Using headcount in eymanage
This feature is only available to customers with both eymanage and eylog subscriptions.
Customers with active subscriptions for both eylog and eymanage will have access to the headcount feature. Available through both the eymanage system and the eylog practitioner app, this feature allows employees to log the presence of children and other employees in the nursery throughout the day. Practitioners will receive reminders when a headcount is due to be carried out. A record of historic headcounts will be kept on the eymanage system for managers to view and acknowledge, but the contents cannot be changed.
Editing headcount settings
Settings for adjusting headcount settings can only be accessed through eymanage. Doing this through System Settings will allow you to edit headcount settings for one branch only, while doing this through Global Settings will affect headcount for all branches in the company. System-level settings will always override Global-level settings for the relevant branch.
To view headcount settings:
- Go to
> System or Global Settings.
- Click on Safeguarding.
The headcount feature will be enabled by default for all eligible customers, but you can choose to disable this feature by clicking the toggle next to Enable Headcount.
In the Notifications section, you'll be able to set the schedule for when headcounts should occur. Simply select one or more times from the When menu. You also have the option to turn on notifications that remind employees when a headcount is due. So long as a headcount is incomplete for any room at the nursery, the reminder will continue to repeat according to the Headcount Reminder Frequency. Alternatively, you can turn reminders off from the same menu. Headcounts can only be performed for signed-in children and employees, so rooms that contain no signed-in children or employees will not be subject to reminders;
Under Additional Settings, you can add statuses for children/employees marked Present and Not Present. These statuses are additional options that employees can check when logging a headcount that provide more information about the child or employee's circumstances. Example statuses might include Sleeping or On Break. To add a custom status, type it into either the Present Status or Not Present Status field and press the Enter key. The new status will be shown beneath its respective field and can be removed by clicking the x icon, but keep in mind that at least one status must be entered for each section.
Click Save to update your changes.
Viewing headcount records
To see a record of your headcounts, return to the homepage and click on 
Safeguarding > Headcount in the sidebar.
You'll see a list of headcounts in the table, along with a summary of the room details, whether it was in ratio, and who carried out the headcount. The headcount data displayed will depend on the filters at the top of the page. Here, you can adjust what Nurseries and Rooms are shown, and over what Date Range. These will default to all rooms at the current nursery for the present date. Note that selecting All rooms will not just show you headcounts for the rooms available in the dropdown menu, but for all rooms that have ever existed on the system, including ones that are now inactive. Clicking View will apply these changes to the headcount table.
Next to each headcount is a 
icon. Clicking on this will allow you to see which children and employees were present and absent. As a manager, you can click the Acknowledge button to show that you've seen it.
Adding a headcount on eymanage
While most headcounts will be carried out from the eylog practitioner app, you also have the ability to add them from eymanage.
- From the Headcount page, click the Start Headcount Button.
- Select which Nursery and Room to create a headcount for, then click Continue.
- On the next screen, you'll have access to two tabs, one that shows a list of children and one that shows a list of employees. You will only be able to do a headcount for children and employees who have been signed in, although a list of children and employees who are not signed in is also displayed on the page for you to reference.
- For those who are present in the room, check the Present box and change the status if required.
- For those that are not present, leave the box unchecked and select a status. You cannot leave this status blank.
- For children and employees who are not in the list but whom you still want to include—for example, if they are in the middle of a room transition—click +Add Child/Employee in the top right, type in their name, and select them from the list.
- Once you've marked the statuses of all children and employees, you will be able to see whether this room is in ratio.
- When you're done, click Save & Complete.
For headcounts added through the practitioner app, you will receive a notification through eymanage if they are out of ratio. These notifications can be enabled/disabled for different roles in Global Settings > Other Settings > Notifications.
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