The Staff Register is a specialized tool for managing staff attendance, tracking working hours, and monitoring team presence across different areas of your nursery. This system provides secure access controls with PIN authentication and comprehensive oversight of your team’s daily attendance.

Overview

The Staff Register can be accessed by toggling from the Children’s Register using the toggle button in the header. It provides a comprehensive view of all staff scheduled for the day, their expected working hours, current attendance status, and room assignments.

Key Features

• Secure PIN authentication for staff who don’t own the device
• Real-time staff attendance tracking with live counts by room
• Room-based attendance statistics showing current vs expected staff
• Admin-only absence management for schedule adjustments
• Notes system for communication and shift handovers
• Time editing capabilities for corrections and adjustments

Understanding the Interface

Date and Room Controls

The top section includes:

• Date Selector: View staff attendance for different dates
• Room Filter: Filter staff by assigned rooms
• Toggle Button: Switch between Children’s and Staff registers

Staff Attendance Statistics

The staff register displays real-time attendance counts with room breakdown:

Total Staff Section:

• Current staff attendance count
• Expected staff count (on current day only)
• Overall staffing level indicator

Room-Specific Sections:

• Individual room attendance counts
• Expected vs actual staff per room
• Visual indicators for staffing levels

This helps managers quickly assess:

• Overall staffing levels
• Room-specific coverage
• Whether expected staff levels are met

Staff List

Each staff entry displays key information in a structured format:

Staff Information Section:

• Staff member’s name
• Assigned room
• Expected working hours (start - end time)
• Profile avatar (on larger screens)

Attendance Controls:

• In Button: Sign staff member in with current time
• Out Button: Sign staff member out (available after sign-in)
• Absence Button: Record absence (Manager only)

Signing Staff In and Out

Authentication Methods

The Staff Register supports two authentication methods:

1. Direct Access: For the logged in staff member or managers
2. PIN Authentication: For staff members using shared devices

Checking In

1. Locate your name in the staff list
2. Tap the green “In” button
3. If you are signed in under your account, or in the Manager role, check in will proceed. If the app is signed in under someone else, please enter your 6-digit PIN for authentication

Checking Out

1. Locate your name in the staff list
2. Tap the teal “Out” button (only available if signed in)
3. If you are signed in under your account, or in the Manager role, check out will proceed. If the app is signed in under someone elseE, please enter your 6-digit PIN for authentication

Editing Times

Time corrections can be made when necessary:

For Device Owner/Admin (Direct Edit):

1. Tap the displayed time after sign-in/out
2. Time picker modal opens immediately
3. Adjust time using the controls
4. Tap “Save” or “Remove” to cancel the entry
5. If you are signed in under your account, or in the Manager role, the time will be saved. If the app is signed in under someone elseE, please enter your 6-digit PIN for authentication

Managing Absences (Manager Only)

Recording Staff Absences

Absence management is restricted to managers:

1. Locate the staff member in the register
2. Tap the red absence button (calendar with minus icon)
3. Complete the absence form with required details

Absence Information:

• Start Date: First day of absence
• End Date: Last day of absence
• Type: Holiday, Sickness, or Other
• Notes: Reason or additional details

4. Tap “Save” to record the absence

Viewing and Editing Absences

Staff members with absences display:

• Grayed out appearance with reduced opacity
• Absence type shown in colored badge
• Absence cannot be signed in/out while active

To modify an existing absence:

1. Tap the absence indicator (Admin only)
2. Update form details as needed
3. Save changes or delete the absence

Adding Notes (Manager Only)

Creating Staff Notes

Notes provide a way for managers to record important information:

1. Find the staff member in the register
2. Tap the flag icon (notes button) - Manager only
3. Enter notes in the modal.

4. Tap “Save” to store the notes

Room Management

Filtering by Room Assignment

Staff can be filtered by their assigned rooms:

1. Tap the room filter button at the top
2. Select from available options:
   • All Rooms (shows all staff)
   • Specific room names
3. List updates to show only staff assigned to selected room
4. Attendance statistics adjust to reflect filtered view