Daycare centers are nothing without the caring staff that run them. A committed staff of instructors ensures your child care business can thrive, as staffing is of critical importance to daycare owners, parents, and children.
As a business owner, you need these qualified professionals to provide high quality care to the students that attend your center every day, as well as to ensure your center is meeting state licensing requirements for student-teacher ratios.
Staffing is also critical to enrollment, as parents will be assessing the level of care their child can receive, ensuring that staff is qualified and available to provide their child individual attention. Also, children build a trust and relationship with the caregivers they interact with each day, meaning a level of consistency is important.
How to Optimize Your Daycare Schedule
There are a variety of reasons why keeping an organized, informed daycare schedule is integral to the long-term success of a childcare center. As daycare centers plan out staffing schedules to ensure consistent care and sustainable hours for staff, while maintaining a reasonable budget, here are essential tips to consider:
Track Daily Attendance
To ensure your daycare is not spending money unnecessarily, it is important that only the required number of staff is scheduled each day to meet student-teacher ratio requirements. This means that staff will need to have some flexibility, as there may not always be the same number of children in attendance each day.
For the most part, your center will be able to establish its peak hours and schedule staff accordingly. To do this, centers need to keep accurate attendance logs. Each day at check in and check out, have parents record the exact time their child arrived and left. From there, you will be able to determine when you will need to schedule more staff. Make sure to do this for each enrollment cycle, as peak and off hours may shift.
Once these hours are established, try maintain consistency with the day’s and hours you assign to each caregiver. This will help them plan their week, and will ensure they are available when needed. It is also a good idea to have a staff member on standby, in case there is unexpectedly and greater number of students.
Track Employee Hours & Off Time
Of course, there will be time when your staff needs to take time off or is sick. It is important to try to track planned vacations and other employee off time so that schedules can be altered in advance. This will save you from scrambling to find a substitute at the last minute.
Keeping employee records for hours and off time will also help you to accurately calculate payroll.
If hours change, someone calls in sick, or more children are dropped off than usual, your center should have a central hub for communication so that all staff remain updated and on the same page. When leaving coverage up to individual staff members, centers risk being understaffed or having too many employees arrive for the shift, which is inconvenient for them and you. Having a central email or central document can ensure this does not happen.
In addition to providing a more manageable week for your staff, it is important that there is a level of consistency in your scheduling for the children at your center. It is important for children to develop a relationship and comfort with their caregiver. Therefore, centers should try to ensure that the same instructors are paired with the same children each day when able.
Having a consistent organized daycare staff schedule is integral to running your business as well as to the happiness of your staff, parents, and children. Following these tips will ensure your center is always properly staffed, meets ratio requirements, and remains within budget.
Learn how Procare can how you track staffing and daycare schedules.
Interested in learning more about managing daycare schedules? Check out these related articles.
- Schedule Vacation for Your Daycare Staff
- Daycare Schedules for Infants, Toddlers, and Preschoolers
- Managing Child Schedules at Your Preschool
There are a lot of different administrative facets that go into running a child care center. There are those administrative tasks that make day-to-day operations easier, those that are necessary from a business perspective, and those that are required by government licensing. Simple, efficient, and accurate child care attendance tracking is a necessary part of every child care center because it checks each one of those boxes.
Attendance tracking must be the first and last thing that child care providers do each day, to ensure the security of each child and the continued success of their business. As a result, caregivers should make the check-in process as simple as possible for parents as they try to get out the door.
Why Attendance Tracking Is Essential for Daycares
Here are the top reasons child care providers must keep accurate accounts of child attendance, and how to ensure this with streamlined attendance tracking processes.
While licensing and laws vary by state, attendance tracking requirements at child care centers are common.
- Licensing: Child care providers have to meet certain licensing requirements, one of which is to keep accurate attendance records. Licensing audits do occur, so it is important that providers have parents check their children in every day, and then review those sheets to confirm parents signed the right spot, wrote the right date, etc. Providers should then file these records to have in the event of a licensing audit.
- Transportation: Though regulations vary, it is common that if a child care center provides transportation they are legally required to take attendance before and after each trip. For accuracy in this area, staff members will need to have an attendance sheet with them on the bus, or may want to use a tablet with an attendance tracking mobile application.
- Subsidized Care: For children whose care is subsidized by government programs, caregivers are mandated to keep record of when those children attend their center. Accurate attendance records are necessary to confirm that parent claims of when a child was in your care, and your own, match up.
Day-to-Day & Business Planning
Keeping long-term records of how many children were in attendance at the center can also help providers plan enrollment numbers for coming years, and track the necessary student-to-teacher ratio to ensure compliance without overspending.
Having an accurate understanding of how many children are in your care on a season-to-season basis is essential for planning enrollment and marketing. Attendance reports give child care providers the ability to assess which times and sessions are most popular, and which might need to be cut back or marketed better to increase enrollment.
Attendance reports can also help ensure that enough staff members are on the schedule to meet student-teacher ratio requirements, and calculate full-time equivalency.
Different age groups have different standards for how many caregivers must be present for each child. Tracking attendance gives care providers visibility into the average number of students present for each session, so they can plan staff hours accordingly. This confirms that centers are not overspending by having too many instructors scheduled for only a few children, and conversely that they do not schedule too few instructors to meet standards.
Accurate attendance records also help child care providers calculate full time equivalency (FTE). If a student does not attend on a regular schedule, rather only when a parent needs care, it can be difficult to determine if that student counts as a fulltime student. Keeping a regular attendance record allows providers easy visibility into FTE status.
Parents trust child care providers to keep their children safe. Attendance tracking is completely necessary for security purposes. Caregivers need to make sure that only authorized pickup people check each child out at the end of the day, and that every child is accounted for when they go outside or change locations. Having an attendance tracking system that ensures no student is overlooked and can be flexible to work on the go is essential to maintain this peace of mind for parents and providers.
Improve Your Attendance Tracking
Attendance Tracking from Procare Software provides simplified visibility into each of these areas. Providers are able to monitor which children are being checked in as it happens, and who is checking them in to ensure the person is an authorized guardian. Procare offers several options to increase attendance accuracy and security, including fingerprint check in, signature capture, and check in receipts. Additionally, Attendance Tracker makes it easy for providers to audit their attendance records to align their logs with parents.
The attendance reports provided by this module make it easy to see who is currently checked in, get authorized signature reports, general school attendance summaries, and more.
Attendance tracking is a major part of providing child care, for a multitude of reasons. To ensure licensing compliance, security, and optimal business operations, providers need to have an attendance tracking system that is accurate and that can be easily accessible for reference. Child care attendance tracking software provides this level of automation and organization.
Learn how Procare helps childcare providers maintain accurate attendance records.
Interested in more tips and best practices for improving record keeping at your childcare center? Check out these related articles:
Sign in and sign out time, when parents drop their children off in the morning and pick them up at night, is a standard, but critical daily aspect of a childcare provider’s day. It is one of the first things they do in the morning, and one of the last things they do at night. Though it may become routine and second nature, morning and evening sign in/ sign out provides insight into daily operations, while ensuring the safety and security of each child.
Tracking attendance on sign in sheets gives childcare providers a record that helps calculate full-time equivalency, manage staff scheduling, and keep track of the number days a student has attended, as well as late pickups, to assist in accurate billing.
In addition to administrative records, attendance tracking with sign in sheets can also help ensure the safety of each child, giving caregivers visibility into where each child is, and when they arrived.
At Procare, we want to provide all of the tools necessary for childcare centers to be as successful as possible. To this end, we have created a number of free downloadable childcare sign in sheets and templates to assist in both administrative functions and child safety.
Download Blank Childcare Sign In Sheets
Below are links to downloadable daily, weekly, and monthly sign in sheets, as well as daily, weekly, and monthly roll call sheets.
In addition to sign in sheets and attendance forms, Procare also offers free childcare registration forms, meal tracking forms, and bus run sheets to childcare providers.
Childcare sign in sheets have a place for the parent, or authorized pickup person, to sign or initial the drop-off/pickup time.
Daily Sign In Sheets
This sheet provides a space for each child’s name, the time they were checked in and checked out, as well as a space for their parent or authorized guardian to sign, including room for additional comments.
This sheet provides the same standard sign in sheet format, with extra columns for centers that may need to check children in and out twice per day (such as before and after school programs).
This sign in sheet allows for two sign ins/ outs a day, with a space for the child’s name, when they checked in, and their guardian’s signature.
Weekly Sign In Sheets
This standard sign in sheet provides a space for guardians to sign each child in and out with an additional space for comments, in a Monday – Friday weekly format.
This sheet provides the same features as the standard weekly sign in sheet, but in a landscape view that allows extra space for guardian signatures.
This weekly sheet allows each child to be signed in and out twice per day on a Monday-Friday weekly basis.
This weekly sheet allows each child to be signed in and out twice per day on a Monday-Sunday weekly basis.
Monthly Sign In Sheets
This monthly sign in sheet provides a space for each child to be checked in and out on a monthly (31-day) basis, with an additional space for guardian signatures.
Download Blank Childcare Roll Call Sheets
Roll call sheets are for a teacher or staff member to mark which children are in attendance each day.
Weekly Roll Call Sheets
This weekly roll call sheet allows daycare instructors to track the attendance of each student on a 5-day weekly basis.
(Separate AM & PM)
This weekly roll call sheet allows daycare instructors to track the attendance of each student, with separate sections to take attendance in the morning and afternoon, on a 5-day weekly basis.
This sheet allows daycare instructors to track the attendance of each student on a 7-day weekly basis.
(Separate AM & PM)
This weekly roll call sheet allows daycare instructors to track the attendance of each student, with separate sections to take attendance in the morning and afternoon, on a Monday-Sunday (7-day) weekly basis.
Monthly Roll Call Sheets
(5 Day Weeks)
This monthly sheet helps childcare instructors to track attendance on a monthly basis. This sheet includes space for five 5-day weeks.
(7 Day Weeks)
This sheet helps childcare instructors to track attendance on a monthly basis. This sheet includes space for five 7-day weeks.
Attendance tracking is a necessary part of running a successful and safe childcare center. However, it can be difficult to stay organized while communicating with parents during pickup and drop-off and engaging with the children. With these daily, weekly, and monthly sign in sheets from Procare, childcare centers have everything they need to track attendance in a consistent, easy to manage format.
Get all of the childcare forms your center needs from Procare.
Interested in more free childcare forms and organizational tips? Check out these related articles.
Are you working hard to run your center or is your center working you hard?
What I mean is that many directors often tell us about the work they pour into their center every day. But, in the chaos of everything going on around you, ideas of growing your business take a back seat when it’s a struggle to just maintain. We all know that a well-run center requires a lot of time and energy to run smoothly and profitably. That’s where you come in…
Before you arrive in the morning, your day is already booked. Immediately you are busy greeting parents, posting checks, juggling staff, and managing accounting. Before you know it, you’ve skipped lunch or perhaps you’re picking up toys and wiping down counters so you can go home. With time so short, you may even find yourself working when you should be playing. If this sounds familiar, it’s time to look into automating your center with a software solution that as unique as you and your center.
The best child care management system provides an all-in-one solution. It allows you to do away with confusing spreadsheets, generic financial software, clipboards and bank deposits.It helps you easily manage child and family data, attendance tracking, parent communications, staff hours, child/teacher ratios and more. And, it’s all-inclusive with check-in solutions and door security. Once you start collecting tuition electronically, you’ll say goodbye to late payments forever—all with just a few clicks!
VP Creative Services
How much time will you save in your child care center?
Procare Software® helps child care professionals across the country save 40+ hours per month of administrative duties they were doing manually. With quicker access to information, point-and-click reporting and built-in processing, Procare helps you easily manage your center and analyze important staff and child information in seconds—giving you the time to develop your business and focus on the children.
- Succinct tracking of enrollment and schedules
- Immunization updates
- Quickly post child tuition fees
- Automatically collect tuition payments
- Print/email statements and balance notifications
- Communicate with parents and employees via messages at check-in, email or text blasts
- Maintain logs for incident reports and milestones
- Deposit reports and end-of-year tax statements
- Roll call and sign in/out sheets, birthday reports, waiting lists, classroom ratios
- Automated check-in for parents and employees
- Accurate time card records and calculations
- Let parents pay at check-in or online
- And so much more!
The new school year is coming!
With the new school year coming up soon, now is the best opportunity to get going with your new system.. Financing is available to work easily within your budget. Please contact Procare at 800-338-3884 or visit us online.