Admin-only operational reports

A few reports stay locked to directors and admins, because they touch licensing and safety. This article covers the three you will reach for most: Ratio Compliance, Incidents, and Spot Checks. Teachers never see them. Open Reports, then pick the one you want by name. If you need help getting to the Reports screen, see Access and navigate reports.

All three cover a span of days. Set the Date range (the From and To dates on mobile), narrow by Classroom if you want, then tap Generate report (the app labels the button Generate Report). Change the filters and generate again whenever you like.

Ratio Compliance

This one tells you whether each room held its staff-to-child ratio. You get a card per classroom, tagged Compliant or, say, 3 violations.

Each card shows:

• Age for the room
• Max ratio (for example, 4:1)
• Snapshots: how many ratio checks landed in the range
• Violation rate: the share of snapshots that were out of ratio, shown only when there were violations

When a room has violations, the offending moments list right under the stats. Each one gives the Time, the Students and Staff present, the actual Ratio, and the Max allowed at that moment. (On mobile, the card shows the first five and tells you how many more there are.)

Incidents

The Incidents report gathers everything reported in the range. Up top sit two numbers: Total incidents and Unresolved, called out in red. Below those, tags group incidents by type and by severity, each with a count. Severity tags carry their own color: LOW, MEDIUM, HIGH, and CRITICAL.

Each incident row carries the Date, Type, Severity, Status, the Students involved, a short Description, and Reported By.

The Unresolved number is the one to watch. It is the shortest path to what still needs follow-up. Work it down to zero.

Spot Checks

Spot Checks lines up the headcount a staff member expected against the number they actually confirmed in the room.

A By classroom summary gives each room its total Checks, a Discrepancies count, and a Compliance score as a percentage.

Under that summary are the individual checks. Each record shows the Date, Classroom, Expected count, Confirmed count, whether there was a Discrepancy (Yes/No), any Notes, and Performed By. When the confirmed count does not match, it shows in red.

On mobile, that detail list is titled Discrepancies and holds only the checks that came up short, not every check. The classroom summary reads the same on both.

Read the summary, then the detail

Every admin report runs the same way. Skim the numbers at the top, then go where they point you.

1. Read the top line: violation counts, Unresolved incidents, or Compliance scores.
2. Find the classroom or severity that stands out.
3. Drop into the records there for times, descriptions, and who was involved.
4. Generate again with one Classroom selected to focus on a single room.

When you want to keep or hand off what you found, see Export and print reports.