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The Importance of Monitoring Child-to-Staff Ratios

Tracking how many adults are caring for children in a group is known as the staff-to-child ratio. State regulations determine the maximum number of children in a group who can be managed by an adult, and can vary by age so ensuring the center or school is compliant with these ratios is critical.

Procare’s real-time staff-to-child ratio monitoring ensures your center or program is in compliance and keeps you prepared for those unannounced visits from state child care licensing agencies. This capability also allows you to adjust quickly when staff and room changes need to be made quickly.

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How Procare Helps You Stay on Top of Staff-to-Child Ratios

Accurately Recording Staff-to-Child Ratios

Closely monitoring and managing staff-to-child ratios is important not only for the development of children but also governed by state requirements. Stay in compliance and provide the best care with Procare’s staff-to-child-ratio monitoring system.  Procare enables tracking of children and staff throughout the day, including room transfers and lunch breaks. 

Real-Time Monitoring

View real-time staff-to-child ratios anytime. Set up alerts to get notified when your ratio is off. Track the staff-to-child ratio for every room at your child care center and get notified with our smart alert system if the ratio is off.  Simply configure your ratio by room, day or time, and never worry about going out of ratio. Always stay ahead of licensing compliance needs.

Better Center Management

Procare also enables centers and schools to track how many spots are open or full by classroom to drive financial decision making.

Staff-to-Child Ratios General Guidelines

Staff and child ratios are provided by the state where your child care center is located. Below is an example of typical allowable ratios, but it is important to check with your particular licensing agency or state regulations to determine the proper ratios for your center or preschool.  

Children’s AgeStaff-Child RatioMaximum Group Size
Infant (younger than 12 months)1 adult per 3-4 infants2 adults with 6-8 infants
Younger toddler (1-2 years)1 adult per 3-6 younger toddlers2 adults with 6-12 young toddlers
Older toddler (2-3 years)1 adult per 4-6 older toddlers2 adults with 8-12 older toddlers
Preschooler (3-5 years)1 adult per 6-10 preschoolers2 adults with 12-20 preschoolers
School age1 adult per 10-12 school-age children2 adults with 20-24 school-age children

Information provided by https://www.childcare.gov/index.php/consumer-education/ratios-and-group-sizes

Robust Center Management Capabilities and More

This robust child care management software has a host of additional capabilities that are essential for child care centers, before and after school programs and youth organizations. In addition to center management, Procare features family engagement, classroom management, tuition payment processing as well as essential integrations with many third-party providers in the child care market.

Why Procare

Proven in Child Care

For over 30 years, child care center owners have looked to Procare to provide real-time information for making critical decisions, maintaining compliance with local and state regulations and adhering to business best practices.

End-to-End Capabilities

Procare saves you time and money by streamlining core administrative functions while raising the bar for the parent experience with professional communications, easy-to-access portals and the opportunity for real-time updates.  Procare can be configured to meet every need. We even make it easy to connect to other specialty systems such as payroll to make Procare the one-stop hub for everything you need to successfully run your center.

Equipped for Any Center

Priced and sized right, Procare meets all your single center needs at an affordable price. We handle the business administration so you can focus on what matters most – better outcomes for the children in your care. No contracts, no set-up fees, no per-child charges – just one price for all the capabilities you need to run your center or school.

Designed Specifically for Child Care Professionals

Procare understands the importance of your role in managing a center, daycare or school. Tracking child attendance, having easy access to family information, handling schedules, keeping records, communicating with parents, billing and processing payments are administrative tasks that we do for you so you can spend more time educating children.

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contracts, set-up fees, per-child charges and more!


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Over 70%

of North America’s largest for-profit child care organizations use Procare


centers and schools trust Procare

How Does Procare Compare?

With over 30 years serving child care businesses, Procare stands out in the child care management software field.

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See For Yourself

Learn more about how Procare compares to other solutions in the market.

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