Best Practices for
Hiring a Nanny
Through PioCare
Finding the right nanny can be life-changing for your family. These 16 best practices are based on what leads to the strongest matches — and the fastest hires — across the PioCare network.
Hiring a nanny is one of the most important decisions you’ll make for your family. To help you hire quickly, confidently, and smoothly, we’ve compiled everything we’ve learned from thousands of successful placements across the PioCare network. Follow these practices and you’ll be miles ahead of the average family.
Reach Out to Candidates Immediately
Nannies are often interviewing for 4–6 roles at the same time, and many are hired within days. Prompt communication dramatically increases your chances of securing top candidates.
- Text candidates as soon as you receive their info
- If you don’t hear back, follow up — it’s common to miss messages
- Always introduce yourself, explain the role, and mention PioCare
“Hi, my name is [your name]. Maddy Gawler from PioCare shared your contact info and mentioned you were interested in our role with [number of kids], ages [ages]. We’re looking for care from [times] on [days] in the [neighborhood] area. We’d love to set up an interview this week. Are you available [offer 2–3 times]?”
How to Increase Interest in Your Job
If you’re not getting many responses or interviews, these adjustments can make a major difference:
Pay: Most recurring positions are currently $25+/hour. Increasing your rate is the single fastest way to stand out and attract more candidates.
Hours: Career nannies generally want more hours. Consider adding optional tasks like errands, light cleaning, meal prep, or family assistant duties. Even an extra 2–5 hours per week can widen your candidate pool significantly.
Benefits: Jobs offering PTO, paid holidays, or sick days fill much faster. Even a small PTO package signals respect and professionalism.
Pay Expectations
Typical pay ranges across the PioCare network reflect current Colorado market rates and the competitive nature of childcare hiring:
| Caregiver Type | Typical Rate |
|---|---|
| Career nanny (recurring) | $25–$35/hr |
| College student | $20–$25/hr |
| Entry-level / less experienced | $20/hr minimum (recurring) |
| Nanny share rate | $30–$42/hr |
Gas Reimbursement
If the nanny drives their own car for your family (school pickups, activities, errands), reimbursement at the federal mileage rate is expected.
Check the current IRS standard mileage rate at irs.gov. This covers gas, wear and tear, and maintenance costs associated with work use.
Guaranteed Hours
Most nannies rely on consistent income. Guaranteed hours means they’ll be paid a minimum weekly amount even if your plans change.
Example: If you guarantee 15 hrs/week but only need 10 one week, you still pay for 15. This stability helps you attract better candidates, reduce turnover, and set clear expectations from day one.
PTO, Holidays & Sick Days
For roles 10+ hours per week, offering paid time off is increasingly standard — especially post-COVID.
- 5–10 PTO days per year
- Federal holidays paid
- 6 sick days per year — legally required based on accrued hours for full-time roles
These benefits significantly improve job satisfaction and retention. Families who offer them fill roles faster and keep nannies longer.
Background Checks & References
PioCare interviews all candidates and checks references before they join our network. Families may still want additional screening.
- Call references yourself — you may have specific questions
- Run a background check if desired — we have two trusted vendor recommendations
We recommend Sure Check Background Screening LLC — register using our PioCare link for a streamlined experience.
Communicate Your Hiring Progress
PioCare sends automated check-ins every 6+ days. Responding and keeping us updated is key to keeping your search moving.
- Let us know when you’re interviewing candidates
- Share if you’re adjusting pay, hours, or schedule
- Tell us when you’ve hired — or when you need more candidates
We slow down outreach until we hear back from you, so communication directly speeds up your search.
Establish Communication Norms Early
Set clear communication norms upfront so everyone feels comfortable and on the same page.
- Preferred method: text, phone call, or messaging app
- What types of updates you want during the day
- Emergency contacts and backup numbers
- When and how you’d like end-of-day summaries
Trial Periods Are Highly Recommended
Many families set a 1-day trial period before finalizing the agreement. This is very common in the nanny industry and leads to higher long-term retention.
- Ensure personalities and dynamics align
- Confirm logistics work in practice
- Test communication styles
- Adjust hours or duties before committing
Discuss Your Parenting Style
This is often overlooked but extremely important. Nannies want to support your parenting style — but they need to know what it is.
- Discipline approach and boundaries
- Screen time rules
- Sleep and nap routines
- Diet, snacks, and allergies
- Socialization expectations
- Learning or developmental activities
Create a Written Agreement
Not legally required, but highly recommended — even for part-time roles. A clear contract prevents misunderstandings and sets the relationship up for success.
- Pay rate and overtime rate
- Hours and guaranteed hours
- PTO, holidays, and sick day policies
- Mileage reimbursement terms
- Duties and responsibilities
- Termination notice period
Reach out to Maddy if you’d like links to contract templates used by families in our network.
Discuss Household Expectations
This is a major pain point when left unclear. Many mismatches happen when “light housekeeping” means different things to each party.
- Laundry — children’s only, or the whole family’s?
- Meal prep expectations and frequency
- Tidying and cleaning standards
- Dog walking or pet care
- Family assistant or errand duties
- Light vs. deep cleaning distinction
Prepare Your Home Before Day One
A smooth first day sets the tone for a great long-term relationship. Help your nanny succeed from the start:
- Emergency contacts printed and visible
- Allergy instructions posted in the kitchen
- Full house tour with safety instructions
- Car seat installed if driving is required
- Daily schedule written out
- List of nearby parks and activities
- House rules clearly visible
Provide Regular Feedback
Nannies truly value feedback — both positive and constructive. Regular check-ins keep the relationship strong and reduce surprises.
- Weekly check-ins (even 5 minutes helps)
- Tell them specifically what’s working well
- Address anything that needs adjusting early
Small, consistent conversations prevent big issues from building up over time.
Treat Your Nanny as a Professional Partner
Families who build a respectful, professional partnership with their nanny have less turnover and higher satisfaction on both sides.
- Respect their time and schedule
- Be flexible around unexpected delays
- Set and maintain clear expectations
- Express appreciation regularly — even a quick “thank you” text matters
The families with the longest-lasting nanny relationships are the ones who treat their nanny the way they’d want to be treated at their own job.
We’re Here to Help
Reach out anytime with questions, updates, or if you need help refining your job description. Together we’ll find the right fit.
Start Your Search →A personal note from Maddy, Founder of PioCare
When you reach out to PioCare, you reach me directly — no call centers, no account managers. I’ve been building this network since 2015 because families deserve better than overpriced agencies. I’d love to help your family. 🤍