Understanding Capacity
What is Capacity?
Capacity is the maximum number of children your facility is licensed to care for at any one time. KidKeeper tracks two capacity limits:
- Total Children — the overall licensed capacity for your facility
- Total Infants — the maximum number of infants allowed at one time, if your license specifies this separately
Your capacity limits are set in Account Settings under License and Compliance.
Reading the Capacity Bars
At the top of the Daily Schedule, above the child rows, you will see one or two colored bars running across the timeline. These are your capacity bars.
Each bar shows your current occupancy at every point in the day, color-coded by status:
| Color | Meaning |
|---|---|
| Green | Below capacity — spaces available |
| Amber | At capacity — no spaces remaining |
| Red | Over capacity — more children scheduled than your license allows |
Numbers appear on the bar each time the count changes — for example when a child arrives or departs — so you can see the exact occupancy at any point during the day.
Total Children vs Total Infants
If your license includes a separate infant capacity limit, KidKeeper shows two bars:
- The top bar tracks all children
- The lower bar tracks infants only
A child is counted as an infant based on their profile. Both bars operate independently — you can be within total capacity but over infant capacity at the same time.
What Happens When You Are Over Capacity?
KidKeeper will show a red bar for any time period where the scheduled count exceeds your limit. It does not automatically prevent overbooking — it is your responsibility to review and adjust the schedule.
If you see a red bar, review which children are scheduled during that window and adjust their times as needed.
Setting Your Capacity Limits
Capacity limits are set in Account Settings under Company, then License and Compliance. If your licensed capacity changes, update it there and the capacity bars on the Daily Schedule will reflect the new limits immediately.