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The Occupancy Tracker lets you monitor and manage occupancy levels, staff coverage, and ratios throughout the week. It combines child attendance data with staff schedules to give you a complete picture of your operational capacity, automatically calculates ratios, and highlights potential issues so you can make informed decisions.

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 tracker.

Staff Schedules

View and manage staff schedules from the occupancy tracker.

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All Rooms vs Per Room View

The Occupancy Tracker has two view modes, toggled using the buttons in the page header.
View toggle buttons in the Occupancy Tracker header

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All Rooms

The default view shows a single aggregate heatmap across all rooms and all children. Use this for a quick overview of your nursery’s overall occupancy and staffing for the selected week. From the All Rooms view you can open the Manage Children and Manage Staff sheets to review or edit schedules across the whole nursery.

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Per Room

Switches to a card-based layout with one section per room. Each room card shows:
  • Its own heatmap scoped to children and staff assigned to that room
  • Schedule Move — opens the Schedule Room Move dialog to plan a future room transition for children in this room
  • Manage Children — opens a side panel listing the children in this room, with inline session editing
  • Manage Staff — opens a side panel listing staff assigned to this room
If any room moves are scheduled out of a room, a blue banner appears at the top of that room’s card summarising the pending moves. See Room Moves for details.
Per Room view is the recommended starting point when planning room transitions or reviewing ratio compliance for a specific room.

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Week Selection

The week selector at the top of the page lets you navigate between weeks to plan ahead or review historical data:
  • Previous / Next Week: Use the arrow buttons to move one week at a time.
  • Date Picker: Click the displayed date range to jump to any week.
Pigeonhole automatically calculates the Monday–Friday working week, regardless of which day you select.