Openings: "N open" or Full, based on enrollments against the room's capacity.

Click any child or staff avatar to open their profile.

Act from the card

Over ratio? The card shows a red line like "Need 1 more staff, or move 2 children to another room". Click the "move" part to open the move dialog with the right number of children.
The ⋯ menu on each card has Move children to a room…, Send N back to own room(s), Move staff to a room… and Send staff back. These only apply to today. See Move a child to another room for the day.
Linked rooms show a line like "Linked with Pre-K · 14 children together · up to 10 per staff", and the ratio is checked across them together. See Link rooms that share staff.

When to use it

First thing in the morning to see who's in and whether every room is covered.
During the day to catch a room that's drifting out of ratio, and fix it from the card.
Before answering an inquiry to see how many enrollment spots each room has.

Troubleshooting

A room says "No ratio set". Set the room's Ratio (1:N) on its edit dialog under Organization → Rooms. See Add a room.

Openings says Full but children are missing today. Openings counts enrollments, not who turned up. Today's attendance is the Capacity number and the dots on each card.

A room is missing. Inactive rooms don't appear here. Check the room's Active box under Organization → Rooms.

Link rooms that share staff

Keep two groups in separate rooms for your records while the same staff supervise both, and have ratio checked across them together.

Move a child to another room for the day

Move children between rooms during the day (opening and closing combines, nap, break cover, ratio) without touching their enrollment. Ratios, rosters, and parents follow the move.

Add a room

Create a room with its capacity and staff ratio. Rooms are where children are enrolled and grouped.

Before and after school care

Set up school-age children who come before school and again after it. One room with morning and afternoon schedules, a plan per pattern, a second room when you need it, and attendance that keeps both stays.

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