How the Forecast tab pulls information
The Forecast tab is based entirely on two things: each student’s schedule and your FTE settings. The forecast does not use a student’s assigned classroom. It only uses the classroom listed inside the student’s schedule. If those two classrooms are different, the Forecast tab will follow whatever is in the schedule.
The classroom capacity shown in the forecast is also pulled from the classroom settings tied to the classroom in that student’s schedule. To make sure your forecast is accurate, always update the classroom listed a student’s schedule whenever their schedule changes.
You can find your FTE settings by going to the settings on the dashboard. Then the Scheduling tab and scrolling to the bottom where the Full Time Equivalents section is located. These settings control how the Forecast tab calculates each student’s FTE and how it fills classroom capacity.
Here’s what each setting actually means:
Number of hours to be Full Time
This setting tells the system how many hours count as a full day of FTE. If a student attends fewer hours than the number you enter here, they receive a smaller portion of that day’s FTE. This setting is only used to calculate the daily FTE amount based on the hours a student is scheduled or attends.
Max FTE per day
This is the maximum amount of FTE a student can contribute in a single day. Most programs set this to a decimal so that the total reaches 1.0 by the end of the week.
• For a five-day schedule, we generally recommend using 0.2
• For a seven-day schedule, we generally recommend using 0.14
These values make the math work out cleanly so a full schedule equals an FTE of 1.0.
Navigate to Predictive enrollment
From your Admin dashboard, navigate to Scheduling on the left-hand side.
Click on Forecast.
The Forecast enrollment screen will pop up showing columns classified by classrooms and age groups.
💡 The enhanced version of Forecast Enrollment is the default view. If you prefer the classic layout, click Switch to old version under the page title. To learn more about the classic tools, click here.
View options
Click on the eyeball icon to customize the information displayed in each column. A pop-up menu will appear on the right side of the screen.
Click on the eyelash icon if you'd like to make a hidden property visible.
You can choose to hide classrooms with no capacity or enrolled students as well.
You can also choose to exclude any student absences from your FTE calculations if you prefer not to count those days toward enrollment totals.
Insights
Insights provides a quick overview of key enrollment details, including which students are ready to transition, who has aged out, and whether any classrooms are over capacity. In the Forecast Enrollment view, students who are eligible to transition are marked with a purple lightning bolt, and classrooms that are over capacity are highlighted in red. The Insights panel expands on this by giving you more detail when you click into a classroom or student, so you can review ages, capacity, and upcoming transitions in one place.
Click on the white Insights button on the top right corner.
The insights menu will appear on the right-hand side of your screen.
The Insights panel will open on the right side of your screen. At the top, you’ll see cards for Utilization, FTE, Aged out, and Open spots. These cards update based on the week you’re viewing.
Under the cards, the Classrooms section will show any rooms that are over capacity. Clicking a classroom will show details, including how many days it was over capacity.
From this screen, you can edit the room’s capacity if needed. You cannot move students from this screen, but you can adjust the classroom’s details.
The Students section lists all children who are eligible to transition or who have aged out of their current classroom.
Clicking a student will open their profile. From here, you can:
Transition them to a new classroom using the Transition to a new classroom button.
Edit their schedule directly, including updating their assigned classroom if you prefer to handle the move through their schedule instead of using the transition button.
Set the Time Frame
The Predictive Enrollment dashboard updates dynamically based on your selected week, showing classroom capacity, utilization, and enrollment details for that period. This helps you plan and monitor weekly changes.
Click on the Week of button with the blue calendar icon to open up the calendar.
Select the day you want to view, and the system will filter the predictive enrollment for that specific week.
Click on the white calendar button to quickly jump back to today's date.
Plan for classroom capacity
Forecast Enrollment helps you plan ahead by showing how your classrooms will look on any future week. When you adjust the date, you’ll see how many students are scheduled, how many FTE spots are filled, and how many seats will be available at that time. Each classroom clearly displays the number of enrolled students, the FTE total, and how many open spots remain, so you can quickly see where there is room and where a class may be approaching capacity.
In the top right corner, select the week of button and choose the week you want to view.
Once the date is adjusted, each classroom will update to show how many students are scheduled for that week, how many FTE spots are filled, and how many open seats remain based on the classroom’s capacity.
You can also view any upcoming spots for each classroom. These are future schedules that haven’t started yet but will become active on the dates shown. This helps you see which openings are truly available and which ones will be filled soon based on students who are already scheduled to start later.
Forecast Enrollment calculates FTE based on the number of days a student is scheduled during the specific week you’ve selected. If the week includes closures or holidays, the FTE shown will reflect fewer scheduled days.
On each student’s card, a Full time badge appears if the student is scheduled five days a week. Students scheduled for fewer than five days a week are considered part-time, but they will not display a badge.
View student details, upcoming schedules, and conflicts
Classroom level
When you’re looking at the forecast tab, you can quickly spot which classrooms may need attention. Each classroom card shows how many students are enrolled, how many FTE spots are filled, and how many open seats remain. If a classroom is over capacity, the number of students will be marked in red so you can see this right away.
You can click on any classroom to view more detailed information. This screen will show how many days the classroom has been over capacity for the week you’re viewing, along with details like the classroom’s age range and the current capacity settings. If you need to adjust the capacity, you can click the Edit option to update those settings directly from this view.
This view makes it easier to stay ahead of enrollment changes and adjust classroom settings as needed.
Student level
When you click on a student from the Forecast Enrollment view, their profile panel opens on the right side of your screen. This panel gives you a closer look at their age, schedule, classroom assignments, and other details that help you understand how they fit into capacity for the week you’re viewing.
On the student’s card, you may also see a purple lightning bolt icon. This icon means the student is either already aged out of their current classroom or will soon be eligible to age out based on their birthday. It’s a quick way to spot students who may need a classroom change soon, without having to open each profile. When you select the student, the panel shows more detail about when they age out and what their next steps should be.
From the student panel, you can open their schedule, review their current classroom, and decide whether they need a transition. You can start a transition by clicking the Transition to a new classroom button at the top of the panel or by selecting Edit on their schedule and choosing Transition classroom.
You’ll first pick the date the change should take effect. After selecting the date, the New classroom dropdown will show which classrooms the student is eligible for on that day based on their age. This helps you quickly confirm the correct placement before updating their schedule.
You can also choose whether to update the student’s home classroom. If you keep this option selected, their assigned classroom will change along with their schedule based on the date of transition.
Under New schedule, you can keep the same schedule they already have or create a brand new one. Creating a new schedule lets you customize days, times, and classroom assignments for the student after they move.
Together, these options help you stay ahead of upcoming transitions and keep schedules accurate as students move through your program.
Schedule end dates and upcoming schedules
In the Forecast Enrollment view, you may see a small arrow icon on a student’s card. This icon appears whenever that student’s schedule has an end date. Hovering over the arrow will show you the date the schedule ends, so you can quickly see when the schedule is set to end.
Clicking the arrow opens the student’s profile panel to the Schedule section. Their ending schedule will appear first with its end date. If the student has another schedule set to begin afterward, it will appear directly below with its start date and assigned classroom. This gives you a clear view of how their schedule is set to change and helps you understand how those changes may affect classroom capacity or upcoming transitions.
