Occupancy (FTE) Based on Session Type
When you use the Occupancy screen or generate an Occupancy report, you're given details on the average FTE of children booked into each room.
What is FTE?
FTE, or Full-Time Equivalent, simply looks at all the hours booked into a particular room, and determines the equivalent number of full-time children attending that room. For example, a child booked into a morning session might have an FTE of 0.5, since they attend for exactly half the day. A child booked only into an afternoon session would have the same value. These two children scheduled into the same room are, combined, equivalent to one child attending for the whole day; in other words, they have a combined FTE of 1.
By comparing FTE against room capacity, you're able to see how many more full-time children can be scheduled into each room.
FTE based on Core Hours vs Session Type
By default, FTE is calculated based on how many hours are scheduled in a room compared to the nursery's core hours (learn more about calculating FTE here). However, this might not be ideal for settings that have gaps in between sessions, as FTE based on core hours looks at occupancy across the whole day, even when there are no sessions occurring.
As an alternative, you can set Occupancy FTE to be based on Session Type, which enables you to set FTE values to individual sessions. Any child booked into that session will have that FTE value assigned to them for that day.
How to enable FTE Based on Session Type
- Go to
> System Settings.
- Click on Branch/Nursery.
- Under Occupancy/FTE Calculation, click on the menu and select Based on Session Type.
- Click Save.
Editing FTE Values for session types
Once FTE Based on Session Type is enabled, an additional field will appear when editing session types that allows you to set an FTE value for each Session Type. Keep in mind that this value indicates the FTE for a day, rather than a week or month.
- Go to
- Click on Session Types.
- Click on
to create a new session type, or click on
to edit an existing one.
- Under FTE Value, type in the FTE value for this session for a day. As an example, a full-day session would be 1, while an AM or PM session might be 0.5.
- Fill out the rest of the fields, if necessary.
- Click Save/Update.
Troubleshooting: Why is the FTE 0 on the occupancy screen/report?
When you enable FTE Based on Session Type, the system will no longer automatically calculate FTE values, instead you must set the value yourself for any sessions whose occupancy you want to measure. The FTE value for session is set to 0 by default, so if you're seeing 0 on the occupancy screen or occupancy reports, that's a sign that you might have forgotten to set FTE values for some of your sessions.
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