---
title: "childcare staff scheduling software"
id: "5944"
type: "page"
slug: "childcare-staff-scheduling-software"
published_at: "2024-02-15T19:14:19+00:00"
modified_at: "2026-06-10T22:01:18+00:00"
url: "https://mybrightwheel.com/childcare-staff-scheduling-software/"
markdown_url: "https://mybrightwheel.com/childcare-staff-scheduling-software.md"
excerpt: "Common scheduling tasks that slow you down Running a childcare center involves dozens of daily tasks: Inefficiencies can add up quickly, whether you’re working manually or juggling multiple tools. If these challenges sound familiar, explore the common pain points below..."
---

# #1 childcare staff scheduling software

## Childcare staff scheduling, reimagined

## Childcare staff scheduling, reimagined

Easily manage your staff schedules, maintain ratios, and communicate schedule changes quickly with brightwheel.

![Screenshots of brightwheel's staff scheduling tool in laptop, tablet and mobile devices. Brightwheel's childcare software help you manage staff schedules, maintain ratios, and communicate schedule changes quickly.](https://mybrightwheel.com/wp-content/uploads/2024/03/Staff-Scheduling-software-min.png "Staff Scheduling software-min")

## See why brightwheel is the childcare software of choice

![brightwheel reviews](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/social-proof-stars.webp "brightwheel reviews")4.9 | 150,000+ reviews - ![Apple Store](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/apple-2.png)
- ![Google Play](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/google-play-2.svg)
- ![Capterra](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/capterra-2.svg)

- ![G2 Leader](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/g2-leader.webp)
- ![Cloud 100](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/cloud-100.webp)
- ![Capterra Best](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/cap.webp)

# Preschool scheduling software to simplify staff management and compliance

 ![A headshot of Kelly Rothermel, a director at Good Shepherd Learning Center in Douglassville, PA](https://mybrightwheel.com/wp-content/uploads/2023/10/kelly-r-social-proof.webp "Kelly Rothermel, Director at Good Shepherd Learning Center in Douglassville, PA")

> Revising the schedule takes less than 5 minutes and everyone is aware of what is going on, which makes for a seamless operation.
> 
>   **Kelly R.**
>  Director of Good Shepherd Learning Center in Douglassville, PA

## Why brightwheel is the #1 childcare staff scheduling software

Easily create and adjust schedules for your preschool staff with our user-friendly preschool scheduling software

Easily create and adjust schedules for your preschool staff with our user-friendly preschool scheduling software

![An icon image of clipboard with a star, which represents scheduling tool in brightwheel.](https://mybrightwheel.com/wp-content/uploads/2024/02/forms-2.png "Intuitive scheduling interface")### Intuitive scheduling interface

Create, adjust, and manage staff schedules with just a few clicks. Monitor room ratios and staggered schedules in real time.

![An icon image of classroom that represents the staff management features in brightwheel.](https://mybrightwheel.com/wp-content/uploads/2024/02/Staff.png "Employee availability tracking")### Employee availability tracking

Easily track staff availability and preferences, making it simple to assign shifts that accommodate everyone’s needs.

![An icon image of light bulb that represents efficiency driving tools in brightwheel.](https://mybrightwheel.com/wp-content/uploads/2024/02/centalized.png "Seamless integration")### Seamless integration

Sync time tracking and payroll with brightwheel’s integration with Gusto. Manage staff schedules with the same software you use for billing and communication.

![An icon image of bar graph that represents the reporting tool in brightwheel.](https://mybrightwheel.com/wp-content/uploads/2024/02/reporting.png "Customizable reporting")### Customizable reporting

Gain valuable insights into staffing patterns, attendance, and labor costs. Identify trends and optimize staffing levels to improve efficiency.

![An icon image of clipboard with a star, which represents scheduling tool in brightwheel.](https://mybrightwheel.com/wp-content/uploads/2024/02/forms-2.png "Intuitive scheduling interface")### Intuitive scheduling interface

Create, adjust, and manage staff schedules with just a few clicks. Monitor room ratios and staggered schedules in real time.

![An icon image of classroom that represents the staff management features in brightwheel.](https://mybrightwheel.com/wp-content/uploads/2024/02/Staff.png "Employee availability tracking")### Employee availability tracking

Easily track staff availability and preferences, making it simple to assign shifts that accommodate everyone’s needs.

![An icon image of light bulb that represents efficiency driving tools in brightwheel.](https://mybrightwheel.com/wp-content/uploads/2024/02/centalized.png "Seamless integration")### Seamless integration

Sync time tracking and payroll with brightwheel’s integration with Gusto. Manage staff schedules with the same software you use for billing and communication.

![An icon image of bar graph that represents the reporting tool in brightwheel.](https://mybrightwheel.com/wp-content/uploads/2024/02/reporting.png "Customizable reporting")### Customizable reporting

Gain valuable insights into staffing patterns, attendance, and labor costs. Identify trends and optimize staffing levels to improve efficiency.

## Automated childcare staff scheduling with brightwheel

### Streamline staff schedules

- Simplify shift scheduling, vacation requests, and substitutions with our user-friendly platform
- Seamlessly toggle between day and week views, making it easy to assess your center’s scheduling needs
- Easily schedule and track absences for both students and staff, helping to maintain ratio compliance
- Modify schedules quickly, with options to edit or delete either single instances or entire schedules
- Ensure your preschool always meets optimal child-to-teacher ratios with our smart scheduling tools

### Manage staff attendance

- Streamline staff check-ins using kiosk, attendance mode, or QR codes
- Maintain accurate payroll hours and room ratios
- Prevent common check-in errors with our automated check-out feature
- Choose to enable or disable staff check-ins from any device, giving you added control over attendance tracking

### Track employee hours accurately

- Easily create and manage employee timecards from the web or mobile platform
- Review, edit, and approve all staff timecards in one place
- Send staff hours directly to Gusto with our seamless payroll integration
- Use dynamic filters to quickly locate and edit any staff timecard
- Track paid and unpaid time off for all staff

### Automate payroll with ease

- Sync staff time tracking in brightwheel with payroll processing in Gusto
- Automatically calculate and file federal, local, and state payroll taxes
- Easily run payroll, make edits to a pending payroll, or run off-cycle payroll
- Generate detailed reports on staff attendance, hours worked, and payroll data

[Learn more](https://mybrightwheel.com/payroll/)

### Communicate staff schedules clearly

- Message staff about schedule changes in real-time, ensuring everyone stays informed and organized
- Tailor schedules for individual staff members or groups
- Instantly record staff absences due to PTO or sick leave, enabling transparent communication and planning for adequate coverage
- View schedule reports to gain valuable insights into staffing needs and attendance gaps

### Maintain staff-child ratios

- Calculate ratios automatically to keep every classroom compliant at all times
- Receive real-time alerts when staffing levels fall below required ratios
- Adjust schedules quickly to balance staff coverage across rooms
- Maintain digital compliance records for licensing visits or audits

### Early education resources

#### Build a collaborative childcare team

Download this free guide for tips to create a positive work culture to retain staff at your childcare program. Plus, you’ll learn:

- Professional development ideas to implement at your program
- Tips to promote staff wellness, boost morale, and foster open communication
- Effective onboarding strategies to help new hires feel confident and supported

![Image](https://mybrightwheel.com/wp-content/uploads/2025/07/practical-guide-to-build-acollaborative-and-resilient-childcare-team.png "practical guide to build acollaborative and resilient childcare team")![Image](https://mybrightwheel.com/wp-content/uploads/2025/07/practical-guide-to-build-acollaborative-and-resilient-childcare-team.png "practical guide to build acollaborative and resilient childcare team")

[Download guide](https://info.mybrightwheel.com/guide/build-a-collaborative-childcare-team)

## Benefits of digital staff scheduling vs traditional methods

Many childcare centers still rely on manual scheduling tools like spreadsheets, whiteboards, or paper charts. While these methods may seem simple, they often lead to:

•Time-consuming updates:  
 Shifting even one staff member’s schedule can mean reworking the entire plan manually.

•Higher risk of errors:  
 Double-bookings, ratio violations, or overlooked shifts are common when schedules are edited by hand.

•Limited access:  
 Staff often can’t see their latest schedule unless they’re physically at the center.

With brightwheel’s digital preschool scheduling software, you can:

•Save time:  
 Generate and adjust schedules in a few clicks.

•Ensure accuracy:  
 Automatically calculate staff-child ratios and flag any gaps.

•Improve staff satisfaction:  
 Give your team mobile access to real-time schedules and updates.

•Control costs:  
 Track hours worked and prevent unnecessary overtime.

It’s time to move beyond spreadsheets and adopt a smarter way to schedule your childcare staff.

## Brightwheel has more ways to support your childcare program

![Icon image that represents enrollment and admissions tools in brightwheel](https://mybrightwheel.com/wp-content/uploads/2018/07/GrowBiz.svg)### Enrollment & admissions

Create forms, request documents and e-signatures, and make enrollment and waitlist decisions with ease.

[Learn more](https://mybrightwheel.com/childcare-enrollment-registration/)

![Icon image that represents classroom management tools in brightwheel.](https://mybrightwheel.com/wp-content/uploads/2023/07/center-management.svg)### Classroom management

Track student attendance and progress, and generate reports to gain insights into classroom trends.

[Learn more](https://mybrightwheel.com/classroom-management/)

![Icon image that represents payroll and time-tracking tools in brightwheel.](https://mybrightwheel.com/wp-content/uploads/2018/07/savetime.svg)### Payroll & time tracking

Track staff timecards and automatically sync time tracking with payroll for easy, accurate payroll processing.

[Learn more](https://mybrightwheel.com/payroll/)

## Seamlessly switch to brightwheel from other childcare management software

### Easy onboarding trainings

Get access to guided training through brightwheel Academy, a comprehensive learning tool to help you, your staff, and families master using brightwheel.

### Speedy support team

Brightwheel has the industry’s largest support team and will ensure that you get quick answers through live chat whenever you need them (response times are less than 1 minute!). Brightwheel’s support team plays a pivotal role in enabling new users to maximize every feature of the software.

### Roster and rate card upload tool

Switching to brightwheel is easy when you upload your student rosters. The brightwheel team will import your roster and tuition rates into your brightwheel account so you have all of the information you need from day one.

### One simple, transparent price

You won’t pay more as you use more features on brightwheel. Your price is based on enrollment capacity and you get access to all features on the platform.

### [Brightwheel vs. Procare](https://mybrightwheel.com/compare-brightwheel-vs-procare/)

Switch to brightwheel for smarter staff scheduling that saves time with automated shift planning, precise overtime and double-overtime calculations, and real-time ratio tracking—all included without hidden fees.

## Common scheduling tasks that slow you down

Running a childcare center involves dozens of daily tasks: Inefficiencies can add up quickly, whether you’re working manually or juggling multiple tools. If these challenges sound familiar, explore the common pain points below to see how they impact your day-to-day—and how the right software can help you save time, stay organized, and focus more on your staff and families.

- [Entering Staff Schedules Manually Into a System](https://mybrightwheel.com/multisite-centers/entering-staff-schedules-manually-into-a-system/)
- [Manually Scheduling Staff Around Billing or Payments](https://mybrightwheel.com/multisite-centers/manually-scheduling-staff-around-billing-or-payments/)
- [Creating Staff Schedules Manually in a Spreadsheet](https://mybrightwheel.com/multisite-centers/creating-staff-schedules-manually-in-a-spreadsheet/)
- [Tracking Scheduling and Ratios Manually Instead of in an All-In-One System](https://mybrightwheel.com/multisite-centers/tracking-scheduling-and-ratios-manually-instead-of-in-an-all-in-one-system/)
- [Cannot Track Staff Movements Between Classrooms](https://mybrightwheel.com/multisite-centers/cannot-track-staff-movements-between-classrooms/)

- [Manually Scheduling Staff Around Staff Availability](https://mybrightwheel.com/childcare-centers/manually-scheduling-staff-around-staff-availability-large-centers/)
- [Manually Scheduling Staff Around Payroll](https://mybrightwheel.com/childcare-centers/manually-scheduling-staff-around-payroll-large-centers/)
- [Manually Scheduling Staff Around Enrollment or Waitlist](https://mybrightwheel.com/preschools/manually-scheduling-staff-around-enrollment-or-waitlist/)
- [Calling Families One-by-one About Scheduling and Ratios](https://mybrightwheel.com/in-home-child-care/calling-families-one-by-one-scheduling-ratios/)
- [Logging into Multiple Systems to Manage Scheduling and Ratios](https://mybrightwheel.com/in-home-child-care/logging-into-multiple-systems-to-manage-scheduling-and-ratios/)

## Frequently asked questions about childcare staff scheduling software

### What is childcare staff scheduling software?

Childcare staff scheduling software is a digital tool designed to help childcare centers efficiently manage their staff’s work schedules, including shifts, breaks, and time-off requests. It streamlines the process of creating, updating, and communicating schedules to ensure adequate staffing and compliance with regulations.

### How can childcare staff scheduling software benefit my center?

There are many benefits to using childcare staff scheduling software. This type of software automates the scheduling process, reducing the time and effort required to create and manage your staff schedules. It allows for easy adjustments and real-time visibility, ensuring that the right staff members are in place at the right times. It also prevents understaffing or overstaffing, leading to smoother operations.

### Can brightwheel handle complex scheduling needs, such as managing part-time and full-time staff, as well as substitute teachers?

Yes, brightwheel can handle various scheduling scenarios, including part-time and full-time staff arrangements. It can also facilitate the management of substitute teachers by allowing administrators to quickly create staff accounts for these employees and update their room assignments when needed.

### Can I track staff time off?

Yes, brightwheel can track paid and unpaid time off for all staff. Time off automatically shows up on schedules for both admins and staff, eliminating the need for manual tracking. Staff can see their total time off hours (paid and unpaid) directly from the mobile app and you can easily view upcoming and past time off events, including summaries of time off hours by type and staff member.

### Does brightwheel integrate with payroll and attendance tracking systems?

Brightwheel’s payroll offerings are a complete, easy-to-use payroll solution, enabling providers to automate tax filings, save time, and manage payroll with confidence with Gusto, the #1 payroll provider for small businesses.

In brightwheel, you can track staff timecards and hours, and send that data directly to Gusto to pay your employees. This seamless integration can streamline the payroll process by using accurate attendance data from brightwheel, reducing manual data entry and potential errors.

### How do I notify staff of schedule changes?

Administrators can send group messages based on staff room assignments in brightwheel. The real-time messaging feature keeps everyone informed of schedule changes. In addition, staff can view their personal schedule or a specific room schedule by navigating to the Schedules tab on the brightwheel app or on the web.

### How do I manage ratios in brightwheel?

Brightwheel allows you to set custom maximums for each room’s capacity and desired student-to-staff ratio. You can also check ratios per room, at any time, with real-time data to ensure proper staff-to-student ratios. You’ll even be alerted if a room goes out of ratio.

### Can brightwheel handle multi-location staff scheduling?

Yes! Brightwheel is designed to support childcare businesses with one or many locations. You can easily manage staff schedules across multiple sites from a single dashboard, giving you full visibility into staffing levels, ratios, and availability at each center. Whether you’re moving staff between locations or tracking hours separately for each site, brightwheel makes multi-location scheduling simple and efficient.

## The ROI of investing in preschool scheduling software

Every minute spent manually creating staff schedules or fixing last-minute changes is time—and money—that could be invested back into your program. Childcare staff scheduling software isn’t just a modern convenience; it’s a smart investment with real returns.  
  
Brightwheel helps childcare centers and schools see ROI quickly by:

- Reducing administrative work: Automate staff schedules and cut hours of manual updates, freeing your team to focus on quality care instead of spreadsheets.
- Avoiding overtime costs: Track hours in real time and prevent unexpected overtime and double-overtime expenses that eat into your budget.
- Improving compliance and reducing fines: Maintain accurate staff-child ratios and keep digital records ready for licensing visits, helping avoid costly compliance penalties.
- Boosting staff satisfaction and retention: Give staff clarity and flexibility in their schedules, leading to happier teams and lower turnover costs.
- Saving time across locations: Manage multiple sites from one platform, streamlining operations and improving efficiency.

Many programs recoup their investment in brightwheel within just a few months, thanks to reduced labor costs, fewer compliance issues, and smoother operations. It’s not just software—it’s a strategy to help your business thrive.

## Review the latest ECE resources about childcare staff scheduling software

- Students
- Blog post

### Daycare Schedule Guide: Templates for Infants, Toddlers, and Preschoolers

A daily daycare schedule can give your children the perfect balance of structure and flexibility. Understand the basics of building a schedule that meets the needs of your children.

[Read Now](https://mybrightwheel.com/blog/a-complete-guide-to-creating-a-daily-daycare-schedule)

- Business
- Blog post

### Employee Time Tracking Software: Top Tools and Features for Businesses in 2026

Explore what employee time tracking software is, its key benefits, must-have features, and the top tools to help childcare businesses boost efficiency in 2026.

[Read Now](https://mybrightwheel.com/blog/employee-time-tracking-software)

- Business
- Blog post

### Childcare Ratios for Your Preschool

Childcare ratios are important to maintaining safety in an early education environment. Here’s how these staff-to-child ratios impact your program.

[Read Now](https://mybrightwheel.com/blog/childcare-ratios)

### Tour the easiest all-in-one childcare and preschool app