Manage classrooms

A classroom is the room your children are grouped into. Give it an age group, a capacity, and a staff-to-child ratio, and Clear Day can track attendance for the room and warn you when it slips past its licensed ratio.

Create a new classroom

1. Open the new classroom form. The web titles it New classroom; the app titles it New Classroom.
2. Under Basics, enter a Name: "Butterflies", say.
3. Add a Room number if you use them ("Room 204").
4. On the web, the remaining fields sit on the same form. In the app, tap Add more details to open up age group, capacity, and schedule.
5. Save with Create classroom on the web, Create Classroom in the app.

Only the name is required. The rest you can fill in now or, on the web, add later by editing the classroom.

Set age group and capacity

In the Age group & capacity section, pick one of the five age groups. Each shows its range:

Age group	Range
Infants	0–1
Toddlers	1–2
Twos	2–3
Preschool	3–4
Pre-K	4–5

Max capacity is the largest number of children the room can hold.

Set the staff-to-child ratio

The Students per teacher field (it reads Students / Teacher in the app) comes from your state's licensing rules. Pick an age group and Clear Day looks up the maximum students per teacher for that age in your state and fills it in, shown as something like 10:1.

A caption under the field tells you where that number came from. The wording differs by client.

On the web:

• "Set your state in school settings for ratio guidance" means your school has no state set yet. See Set up your school profile.
• "Select an age group to see the licensing ratio" means pick an age group first.
• A line like "10:1 per Texas licensing rules" is the suggested ratio for the age group you chose, with a suggested 10:1 tag beside it.
• "No ratio rule seeded for this age group — enter one manually" means no rule exists for that group, so type your own.

In the app the captions are shorter ("Set state in school settings", "Select age group above", "Per Texas licensing rules", or "No ratio data for this age group"), and there's no suggested tag.

On the web you can type a different number to override the suggestion. Once you do, Clear Day leaves it alone when you change the age group: your number stands. In the app the ratio is read-only and shows the licensing rule.

Set the schedule

In the Schedule section, choose how the room runs:

• Full Day
• Half Day AM
• Half Day PM

On the web you can also pick None to leave it unset.

Edit a classroom

Editing a classroom is a web action. Open a classroom on the web and edit its details to change anything: the form title becomes Edit classroom and the save button reads Save changes. Changing the Students per teacher value also updates the room's ratio configuration, so compliance tracking keeps pace.

Editing also opens a Notifications card that's hidden when you first create the room. It carries a single admin-only Mute ratio alerts toggle: flip it on and Clear Day silences out-of-ratio alerts for that room for all staff. This is different from a personal opt-out: muting here turns the room's ratio alerts off for everyone, not just you.

The app's classroom form is create-only: it sets a room up but doesn't reopen it for edits or renaming. To change a room's name, age group, capacity, or ratio after it exists, use the web.

Read the stats and roster

Open a classroom and you'll see its current numbers across the top.

On the web there are three stat cards: Present students (how many children are checked in right now), Staff ratio (the room's current staff-to-child ratio), and Total students (everyone assigned to the room).

The app shows four: Present, Total, Teacher Ratio, and Head Count. The last one tells you how long ago someone ran a head count, and turns amber, then red, as the gap grows.

If any enrolled children have allergies, a Room-Level Allergens banner lists each allergen and the children it affects. Below the stats is the full roster, where you take attendance and open individual student profiles.