Staffing ratio report

Organisation adminUnit admin

The staffing ratio report shows how the ratio worked out over a chosen period. It computes each day in 10-minute slots from the check-ins and check-outs and tells you when the unit was understaffed. You can download the report, for example for supervision or your own follow-up.

Where to find it:Analytics & reports›Staffing ratio

Running the report

1. Choose Unit. The choice shows only if you have more than one unit. The report covers one unit at a time.
2. Type the dates in Starting and Ending as dd.mm.yyyy. The period can be at most 90 days.
3. Tap Search.

By default the report shows the previous calendar month. The choices are kept in the page address, so you can share the link with a colleague who has access to the same unit.

Staffing ratioAnalytics & reports

Staffing ratio4Download CSVDownload PDF

1Kuusikko daycare ▾Starting 1.8.2026Ending 31.8.2026Search

2Understaffed on 2 daysKuusikko daycare, 1.8.–31.8.2026Understaffed slots 5 · Slots in total 1260 · Days with check-ins 21

3Day	Understaffed for	Worst moment	Shortfall	Children at peak	Slots
Mon 3.8.			0	38	60
Tue 4.8.	30 min	08:40	1	41	60
Wed 5.8. ⚠	20 min	15:10	1	39	62

The sketch shows where things are on the screen. Knuut looks a little different, but the names are the same.Scroll the sketch sideways to see all of it.

• 1Choices: unit and period.
• 2Summary: No understaffing or Understaffed on 2 days, with Understaffed slots, Slots in total and Days with check-ins.
• 3Days: one row per day. Understaffed for is the total time understaffed, Worst moment when the largest shortfall began and Shortfall how many adults were missing then. Understaffed days are highlighted. Tapping a day shows its 10-minute slots.
• 4Download: Download CSV and Download PDF.

A day’s slots

The slot table shows Time, Ratio, Children, Staff, Shortfall and State for each 10-minute slot. Slots with nobody present are left out.

• An asterisk * means the slot rests on a check-in that was never closed. Knuut assumes the check-out at the end of the day, so the figures are an estimate. In the day table such a day is marked ⚠.
• (2.) marks the hour that repeats when daylight saving time ends.

What the report counts

• The calculation is the same as in the live view. See How the ratio is calculated.
• It uses check-ins and check-outs in the unit where they were made. Absences have no effect.
• A child’s multiplier follows their age on each day.
• Children later removed from Knuut are still counted.
• Times are in the organisation’s time zone.

Own multipliers are not historical

Manually set multipliers are those in force when the report is generated. If you have changed a child’s multiplier, old days are also computed with the new one. Save the report if you need it later exactly as it is.

Downloading

Both files start with details about the report: unit, period, time zone, generation time, the number of slots and understaffed slots, and a note on multipliers.

• CSV has each slot on its own row. The columns are Unit, Day, Time, Ratio, Children, Staff, Status, Shortfall, Utilisation %, Open check-ins and Repeated hour. A negative shortfall means spare adults.
• PDF has the day summary without the slots. Understaffed days are highlighted, and days with estimates are marked with an asterisk.

If there are no check-ins in the period, the page shows No check-ins in this period, and there is nothing to download.

If your organisation uses Analytics, you can open the report for the same period from there with Open for the chosen period.