Daycare KPI Dashboard Template

Each month, work through three sheets in about 20 minutes. In Financial KPIs, enter your tuition billed and collected, total labor hours and cost, and any subsidy payments received. In Staff Metrics, update your headcount and note any staff changes. In Enrollment Tracker, update your current enrollment count per room. That's it — the Dashboard recalculates all your KPIs and the Monthly Trends charts update automatically to include the new month.

The childcare industry has some specific benchmarks worth knowing. A well-run center typically runs 85–95% occupancy — below 80% and you're probably losing money at standard tuition rates, above 95% and you're operating without a buffer for natural turnover. Labor is the dominant cost, typically 50–70% of revenue, and most state licensing requirements mandate minimum staff-to-child ratios that vary by age group. An infant room requires one caregiver for every three or four children depending on the state; preschool rooms might allow one to ten. Getting caught under ratio is a licensing risk; overstaffing by one person in a room is hundreds of dollars in weekly payroll that goes unnoticed without tracking.