Find a site
Priya needs Claymont's record, and the regional director wants to know how many licences expire this quarter. Both start on the Site Directory. This page is how to find a site, read its profile, and use the map and the dashboard, and what the capacity figures on these screens are actually comparing.
Step 1: open the directory
Open Site Directory from the menu. The page shows a grey placeholder for just under a second before drawing. That is normal.
Across the top are six figures: Total Sites, Active, Temp Closed, Perm Closed, Total Capacity and Expiring Licenses. The last counts licences expiring within 90 days and stops at 10, so 10 means ten or more.
Step 2: narrow the list
| Control | What it matches |
|---|---|
| Search sites… | Part of the name, address, city or BGCA charter number |
| All Statuses | Active, Temp Closed, Closed |
| All Types | Unit, Extension, Community Impact, Mobile, Virtual |
| The two icons on the right | Table view or card view |
Every filter takes you back to page 1. The directory shows 20 sites a page, and that cannot be changed. The filters are applied by PTRS, not by the screen, so the count under the pages, "Showing 1 to 20 of" a number, is the true filtered total.
Step 3: open a site
Click any row or card. The header carries the site's name, full address, a status badge and a type badge, and four figures: Capacity, Phone, Medical Tier and Director. Three tabs below: Profile, Licensing and Inspections.
It reads the configured operating capacity against the licensed capacity, with a percentage bar. The first number is a setting from the profile, not how many children are enrolled, and not how many are present. A site set to 150 with a licence for 100 shows a red bar at 100% permanently. That is worth looking into as a settings mismatch, not as a sign that the site is full. The figure PTRS enforces is counted at enrolment, and it is a count of active enrolments rather than either of these. See What happens automatically.
Step 4: read the Profile tab
Six cards, all read-only:
| Card | What it shows |
|---|---|
| Location & Contact | Address, county, phone, and the coordinates to four decimal places when both are set |
| Site Classification | Status, classification, facility ownership, year opened, square footage, and the closure date and reason if the site is closed |
| Capacity | The bar again, then operating capacity, licensed capacity and site director as plain values |
| BGCA & Compliance | Charter number, registration status, fire marshal approval and inspection date |
| Medical Support | Read from the site's health profile under Health and Safety. If there is none, it reads "No health profile configured for this site. Edit the site profile to add medical support information." |
| Operating Hours | Shown only when the site has them, one line per day |
On the Medical Support card, First Aid Kits reads "Available" when a kit location has been typed in, and Isolation Area the same for an isolation area. Neither is a yes-or-no switch on the record.
Step 5: use the map for the geographic view
Open Site Map from the menu. The map centres on Delaware and fits itself around the sites that have coordinates. Markers are green for Active, amber for Temporarily Closed and red for Permanently Closed, and the legend above the map says so.
A site with no coordinates does not appear on the map at all, with nothing to say it was left out. The count in the subtitle, a number of "BGCDE sites across Delaware", is the number of sites, not the number plotted, so the two can disagree. The map uses the same three filters as the directory. Clicking a marker opens a card with the site's name, address, badges, capacity and director. The card is not a link. To open the site, go back to the directory.
Step 6: use the dashboard for the organisation view
Open Site Dashboard from the menu. Six figures, the same four counts plus Total Capacity and Licensed Capacity, then four panels:
| Panel | What it shows |
|---|---|
| Sites by Type | One bar per classification with a count and a percentage. Sites with no classification are left out of the chart but counted in Total Sites, so the percentages are of classified sites only. |
| Overall Capacity | The capacity bar again, for the whole organisation, plus two figures labelled Operational and Licensed. The two figures are the honest version of the bar. |
| Expiring Licenses | Up to 10 licences expiring within 90 days, soonest first, each with a countdown in days. This countdown is right, unlike the badge on a site's Licensing tab. |
| Recent Inspections | The 10 most recent across the organisation, each with its type, date, violation count and a Passed or Failed badge. |
The list shows Active licences with an expiry on or before the cutoff and has no lower limit. A licence that expired last month is still marked Active, because nothing in PTRS can change that, so it appears at the top with a negative countdown, such as "-31d left". That is the screen working as written.
What you now have
You can find any site by name, charter number, status or type; open its profile; see the organisation's licensing and inspection position on one screen; and read the capacity figures for what they are.
When something goes wrong
| What you see | What it means | What to do |
|---|---|---|
| "No sites found, Try adjusting your search or filter criteria." with no filters set | Almost always your role, not an empty result. Staff members and regional directors cannot open Centers, and the list shows its empty state instead of saying so. | Confirm by opening Site Map, which does say so. Sign in as a site director or administrator. |
| An Add Site button that returns an error when submitted | Your role cannot add a site, although the button is shown | Not fixable from the screen |
| "Site not found, The site you are looking for does not exist or you don't have access." | The link is wrong, the site is in another organisation, or your role cannot open Centers. The three look the same. | Check your role first |
| "Failed to load sites" on the map | The same role problem, reported honestly | As above |
| A site is in the directory but not on the map | It has no coordinates | Add them from Edit |
| Expiring Licenses reads exactly 10 | The figure stops at 10 | Open the dashboard, which lists the same 10, or check each site's Licensing tab |
| A licence shows a negative day count | It has expired and is still marked Active | See Record an OCCL licence |
Related
Checked against PTRS on 7 September 2026.