Daycare staff schedule template, with a ratio check
Add your team and their shifts. We add up weekly hours and show every hour that is short on staff, so you can fix it before Monday. Then download a clean weekly schedule.
- Fill in your detailsYour center, room and dates.
- Make it yoursEdit, add or remove anything. Turn parts on or off.
- Check the previewIt updates as you type.
- Download PDFOr get a blank copy to fill in by hand.
We added a sample team. Change names, rooms, shifts and days. Turn off "Counts in ratio" for office staff.
Ratio coverage by hourSample daycare staff schedule
Here is how a center open from 7:00 AM to 6:00 PM often staggers shifts. Shifts overlap in the middle of the day, when the most children are there and teachers need breaks.
| Staff | Role | Shift | Why |
|---|---|---|---|
| Opener | Lead teacher | 7:00 AM – 3:30 PM | Opens the building and covers early drop-off. |
| Mid shift | Lead teacher | 8:00 AM – 4:30 PM | Covers the morning rush and lunch. |
| Peak | Assistant teacher | 9:00 AM – 5:30 PM | Adds a body when the most children are here. |
| Floater | Floater | 10:00 AM – 6:00 PM | Covers breaks, lunches and the afternoon. |
| Closer | Assistant teacher | 9:30 AM – 6:00 PM | Stays until the last child leaves. |
| Director | Director | 8:00 AM – 5:00 PM | Office work, tours and backup in ratio when needed. |
Child care ratios to plan around
Every state sets its own ratios and group sizes, and many allow more children per adult than experts recommend. Always follow your state's licensing rules. These are the national recommendations for centers from Caring for Our Children, the health and safety standards used by childcare.gov.
| Age | Recommended ratio | Recommended max group |
|---|---|---|
| Under 12 months | 1 adult to 3 infants | 6 |
| 13 to 35 months | 1 adult to 4 toddlers | 8 |
| 3 years | 1 adult to 7 children | 14 |
| 4 to 5 years | 1 adult to 8 children | 16 |
| 6 to 8 years | 1 adult to 10 children | 20 |
| 9 to 12 years | 1 adult to 12 children | 25 |
How to make a daycare staff schedule
Start with ratios, not people
Count how many children you have in each room at each hour. Divide by your state ratio to see how many adults you need. Most centers need fewer staff at open and close, and the most from mid-morning to mid-afternoon.
Stagger the shifts
Use early, mid and late shifts so you have more adults when more children are there. One opener and one closer per room is a common pattern.
Plan breaks and lunches
A floater covers breaks so rooms stay in ratio. Put breaks during nap time when you can.
Keep the same people with the same children
Young children feel safer with familiar faces. Keep each lead teacher in one room as much as you can.
Watch weekly hours
Check each person's weekly hours so you know before anyone goes into overtime.
Post it early
Share the schedule at least one to two weeks ahead, and keep a list of substitutes for sick days.
What to include in a staff schedule template
- Center name and the week
- Each staff member's name and room
- Start and end time for each day
- Days off
- Breaks
- Weekly hours per person
- Ratio coverage for open, peak and close
More free help for your day
Schedule staff and track ratios in one app.
MyKidReports does staff scheduling, time clock, check-in and live ratios for every room. Start free for up to 5 children, or try Pro free for 14 days. Pro is $0.99 per child a month.
Common questions
How do I make a daycare staff schedule?
Start with how many children are in each room at each hour, then use your state ratios to see how many adults you need. Stagger early, mid and late shifts, plan breaks with a floater, and check weekly hours. Our free tool checks ratio coverage by hour as you build it.
What does a sample daycare staff schedule look like?
A center open 7:00 AM to 6:00 PM often has an opener from 7:00 AM, mid shifts from 8:00 or 9:00 AM, a floater from 10:00 AM to cover breaks, and a closer who stays until 6:00 PM. Shifts overlap in the middle of the day.
How many staff does a daycare need?
Divide the number of children in each age group by your state's ratio, and round up. For example, 24 preschoolers at a 1 to 10 ratio needs 3 adults in ratio. Add a floater for breaks and the director for office work.
Does the director count in ratio?
In many states a director can count in ratio when they are in the room with children. Check your state's licensing rules. In our tool you can turn "Counts in ratio" on or off for each person.
How far ahead should I post the staff schedule?
One to two weeks ahead is common. It gives staff time to plan and you time to find a substitute.
Is this staff schedule template free?
Yes. It is free and runs in your browser. Build your schedule, check ratios, then download a printable copy or a blank template.