Ratio Calculator

SmartCentral’s Ratio Calculator provides information, on the number of qualified educators required, and the required ratio of Educator(s) to child(ren) attending.

The across “Centre” and “Qualified” staff rows, use the ACECQA’s National Framework formula’s to provide the data in the tables.

Room rows, are based on the Room Ratio provided on the Room Setup Screen.

Room Ratio Setup

Room ratio’s can be setup here (Services-> Rooms)

Room Ratio Setup

The Ratio Calculator is updated every 15 mins. The calculator uses up to date child sign in/out information, staff attendance and ratio calculation data provided, to update the calculator’s data.

Where to Find it?

The Ratio calculator is found on the Service screen

Find Ratio Calc

How does it work?

The rations for the top two rows (centre and qualified) are calculated across the service (not by individual rooms) and based on the child’s date of birth, from youngest to oldest. This gives providers the flexibility to respond to the needs of children.

In a mixed age group of children, maintaining the ratio for each age range of children does not mean the educator to child ratio for the youngest age range must be applied to all children in an older age range. An educator who is caring for one age range of children, can also be counted against another age range of children, as long as the ratio for each age range is maintained and adequate supervision is maintained at all times.

ACECQA’s National Framework

To see the ACECQA’s National Framework for educator to child ratios click on the following link https://www.acecqa.gov.au/nqf/educator-to-child-ratios

Setting Up The Ratio Calculator

1) Contact Support to purchase the Ratio Calculator, for any system setup required and if you require training. 2) Add staff via a staff invite, information on roles can be found here https://wiki.smartcentral.net/Roles and how to invite a staff member here https://wiki.smartcentral.net/Adding-a-staff-member.

Invite Staff

Staff will be sent an email, with their PIN (if Signin role). Those with staff and admin roles can set their own PIN and are sent an invite to login and set their login password.

Staff SignIn

When Staff want to sign into or out of a room / break, they can use the tablet in the relevant room, that already displays the Parent digital Sign In screen, to navigate to the Staff Sign In screen.

Parent Digital Screen

They then find their name and choose “sign”

Staff Sign In Screen

They add their PIN (found in their email) and Verify it


Then select the room, tick it to sign in, untick it to sign out. They can sign out of a room and into a break or other activity, as well as signing out of that break/activity and back into a room.

Sign In or Out of Room

Using The Ratio Calculator

Those with Admin role can see the Ratio Calculator screens.

Room Ratio Setup

And, can add or edit staff’s attendances

Adding & Editing Staff Attendances

Adding & Editing Staff Attendances

Click on any 15 min cell to see the calculations that determined the cell’s value.

Ratio Calc Cell