Centers

A childcare organisation does not operate; its sites do. Each club has its own licence number, expiry date, licensed capacity, fire marshal approval and inspection history, and every one of those is a piece of paper somebody has to notice before it lapses. Centers is where PTRS keeps all of that per site. It is also the one place in PTRS where a licence figure stops something from happening: once a site has reached its licensed capacity, no more children can be enrolled there.

Who uses it

Site directors, organisation administrators and super admins can open Centers and change it. Nobody else can.

A staff member or a regional director sees Centers and gets an empty list

The menu shows Site Directory, Site Map and Site Dashboard to every signed-in account, and none of the four Centers pages checks your role. For a staff member or a regional director, PTRS refuses every figure, and each page reports that differently:

Page	What they see
Site Directory	"No sites found, Try adjusting your search or filter criteria." A permission refusal shown as an empty search.
Site Directory	An Add Site button that returns an error when submitted
Site Dashboard	Every figure reads 0, "No licenses expiring soon" and "No recent inspections"
Site Map	An honest red banner, "Failed to load sites"
A site's page	"Site not found, The site you are looking for does not exist or you don't have access." Honest, and the only page that says so.

Regional directors are the surprising exclusion. They can open all of Staff and all of Compliance, and cannot open a site record.

Setting up the Claymont club

Priya Nair, the organisation administrator, opens Site Directory and presses Add Site. She enters the club's name, address, operating capacity and the licensed capacity from the OCCL certificate. The sheet also asks for the site director and the fire marshal approval, and throws both away, so she opens the new site, presses Edit, and enters them again. Then, on the Licensing tab, she records the OCCL licence with its number, dates and capacity. On inspection day, Tom Bradley records the visit on the Inspections tab, and writes each regulation the inspector cited into the notes, because PTRS has nowhere else to put them.

What PTRS does for you

• It refuses to enrol a child at a site that has reached its licensed capacity. This works, and it is the only thing in Centers that stops anything. The figure it uses is the licensed capacity on the site's profile, not the one on the licence.
• It keeps a full OCCL licence record per site: number, status, issue and expiry dates, renewal date, licensed capacity, DELACARE version, fire marshal approval and date, and notes.
• It keeps an inspection record per visit: type, date, inspector, pass or fail, complaint outcome, violation count, corrective deadline and notes.
• It shows every site on a map of Delaware with a colour for its status.
• It lists licences expiring within 90 days on the Site Dashboard, with a correct countdown.
• Every night it looks for licences 60, 30 and 14 days from expiry and for sites closed more than a year, and writes what it finds into its own log.

What stays your job

• Watch licence expiry yourself. The nightly check writes a log line addressed to the site director, and no email ever leaves PTRS. The expiry badge on a site's Licensing tab never appears. Use the Site Dashboard countdown and your own calendar.
• Record a licence right first time. It cannot be edited afterwards. A renewal is entered as a second licence, and the old one stays marked Active with a negative countdown.
• Keep the corrective action cycle after an inspection outside PTRS. An inspection can be logged. The violations it cited cannot, and nothing can mark one resolved.
• After adding a site, open Edit and set the site director and the fire marshal fields again. Add Site throws them away.
• Think twice before Delete Site. It removes the site and every licence, inspection and violation with it, permanently. Site Status: Permanently Closed keeps the history.

What this part of PTRS covers

• A site profile: name, type, address with county and map coordinates, phone, operating capacity, BGCA charter number and registration status, facility ownership, year opened, square footage, licensed capacity, site status, closure date and reason, site director, fire marshal approval and date, and operating hours.
• One or more OCCL licences per site.
• Site inspections of six kinds, including complaint investigations, with an outcome and a corrective action deadline.
• Inspection violations, with the DELACARE regulation, a description, a repeat flag, corrective action and deadline. Built, and reachable from no screen.
• Four screens: Site Directory in card or table view, Site Map, Site Dashboard, and a site's own page with Profile, Licensing and Inspections tabs.
• A medical support summary on the site profile, read from Health and Safety.

What happens on its own

Two nightly checks belong to Centers. Both run by PTRS's own clock, which is on universal time, so they run in the small hours by Delaware time.

Check	Runs at (Delaware)	What it produces
Licence expiry	2 am in winter, 3 am in summer	One log line per licence 60, 30 or 14 days from expiry, addressed to the site director, and no email
Temporary closure	3 am or 4 am	One log line per site closed for over a year. No change, no alert, no email.

Both are described, with the two ways the closure check can miss a site, on What happens automatically.

What it connects to

Part of PTRS	How
Programs	Enrolling a child checks the site's licensed capacity first and refuses at the limit. This is Centers' only enforcement.
Staff	The site director is a staff member, and the licence expiry check reads that person's email address.
Health and Safety	The site profile's Medical Support card is read from the site's health profile, and Add Site can create one.
Attendance	A site's rooms are what the ratio calculation looks at. Rooms are not managed here.
Compliance	Almost nothing. The compliance score reads no licence, inspection or violation, and the Compliance Radar shows no site data. PTRS has two unrelated kinds of inspection record that cannot see each other.
Notifications	Not connected.

Not yet available

A licence cannot be renewed, suspended or corrected from any screen

The Licensing tab offers Add License and a row you can expand. There is no edit and no renewal. A renewed licence has to be entered as a new licence, and the expired one stays marked Active. A licence suspended or revoked by OCCL cannot have its status changed, so it keeps appearing as Active in the dashboard's expiring list. The renewal date can be recorded only when the licence is first entered, and the Add OCCL License dialog does not offer it. Revoked is not in the dialog's status list either.

An inspection violation cannot be recorded, and cannot ever be resolved

This is the largest gap in Centers, in two halves. No screen can add a violation to an inspection, so the violations list under every inspection reads "No violations recorded for this inspection." And nothing in PTRS can mark a violation resolved, so the green Resolved badge the list is designed to show can never appear. An inspection's follow-up date and its "all resolved" flag cannot be set either, so an inspection is fixed the moment it is recorded. The corrective action cycle that follows an OCCL visit, the part with the deadline, cannot be tracked in PTRS at all.

Add Site collects three fields and throws them away

Site Director, Fire Marshal Approved and Fire Marshal Inspection Date are on the Add New Site sheet and are not saved. There is no error. Open the new site and press Edit, which does save all three. See Add a site.

The licence expiry badge never appears on the Licensing tab

Each licence row is designed to show an amber or red badge within 90 or 30 days of expiry. The tab never receives the figure the badge needs, so the badge is never shown, for any licence, at any distance from expiry. The row looks calm. The Expiring Licenses table on the Site Dashboard gets its figures a different way and its countdown is right.

The capacity bar compares two settings, not a headcount

The Capacity card on a site's page reads the configured operating capacity against the licensed capacity, with a red bar when the first is larger. Neither is how many children are enrolled or present. A site set to 150 with a licence for 100 shows a red bar at 100% and "150 / 100 licensed" permanently, whether it has 150 children or none. The two numbers should agree, so it is worth a look, but it is a settings check, not a headcount, and nothing on the screen says so.

Deleting a site removes its licence and inspection history with it

Delete Site, on the three-dot menu of a site's page, removes the site permanently, and every licence, inspection and violation for it goes too. The confirmation says so and is accurate. It is recorded here because a licensing history is an audit record, and one click is the whole of the protection. The audit trail keeps an entry naming the site, not the licence numbers.

Licence numbers are unique across every organisation

PTRS refuses a licence number already used at the same site with a clear message. A number already used at any other site, in your organisation or any other, is refused with an unexplained error instead, because the rule that stops it is wider than the check that explains it. If OCCL reissues a licence with the same number, the renewal cannot be recorded without deleting the site.

Where these are recorded

These are defects in PTRS, not in this page. They are written up for the PTRS team in the compliance findings document, which covers Centers as well. This guide describes PTRS as it behaves today.

Where to go next

Do one task:

• Find a site, search, filters, the map and the dashboard
• Add a site, and the three fields you have to set again afterwards
• Record an OCCL licence, and what to do at renewal
• Record an inspection, what can be captured and what cannot

Look something up: Site fields and limits and Who can do what in Centers.

Understand why: What happens automatically.

When something goes wrong: Centers troubleshooting.