Time clock
Clocking in and out, planning shifts, and the connection between the time clock and your ratios.
Clocking in and out
Staff clock in on their own phone. A teacher opens Staff from the More tab, which shows their Timeclock; directors find the same buttons under Staff → Time & Attendance → My timeclock. Tap Clock in, choose the Room, and confirm. Once clocked in, Start break, End break and Clock out appear.
The room starts as the person's own classroom, or All rooms for someone without one. Change it to the room they're actually working in: someone clocked in to All rooms isn't counted in any room's ratio.
Why it affects ratios
Ratio Monitoring counts a staff member in a room when they're clocked in to that room. Someone in the building but not clocked in doesn't count, and neither does someone clocked in to a different room. A break doesn't take anyone out of the count, so arrange cover for breaks yourself.
This surprises people, and it shouldn't: it's how a licensor would read it too. If your ratio screen looks worse than the room does, the usual explanation is a teacher who forgot to clock in, or clocked in to the wrong room — which is worth fixing as a habit, because on the day it matters the record is what you have.
When someone moves to cover another room, have them use More → Move Room. It moves their open clock-in to that room, which is the room Ratio Monitoring counts them in, and any staff member can do it for themselves — it says which room they're standing in, not what their hours were. Someone who isn't clocked in is told so (You're not clocked in, so ratios don't count you yet), because nothing counts them until they clock in.
Shifts
Plan coverage on Staff → Shifts with Add Shift, or in the week view on Scheduling. Directors, assistant directors and admins create and edit shifts. Staff with the Teacher role can't see the schedule in the app, so tell people their shifts yourself; see Shifts, scheduling and shift swaps.
A shift is a plan; a clock-in is a fact. Ratios use only the fact, and RoundUp doesn't compare planned shifts against your ratios, so read the plan against your rooms yourself — particularly around opening, the lunch rotation and close, the three points where centers most often slip out of ratio.
Mistakes and missed clock-outs
There isn't a screen for correcting a time-clock entry. If someone clocks in to the wrong room, have them clock out and back in to the right one straight away.
A missed clock-out stays open. Clocking out the next morning doesn't close the previous day's entry, although it won't count toward the next day's ratios. RoundUp doesn't produce timesheets or a payroll export from the time clock either, so note the real times — who, which day, and when they actually left — the same day, and pass them to whoever runs payroll. The person who remembers what happened stops remembering after about a week.
More: All director guides