With the new academic year in full swing, we have been working on our staffing and HR module to bring you efficient nursery staff planning. Our staffing module is in the final stages of testing by our pilot nurseries – It will be available as an upgrade for all nurseries shortly!
Manage your staffing requirements from an efficient and intelligent centralised system.
These staffing features integrate within the wider Blossom platform:
View and edit information about staff members and manage their leaves.
As well as a fresh look for the staff profile there are some additional fields for staff members:
Staff members clock in and out to log when they are working or on break.
Entries logged from the register create working and break activities in the staff worklog. Clocked in times count towards the total working hours. Managers can edit entries and export the worklog for payroll purposes.
When you enter staff register mode, for security reasons you will be logged out of the main app so the data there cannot be accessed by the staff members using the device to clock in or out on the register.
The staff register has a list of staff with their current status (clocked out, clocked in or on break). Filter by those statuses and also the overall locations inside building or outside building.
Select a location in the next step (optional if starting a break). This can include any of the new room types (teaching rooms, non teaching rooms and outdoor locations).
Timesheet of actually worked hours that are logged from the staff register.
The staff worklog tracks the hours that staff members have actually worked. The time entries come from the staff register and are grouped into cards:
An ongoing label will show entries that are currently still clocked in. The total hours for the week is displayed under the staff member’s name.
Select a day on the staff worklog to view the workday details.
This provides are more detailed view of the work and break entries with their totals hours and location. Here you can also manually add or edit entries. When editing, type a comment to appear on the change log. The change log button displays a log of changes made to the day.
Use the export button for a CSV of the worklog. The data of the actual working hours can be used for payroll purposes. There are three different breakdown options.
Schedule staff shifts based on occupancy requirements for each room.
Shifts can be assigned in teaching, non teaching and outdoor locations created in the rooms section. For past weeks, shifts, leave and staffing flags are a snapshot based on the last day of the week and cannot be changed.
The charts shows the staff expected and staff required throughout the day to see when you are under or overstaffed to efficiently plan your rota. By clicking on a certain point on the chart you will see the children expected in and their session at that point in time.
The staff required is based on:
The staff expected is based on the shifts you have assigned in the room. Break times reduce the staff expected totals.
The staffing flags tells you the number of instances where you have staffing issues on the rota for each day. Expand the row to view the specific times you are under or overstaffed.
To assign shifts for the week use the add shift button or select a staff row if there are existing shifts. Input the activity, location (for work times) and times. If the staff member is qualified with the setting 1:13 ratio switched on in their profile, they can take responsibility for more children of certain age groups (specified in the nursery settings). Setting a ratio between 1:8 and 1:13 for the shift will impact the default staff-child ratio and the staff required for this time and room.
From the 3 dots for a row, you can copy the shift times to all days for the week to save time. Use the checkbox at the bottom to copy the whole week’s shifts to other chosen weeks.
Switch between the week and day view on the rota.
The week view shows the overview with cards similar to the staff worklog. The day view gives a more detailed view of the staff members with shifts assigned in the selected room and day. The day view timeline makes it easier to view the staffing flags and the current working and break times.
The rota can be exported as a PDF or CSV file. The PDF file is more visual and can be used to send to staff members, while the CSV export gives you the raw data.
Get a monthly overview of staff members with holidays and sick leave to improve staff planning and help keep track of leave hours. Leaves are added as specific times and hours. Leave times can be added in parallel to working and break times and display in the staff worklog and staff rota.
The colours represent the leave types (holidays and sick leave) and the days show the total hours of leave.
Click on an existing leave entry to view the details of the full leave entry as well as the specific day. Multiple leave types on the same day splits the cell and entries can be selected separately.
Add leave from the button or click on the plus icon when hovering over a day without existing leave. Select the staff member and leave type. After selecting the date range, those days will appear for the leave times to be inputted. From the 3 dots you can add more times to a day and also copy the times in that day to all of the days to save time.
If you have the staffing module activated your rooms management will include 3 room types:
A minimum staff required value can be set for rooms to calculate the staff required when planning the rota.
Configure your rota and occupancy preferences with two new settings: