A new school year brings much to look forward to: new families, growing classrooms, and a fresh start for your team. But with this exciting back-to-school transition, many preschools also experience staffing challenges. Whether teacher availability shifts, a new hire has a later start date, or enrollment grows more than you expected, there are several instances where you might need an extra set of hands.
Keep in mind: a daycare staffing shortage doesn't always mean you need to start searching for a full-time teacher. First, get clear about the specific kind of support your team needs. Then, find ways to encourage current teachers to stay onboard, build relationships with subs to cover absences, and of course, have a plan when it’s time to welcome someone new to the team.
Here's how to make sure your staffing bases are covered, so you can have quality options in place for whatever comes up this school year.
Why daycare staffing shortages happen in the fall
The beginning of the school year creates movement across the education field. Teachers may leave for positions with different hours or benefits, while college students who helped over the summer return to class. At the same time, enrollment is often picking up. In other words: you may need more coverage right when your team’s availability is changing.
And those seasonal shifts are happening alongside a larger industry challenge. In a 2025 survey of more than 10,000 early childhood educators, the National Association for the Education of Young Children found that 37% of underenrolled programs cited compensation that was too low to recruit and retain enough qualified staff, while 36% said they simply didn’t have enough staff. Nearly half of respondents also said their sense of burnout had worsened over the previous year.
For owners and directors, those numbers show up in tangible ways. An open position can leave you turning away new students or spending the morning finding coverage instead of greeting families.
While you shouldn’t try to solve the larger challenges at play, you can give your daycare more ways to handle them.
Incorporating teacher retention strategies
When you're solving for a daycare staffing shortage, it's tempting to put all your energy into recruiting. But there's another important question: What would make this fall work better for your teachers already on staff?
The answer is often found with a simple conversation. Ask your teachers what’s working, what’s not, and where they need support. The earlier you connect openly with them, the more time you have to truly address their needs.
And if your budget allows for a compensation increase (even a targeted one for hard-to-fill shifts), it may be worth considering. When budget constraints don’t allow for pay increases, smaller changes can help improve a teacher’s experience and encourage them to stay.
Take a close look at the day-to-day experience of your team. Are schedules shared early enough for teachers to plan around them? Are breaks happening consistently? Is the workload spread evenly, or are your most dependable teachers always the first ones asked to cover? For instance, many programs have an assistant teacher or a director who always steps in in a pinch, which can lead to burnout. That’s why your approach to teacher retention should be twofold: treating your staff with the respect and gratitude that fosters a supportive culture, while ensuring “make it work” isn’t the plan every time.
A few ways to address both:
- Ask about teacher availability before schedules are set. Is there anyone looking for more, or perhaps fewer, hours? Honor these requests when you can. (Creating your schedule early can help make this possible.)
- Notice who's always stepping in. If the same teacher or assistant regularly covers gaps, it may be time to add another option to the rotation. This way, you prevent reliable fill-ins from burning out.
- Check in with new team members early. A quick “How's it going?” can surface needs and concerns while they're still easy to solve.
- Celebrate your staff! Having teachers who fill in or go above and beyond can make a good daycare great. Don’t overlook this! A 'thank you' text lets your team know their work is appreciated.
Let child care apps release pressure
Booking teachers on a child care app doesn't mean you're replacing your committed core team, but it is a way to give your current teachers much-needed support. Building a roster of qualified subs can help supplement your team amid a daycare staffing shortage. And it’s easy to start building that roster with certain child care apps.
For instance, SitterTree was built with daycares and preschools specifically in mind. In minutes, you can post an open job to connect with local child care professionals. Or, browse teachers to see who meets your needs before taking the next step. You can filter by qualifications you care about, and what's more, booking and payment is completed in-app—giving you one less admin task to worry about.
The best part is: you don’t have to wait for a teacher callout to get started. Create a free account, browse available subs, and post for any upcoming needs before the school year gets into full swing. A planned half-day job can be a low-pressure way to meet a new sub and introduce them to your daycare.
Build relationships with subs for consistency
The best subs are the ones you have relationships with. For instance, say you book Ms.Donna for a Friday job, she has a great day in the toddler room, gets to know your staff, and by dismissal, she knows which water bottle belongs to each child.
When you find a great fit, keep in touch and send a quick “Thanks for being here today!” text after the job. On SitterTree, you can even add subs as favorites to easily invite them back. This way, after a few jobs, “We need a sub” becomes “Let’s see if Ms.Donna is available.” And remember: while appreciation goes a long way, subs value knowing they have reliable work to come back to.
Recurring gaps show you when it's time to grow
If you're consistently bringing in substitutes or floaters for the same classroom, you may be looking at more than a temporary need.
A few things that can mean it’s time to consider a permanent hire:
- You're regularly booking subs for the same classroom.
- Your current team is consistently covering hours outside their normal schedules.
- A part-time or full-time hire would solve a recurring gap instead of an occasional one.
Booking sub coverage for now can keep classrooms running smoothly while you take the time to find the right permanent teacher. And SitterTree can help with both: after you book a sub, use the Direct Hire feature to connect with candidates to hire directly for part-time and full-time roles.
More options for the school year ahead
Your staffing needs will change throughout the year, and it’s OK for your plan to flex with them.
To recap, three steps to successfully addressing a daycare staffing shortage include:
- Supporting the teachers on your team.
- Building relationships with subs who can step in.
- Having a reliable way to find your next part- or full-time hire.
Fall will still bring schedule changes and unexpected mornings. But a flexible staffing plan can help your daycare center meet them with more confidence.
Create your free SitterTree account to browse local child care professionals near you.
Here's to supported teachers, familiar faces, and a team that's ready for what's next.