Free Daily Staffing Ratio Calculator

Quick reference — child to staff ratios

Babies · under 2s

1 : 3

1 adult per 3 children

Toddlers · 2 to 3s

1 : 5

1 adult per 5 children

Pre-school · 3 and over

1 : 8

1:13 with a Level 6 (QTS/EYTS/EYPS)

How qualifications count in ratio

Level 6 ratioOnly QTS, EYTS or EYPS. Unlocks 1:13 for over 3s when working directly with children and a second Level 3 is present.

Level 3 ratioFull & relevant Level 3, 4, 5 or 6, plus Level 2 English. Also the experience-based route. Levels 4 and 5 do not get a higher tier.

Level 2 ratioFull & relevant Level 2, or someone studying Level 3 who has passed a competency interview and holds a PFA. A person studying Level 2 cannot count at Level 2.

UnqualifiedLevel 1, no relevant qualification, or someone studying Level 2. The qualification mix applies to the staff you NEED, not extra staff above ratio.

Your rooms

Enter your children and staff above to check this room

What this tool can't check

A green PASS means the numbers and qualification mix add up. It is not proof of compliance on its own. You must still confirm by hand:

Qualifications are genuine and full & relevant. The tool trusts the level you select. Verify each certificate at onboarding using the government's Check an Early Years Qualification service.
The competency interview actually happened. Before counting any apprentice or student, the competency-based interview proforma must be completed, passed and filed.
Baby-care training and room-leader experience. In under-2s rooms, at least half of staff must be trained in the care of babies and the room leader must have suitable experience with under-2s.
Breaks are covered like-for-like. When someone goes on a break they must be replaced by a person of the same qualification level so the room stays compliant all day.
Valid, current PFA certificates. Anyone counted who relies on PFA must hold a current certificate.