How to Keep Your Teachers on Track with Ongoing Training

As a child care director or owner, one of your most important leadership roles is ensuring that your teachers stay current with their ongoing training requirements. Training not only keeps your center in compliance with licensing regulations—it also fuels professional growth, boosts staff confidence, and enhances the quality of care your team provides to children and families.

But let’s be honest: without a structured, consistent system in place, it’s easy for training to fall through the cracks. This can lead to a last-minute scramble to complete hours, added stress for you and your team, and the very real risk of falling out of compliance.

The good news? With a proactive plan, you can keep your staff on track, reduce anxiety, and turn training into a positive, professional development experience. Here’s how to do it.

1. Know Your Licensing Requirements

Before you can create a solid training system, you need to be crystal clear on what your state requires. Each state has different regulations when it comes to ongoing training for child care staff—ranging from how many hours are needed annually to how documentation must be maintained.

Your licensing representative may expect:

• That specific forms be filled out exactly as instructed

• Digital records stored in an approved online format

• Printed certificates organized in a dedicated binder for review

• A signed logbook with verification from staff and trainers

If you’re unsure, reach out to your licensing agency directly or check your state’s official website. Stay updated—regulations can change, and keeping your records in the format they expect is key to passing inspections without issue. Setting aside time each month to review compliance updates is a smart move.

2. Provide Clear Expectations to Staff

Teachers can only meet expectations if they know exactly what those expectations are. At the beginning of every training cycle (annually or upon hiring), clearly communicate:

• The number of training hours required

• What topics and formats are accepted (e.g., online, in-person, conferences)

• The deadline for completion

• Where and how to submit proof of completed training

Think of this like onboarding for training—when your teachers have all the information upfront, they can plan accordingly. To reinforce these expectations:

• Post a training tracker in a common area like the staff room

• Send monthly reminders via email or messaging apps

• Add a training update to every staff meeting agenda

Transparency helps remove the guesswork and keeps everyone aligned from the start.

3. Implement a Tracking System That Works

Trying to manage training hours for your entire team without a reliable system is a recipe for confusion and last-minute chaos. A strong tracking system ensures you're aware of each teacher’s progress, prevents oversights, and gives you a clear view of who’s on track and who needs extra support.

The key is choosing a system that aligns with your team’s size, tech comfort level, and daily workflow. Here are some effective options:

• Inbox System: Set up a designated tray or inbox where teachers can drop off printed training certificates. This low-tech method is simple and effective, especially if your team isn’t using digital tools daily. Just make sure to check it regularly and file certificates appropriately.

• Physical Binder: Use a labeled binder with dividers for each staff member. This becomes your on-site training portfolio, making it easy to find records quickly—especially helpful if licensing prefers paper documentation.

• Shared Spreadsheet: Create a centralized Google Sheet or Excel file with columns for each teacher’s name, completed trainings, training type, date, and number of hours. This lets you quickly spot who’s on track and what still needs to be done. Bonus: it’s easy to sort and update!

• Child Care Management Software: Platforms like Procare, or Kangarootime often have training management features built in. These systems can log training hours, store certificates, and send reminders—saving you time and reducing manual tracking.

• Google Drive or Cloud Storage: Create a folder for each teacher where they can upload scanned certificates or completion emails. This digital option is great for remote teams or centers trying to go paperless. Make sure the folder structure is easy to navigate and that everyone knows how to upload correctly.

No matter which system you choose, it’s critical that someone is consistently reviewing and updating records—usually the director, assistant director, or a designated admin. Schedule time  bi-weekly to review submissions, follow up with staff, and resolve any missing documentation.

Also, encourage your teachers to communicate when they’ve submitted something—a quick message like, “I dropped my CPR certificate in the inbox,” or “Uploaded my workshop hours to my Drive folder,” ensures nothing gets missed and keeps everyone accountable.

Having a structured, transparent, and reviewed tracking system turns ongoing training from a stressor into a smooth part of your center’s rhythm.

4. Track Expiration Dates for Certifications

Some training isn’t just about clocking hours—it’s about staying certified. CPR, First Aid, and Food Handling certifications all come with expiration dates, and overlooking these can result in non-compliance, even if a teacher has completed all other training.

Here’s how to stay ahead:

• Add certification expiration dates to your training spreadsheet or management software

• Use your digital calendar to set reminders 60–90 days in advance

• Create a separate section in your records specifically for expirable credentials

Did You Know?

With IntelliKid Systems’ EMS (Employee Management System) product, you can easily set up automated workflows to alert your team or directors when important certifications—like First Aid/CPR, physicals, and more—are about to expire. Stay proactive and plan ahead with timely reminders so that you’re not scrambling to schedule last-minute CPR renewals right before a licensing visit. Book a demo now to discover how it can work for you!

5. Set Smaller, Manageable Goals Throughout the Year

If you wait until the end of the year to complete all training, you’re inviting burnout—for both your staff and yourself. Instead, make training more digestible:

• Break annual requirements into quarterly or monthly goals

• Schedule monthly check-ins to review who’s on track

• Host quarterly team training days to knock out hours together

Smaller goals feel more achievable and create a culture of consistency, not panic.

6. Make Training More Accessible and Appealing

Let’s face it—no one wants to squeeze in training after a long day with toddlers. But if training is engaging, convenient, and easy to access, your team will be much more likely to stay on track.

Ideas to boost participation:

• Offer on-demand online courses staff can take from home or during planning time

• Host in-house training sessions with local experts or certified trainers

• Try "Lunch-and-Learn" events where teachers enjoy lunch while learning

• Share a curated list of free, approved training sources to reduce cost barriers

• Allow staff to complete training during quiet times or professional development days

• Does Your Program Embrace Learning Through Play? Remember—your teachers want to have fun too! Consider providing your team with access to training websites, groups, or resources that allow them more freedom to choose topics that inspire them. When teachers engage in meaningful, self-directed learning, they come back more energized, motivated, and excited to bring that same joy into the classroom.

Making professional development feel less like a chore and more like an opportunity makes a big difference.

7. Use Incentives to Motivate and Reward Progress

A little encouragement can go a long way. While compliance is non-negotiable, rewarding teachers who go above and beyond can help create a culture where training is embraced rather than avoided.

Try:

• Offering gift cards or small bonuses for early completion

• Running a monthly raffle for those who submit training certificates

• Giving shout-outs in newsletters or team meetings

• Posting a training leaderboard in the staff room

Recognition and small perks can create friendly competition and keep training top of mind.

8. Ensure Accountability with Fair but Firm Policies

Encouragement and support are important—but so is accountability. When staff understand that training is a core responsibility of their role, they’re more likely to treat it seriously.

Accountability strategies:

• Include training completion as a measurable goal in performance reviews

• Limit schedule flexibility or shift preferences for those behind on hours

• For repeated non-compliance, have a clear disciplinary process, up to and including termination if necessary

Clear boundaries and consistent follow-through help set the tone that training isn’t optional—it’s essential.

Final Thoughts

Ongoing training is essential for maintaining a high-quality child care program. Without an organized system, it can quickly become overwhelming—but by setting clear expectations, tracking progress, and making training accessible, you’ll ensure compliance without unnecessary stress. When you build a culture of continuous learning supported by organization, communication, and consistency, everyone wins: your teachers grow, your center stays compliant, and children benefit from a better learning environment.

Experience the benefits of IntelliKid Systems at your own pace. See for yourself—click below to start your self-guided demo.