How to Use Subs as a Strategic Tool — Not a Last-Minute Fix

Substitutes often get written off as a necessary evil — a last-ditch fix when someone calls out or quits unexpectedly. But at Tandem, we’ve worked with thousands of child care centers and professionals, and we’ve learned something important: when used well, substitutes aren’t just a bandaid. They’re a bridge.

A great sub can restore calm, protect ratios, and give your team breathing room. But more importantly — they can also be the beginning of something long-term.
That’s why we encourage every center to think of substitute staffing not as a one-time solution, but as an opportunity to meet a ready-to-work child care professional who could become a lasting part of your team.

Here’s how to make that shift.

✅ 1. Think of subs as part of your bench — not outside of it

Your sub pool should be an extension of your team. Even if someone only picks up one or two shifts a month, that’s one or two more days your full-time staff can breathe. And when you consistently work with the same high-quality subs, they get to know your children, routines, and staff — just like a regular team member would.

✅ 2. Use substitutes to protect your strongest staff

One of the biggest drivers of burnout is asking too much from the same few people. Having subs available — and actually using them — can help protect your team’s energy, reduce turnover, and signal that you're planning ahead instead of reacting.

✅ 3. Treat sub shifts as trial runs for future hires

A substitute shift isn’t just coverage — it’s a live audition. When a sub fits well with your team, shows up consistently, and builds relationships with kids and staff, that’s someone worth rebooking. Many centers eventually transition their favorite subs into permanent roles. You’re not just plugging a hole — you’re recruiting in real time.

✅ 4. Plan your sub needs before you’re in crisis

You don’t need to be short-staffed to use a sub. Consider using them for:

• Staff development days

• Field trips

• Float support during busy hours

• Temporary room transitions

• Break coverage for retention and morale

Planning sub coverage into your regular rhythm builds stability — and prevents chaos when something unexpected does happen.

✅ 5. Get your systems in place before you need them

One of the best times to set up your substitute staffing process? Right now. Summer is often slower, giving you a rare window to get your Tandem account ready, update your classroom preferences, and define what kind of support you want when the school year ramps up.

🧸 Crib Notes

Like Cliff Notes, but for child care:

• Subs aren’t just last-minute coverage — they’re a staffing tool
• The best subs become part of your regular bench and protect your core team
• Every shift is an opportunity to trial future hires in real time
• Plan for routine disruptions, not just emergencies
• Set up your Tandem account during the summer lull so you’re ready before fall