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Read the ratio monitor

You are a site director. A parent has just dropped off a fourth child at the gym door, and you want to know whether the room is still within ratio. Two screens in PTRS are called a ratio monitor. They read different figures and give different answers. This page tells you what each one is showing you.

Neither screen can tell you a room is safe today

Both report every site as compliant no matter how many children are present, for two different reasons set out below. Count the room. Do not use either screen as the check before you accept another child.

The one on the attendance page​

Open Attendance. The panel headed Live Staff-to-Child Ratios runs across the middle, and the button on it opens the full-screen Ratio Monitor.

What it shows​

One card per site, not per room. A large ratio figure, a coloured bar, a status word, and a line reading "N children ÷ N staff". Green below 13 to 1, amber at 13 to 1 or above, red at 15 to 1 or above. Those three thresholds are fixed in the screen. They do not come from your rooms' limits or from any DELACARE rule.

The header says "Refreshes every 5s". The figures are actually asked for again every 30 seconds.

What it is reading​

The panel asks PTRS for the newest staffing note for each site as a whole. PTRS only keeps those notes room by room, every 15 minutes. Nothing matches, so the panel gets an empty answer and shows 0 children, 0 staff, 0.0:1 and SAFE for every site. That is why every card looks the same whatever is happening in the building.

What the buttons do​

ButtonWhat happens
Show room breakdownOpens a room list that is always empty.
Add StaffShows "In production: sends request to available float staff…". Nothing is sent.
Move StaffShows "In production: shows available staff at other locations…". Nothing is shown.
The bellShows "Alert sent to Regional Director about … ratio status". No alert is sent.

The Ratio Trend, Today chart draws a line at 15 to 1 labelled DELACARE Limit and one at 13 to 1 labelled Warning. The curve between the hourly points is drawn by the screen, not measured.

The one under Staff​

Open Staff and choose Ratio Monitor. This is the one that works something out.

What it shows​

Four tiles: Total Sites, Compliant, Non-Compliant and Rooms in Violation, an overall compliance percentage, and a list of sites. Choose a site and you see its rooms, each with children, staff, the required ratio, the actual ratio and the name of the DELACARE rule applied.

What it is reading​

For every room at every active site, right now:

  • Children come from the room's most recent occupancy note.
  • Staff is the number of staff shifts running at this site at this moment whose room is this room, or whose room was left blank.
  • The required ratio comes from a DELACARE rule matched to the room.
  • A room is compliant when it has no children, or when children divided by staff is at or below the required figure.

This is a real calculation. Its weakness is what feeds it. An occupancy note is only written by a check-in that names a room, and no screen in PTRS lets you name one. With no notes, every room reports 0 children, every room is compliant, and the page shows 100%.

See How ratio compliance is measured for the full chain, and for the two other places in PTRS where a different ratio rule is applied.

What does not work on this page​

The history view asks PTRS for a page that does not exist, so it is empty or shows an error every time. That is worth knowing, because history is where the inspection value is: PTRS does write a permanent note for every room every 15 minutes during its working hours, and this is the only screen that would show those notes.

Which to open​

You want to knowOpen
Whether a room is safe right nowNeither. Count the room.
What PTRS has worked out for a site from its own rulesStaff, then Ratio Monitor
Ratio evidence for an inspectionNeither screen can show it. The notes exist, and someone with technical access to PTRS's records can pull them out for you.

When PTRS takes its notes​

PTRS takes a staffing note for every room every 15 minutes, all day, but only acts on it between 6 am and 10 pm by its own clock, which runs on universal time (UTC) rather than Delaware time.

Delaware is four hours behind UTC in summer and five in winter, so the notes actually cover from about 1 or 2 am until 6 pm in summer and 5 pm in winter. A club that runs to 6 pm has its last hour unrecorded in winter, and the small hours of the morning recorded instead.

Checked against PTRS on 7 September 2026.