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The Occupancy Planner is a powerful tool that allows you to monitor and manage occupancy levels, staff coverage, and ratios throughout the week. It provides real-time visualization of your nursery’s occupancy patterns, combining child attendance data with staff schedules to present a complete picture of your operational capacity. The system automatically calculates ratios and highlights potential issues, helping you make informed decisions about staffing and capacity management.

Occupancy Heatmap

Understand the heatmap view modes, colour coding, and how to read occupancy data.

Target Ratios

Configure staff-to-child ratios for your rooms.

Children Schedules

View and manage children’s schedules from the occupancy planner.

Staff Schedules

View and manage staff schedules from the occupancy planner.

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Room and Date Selection

The occupancy planner allows you to filter and view data for specific rooms and time periods, giving you precise control over what information you’re analyzing. Room and date selection filters for the occupancy planner

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Room Selection

In the top-right corner of the interface, you’ll find a dropdown labeled “Room” that allows you to:
  • All Rooms: View combined data across all rooms in your nursery
  • Specific Room: Filter to show data for a particular room only
When you select a specific room:
  • The heatmap will only display children and staff assigned to that room
  • Target ratios will automatically switch to room-specific settings (if configured)
  • The children and staff lists will be filtered to show only those associated with the selected room

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Week Selection

The week selector allows you to navigate between different weeks to plan ahead or review historical data:
  • Current Week: Click the current week button to return to the present week
  • Previous/Next Week: Use the arrow buttons to navigate between weeks
  • Date Picker: Click on the displayed date range to open a calendar picker for quick navigation to any week
Pigeonhole automatically calculates the Monday-Friday working week, regardless of which day you select.