What the Best Subs Have in Common — and How to Keep Them Coming Back

Not all substitutes are created equal. Some show up, ask the right questions, and bring a calm, capable presence to the room. Others leave you watching the clock. The difference? It’s not just experience — it’s attitude, awareness, and fit.

At Tandem, we’ve helped facilitate thousands of substitute shifts, and we’ve learned what sets great subs apart — and just as importantly, what makes them want to come back. Here’s what to look for — and how to build a center they’ll want to keep saying “yes” to.

✅ How to Spot a Standout Sub

They ask questions before you have to explain.

Great subs don’t wait to be spoon-fed a plan. They clarify expectations, confirm classroom norms, and make sure they’re walking into your day prepared. That kind of proactive communication builds instant trust.

They read the room — and join it.

They don’t need a script. They observe, adapt, and match your classroom’s tone and routines quickly — whether it’s a loud toddler room or a quiet preschool circle.

They do the job, not just the tasks.

They don’t just meet ratio — they lend a hand. Help with cleanup? Done. Smooth transitions? Handled. The best subs step in with ownership, not hesitation.

They make your team say, “Let’s request them again.”

When your staff feels supported, not disrupted, you know it’s a good fit. Great subs often get invited back before their first shift is even over.

💬 But Here’s the Other Side: Good Subs Have Options

Top-performing subs get booked fast. And just like centers are evaluating them, they’re evaluating you, too.

Here’s how to make sure they want to come back:

✅ How to Appeal to the Best Substitutes

Be prepared to welcome them.

A short walkthrough, a clear point of contact, and a quick check-in at arrival go a long way. Workers notice when a center is warm and organized.

Give them what they need to succeed.

Whether it’s a printed schedule, a buddy teacher, or quick notes about allergies or classroom norms — the more informed they feel, the more confident (and effective) they’ll be.

Show appreciation — even for one shift.

A thank you, a simple “great job today,” or a rebooking request says more than you think. Subs often return to centers where they felt acknowledged.

Rebook them quickly.

The best way to keep strong subs is to bring them back. With Tandem, you can favorite standout workers and request them again — even for future dates or permanent roles.

🧸 Crib Notes

Like Cliff Notes, but for child care:

• Standout subs communicate clearly, adapt quickly, and take initiative
• If you know by midday that you want them back — you’re probably right
• Great subs are evaluating you, too — be prepared, respectful, and appreciative
• Use Tandem to rebook your best-fit workers and build a consistent bench
• The best subs often become the next best hire