Ratio Monitor: Staff-to-Child Compliance, Calculated Live, Not Counted on Paper
Ratio Monitor reads live check-in and check-out data from Attendance and recalculates every room's staff-to-child ratio continuously — not once at the end of the day. Instructors see their own room's ratio and alert level in the same app they clock in with; admins see every room in the center at once.
What Makes This Different
Four specific, checkable mechanisms — not adjectives.
Real-Time, Not End-of-Day
Ratio Monitor is a live read layer over Attendance: every check-in and clock-in updates the room's headcount immediately, and the ratio recalculates from that — it isn't a batch job that runs once when the day closes.
Admin and Mobile Can't Disagree — They Read the Same Source
The center-wide dashboard and the instructor's "My Room Ratio" screen both calculate from the same live data. That rules out the kind of kiosk-to-tablet sync gap other daycare platforms have shipped, where an admin's screen and a staff device visibly show different numbers for the same room.
Gender-Aware Staffing for GCC Organizations
With gender segregation enabled, Ratio Monitor checks staffing composition, not just headcount. A male educator alone in a female-designated room is logged as a violation even if the adult-to-child count is numerically fine — tracked and alerted separately from numeric ratio breaches.
Country Defaults You Can Tighten, Never Loosen
Ratio profiles ship pre-loaded for France, UAE, Saudi Arabia, UK, Qatar, Kuwait, Bahrain, and Oman, sourced from each country's licensing regulation. Organizations can override a default to require more adults per child — never fewer.
What the Ratio Monitor Module Actually Does
Built for the two things a daycare director actually needs: knowing every room's ratio right now, and proving it later.
Center-Wide Ratio Dashboard
Every room's current adult count, child count, ratio, and alert level on one screen — no walking the building or calling room leads to check.
Per-Room Ratio Snapshot
Drill into a single room for its live adult-to-child count and required ratio, updated the moment a check-in, check-out, clock-in, or clock-out changes it.
"My Room Ratio" for Instructors
An educator opens the mobile app and sees their assigned room's live ratio and alert level directly — ratio status lives where the counting actually happens, not only on a director's desktop.
Four Alert Levels, Color-Coded
Every room sits in exactly one state at any moment: Safe (green), Approaching Limit (amber, 80%+ of max), At Limit (orange, exactly at max), or Exceeded (red, over max).
Breach Log & Audit Trail
Every ratio breach — numeric or gender-staffing — is timestamped and recorded. Viewable on demand and exportable for a licensing inspection.
Configurable Ratio Profiles
Set the required ratio per room or age group. Start from your country's pre-loaded default and tighten it if your organization's policy calls for more adults than the regulator requires.
How It Works
Attendance feeds live headcounts
A child's check-in or check-out and a staff member's clock-in or clock-out, both recorded in Attendance, update the room's live counts immediately. Ratio Monitor reads that data — it never creates or edits an attendance record itself.
Ratio recalculates continuously, per room
Each room's current adult-to-child ratio is compared against its configured profile — its country default or your stricter override — every time a headcount changes.
An alert fires on threshold crossing
The moment a room reaches Approaching Limit, At Limit, or Exceeded, the assigned instructor and the org admin both get a push notification — not just the director checking a dashboard later.
The breach is logged to the audit trail
Every crossing is timestamped and written to the compliance log, gender-staffing violations included, ready to be pulled up or exported for an inspection.
See It in Action
A recorded walkthrough of this specific module is coming soon. Book a live demo to see it today.
Module Preview Coming Soon
A recorded walkthrough of this specific module is in production. Book a live demo to see it working today.
Book a Live Demo →Why It Matters for a Daycare
Every check-in and clock-in updates the room's ratio immediately — no waiting for an end-of-day report to find out a room was short-staffed at 2pm.
Both read the same live calculation, so a director's dashboard and an instructor's phone can't quietly show different numbers for the same room.
France, UAE, Saudi Arabia, UK, Qatar, Kuwait, Bahrain, and Oman ship with regulator-sourced ratios pre-loaded, so you're not building compliance rules from a blank page.
Common Questions
Which countries have pre-loaded ratio profiles?
France, UAE, Saudi Arabia, UK, Qatar, Kuwait, Bahrain, and Oman, each sourced from that country's licensing regulation — for example France requires 1 adult per 5 infants under Décret n°2010-613, and the UK's EYFS Statutory Framework requires 1 per 3 for under-2s. Every profile breaks ratios down by age band, not a single center-wide number.
Can I set a stricter ratio than my country's default?
Yes. Organizations can override any pre-loaded profile, but only to require more adults per child than the regulatory default — never fewer. You can't configure a ratio that would fail an inspection by accident.
Will this replace our manual ratio logs?
For day-to-day tracking, yes — the dashboard, per-room view, and breach log give you a live, timestamped record that's more complete than a paper clipboard. One honest gap: automated regulator-report generation isn't built yet. Saudi Arabia's NCEC wants a monthly filing, UAE's ECQA reviews on-demand during inspections, Qatar's SEC does an annual review — today, a director compiles that filing from the breach log and per-room data manually; Ratio Monitor doesn't generate the submission for you yet.
Is Ratio Monitor available for schools?
No. Staff-to-child ratio is a daycare licensing concept, so Ratio Monitor is a Daycare-only module. It isn't exposed for school or sports club organizations.
How does gender-segregated staffing work?
For GCC organizations with gender segregation enabled, Ratio Monitor checks staffing composition, not just headcount — a female-only room needs at least one female educator present at all times. A male educator alone in a female-designated room is logged as a violation even if the adult-to-child count is numerically fine, tracked separately from numeric ratio breaches with its own alert to the org admin.
Does Ratio Monitor support the Hijri calendar?
Yes. For organizations using Hijri or dual-calendar display, breach logs and compliance data show Hijri dates — on the Umm al-Qura standard — alongside or instead of Gregorian dates.
Related features
See Ratio Monitor Running on a Real Room
Book a demo and we'll show you a live ratio calculation, an alert firing on a threshold crossing, and the breach log a licensing inspector would actually look at.
Request Demo