How to Set Up Age Groups & Capacity in Bookiphy?

In Bookiphy, you can create custom age groups based on your centre’s capacity, staff-to-student ratios, and max capacity settings—making it easier to manage occupancy and stay compliant with your staffing requirements.

Here’s a step-by-step guide to help you set it up:

Steps to Add Age Groups in your Club Settings

Step 1: Go to Your Club Settings

Navigate to: Club Settings > Classrooms,

then click on “Add Age Group.”

Step 2: Name Your Room or Class

Give the room or class a name that reflects the age group—for example, “Toddlers 1–2 yrs” or “Preschool 3–4 yrs.”This makes reporting and internal organisation easier.

Not sure what to name it yet? No problem—just use the age group name for now.

Step 3: Define the Age Group

Next to the “Age Group” section, click “+ Add” to create a new age group, or choose from existing ones if already defined.

Step 4: Assign Staff Access

Select the staff members who should have access to manage or oversee this age group.

You can assign multiple staff as needed.

Step 5: Set Room/Class Capacity

Enter the maximum number of students that this age group can accommodate.

This helps Bookiphy track occupancy and availability automatically.

Pro tip: 

Maximum capacity is set per venue for each age group, allowing your club to manage occupancy more accurately across different locations.

For example, if you have an age group of 6–10 years, you can set the maximum capacity to 15 at Venue 1 and 10 at Venue 2, depending staff availability.

You can also block spaces if you temporarily want to limit how many children can be booked at a particular venue—perfect for managing seasonal changes, maintenance, or staff absences.

Step 6: Set the Staff-to-Student Ratio

Define how many children each staff member is responsible for in this age group (e.g., 1:4 for toddlers).This ensures your staffing meets your centre’s compliance and safety standards.

Step 7: Save Your Settings

Click “Save” to lock in your changes.

Your age group setup is now complete, and Bookiphy will use this info to help manage class sizes, staff coverage, and overall occupancy.

Pro Tip:

Make sure your age group definitions align with your local staffing ratio regulations to stay compliant and ensure smooth daily operations.

Got questions or need help?

Just drop us a line at support@bookiphy.com – we’re happy to help!