How to set up a ratio in Risk Settings?

Ratios define the acceptable student-to-staff supervision levels for excursions, based on excursion and activity type.

Open the Excursions module via the side navigation panel.

1. Navigate to Settings → Ratios.

2. Click Add Ratio.

3. Enter a Risk Ratio Description (e.g. Base Ratio Value, Whitewater Rafting Ratio).

4. Enter the Acceptable Ratio – the number of students per staff member (e.g. 15:1 = 15 students per 1 staff).

5. Select an Acceptable Ratio Colour Code – colour displayed when the ratio is within limits.

6. Select an Unacceptable Ratio Colour Code – colour displayed when the ratio is not met.

7. Choose one or more Excursion Types (mandatory).

8. Choose one or more Activity Types (optional).

9. Click Save.

10. The new ratio will appear in the Ratios table under Settings.

Ratio Calculations

• Predicted Ratio = Total Student Count ÷ Staff Participating

• Current Ratio = Approved Student Count ÷ Staff Participating

• Total Student Count = all students (approved, declined, pending)

• Approved Student Count = only approved students

• Staff Participating = staff with the involved_users role (from “List of Staff Attending Excursion”)

Examples of calculation

Key Notes:

• Ratios are always displayed as NUMBER:1 (students: staff).

• Ratios are rounded up to the nearest whole number.

  • Example: 28 students ÷ 3 staff = 10:1

• If students or staff are missing, the system displays messages such as “Requires students and/or involved users to be selected.”