Most multi-site childcare operators run the portfolio from a stack of per-center exports that never quite line up. The executive scorecard is the antidote: one screen with the headline metric from every pillar — capacity, growth, revenue, compliance, labor, and retention — for every center, one row per site, so the whole business is legible at a glance.
What this dashboard answers
How does each center stack up on the six numbers that matter — fill rate, funnel conversion, tuition collection, ratio compliance, labor cost %, and retention? Where are the leaders and the laggards? The scorecard page is a one-row-per-site matrix of all six metrics, with portfolio totals on cards across the top. The comparison page ranks centers side by side on fill rate, collection, retention, and labor cost so the gap between best and worst is impossible to miss.
The metrics that matter
Each column is the headline of its own report: fill rate (capacity), funnel conversion (growth), collection rate (revenue), ratio compliance (licensing), labor cost % (margin), and retention (durability). They're built as ratios — each a sum-over-sum — so they collapse correctly to one figure per center across the months, and so a small site and a large one compare fairly. That last point is why the scorecard uses rates, not raw totals: a 60-child center and a 150-child center belong on the same footing.
Why the data is trapped
The six metrics live in six different corners of the stack — enrollment and capacity in Procare or Brightwheel, the lead funnel in LineLeader, billing and collection in the platform's ledger, ratios in attendance data, labor in payroll, retention in withdrawal records. No single childcare system rolls all of them up across every center; the multi-site view is precisely the one the software doesn't produce. Assembling it by hand is a monthly spreadsheet marathon, which is why most owners never see the whole portfolio on one screen.
How to read it
Scan the scorecard column by column and find the worst cell in each — that's the single most addressable problem in the portfolio, because the gap between your best and worst center on a metric is usually bigger and more fixable than any company-wide initiative. A center strong on fill but weak on collection has a billing problem, not a demand problem; one strong on collection but weak on retention is buying families it can't keep. The scorecard's job is to tell you which detailed report to open next. The sample uses fully synthetic, anonymized data — no real records.
Metrics it tracks
| Metric | What it means |
|---|---|
| Fill Rate | Enrolled seats ÷ licensed capacity — capacity utilization per site. |
| Funnel Conversion Rate | Enrolled leads ÷ inquiries — inquiry-to-enrollment conversion per site. |
| Tuition Collection Rate | Collected ÷ billed — the share of tuition actually collected per site. |
| Ratio Compliance Rate | Compliant blocks ÷ total blocks — staffing-ratio compliance per site. |
| Labor Cost % of Tuition | Labor cost ÷ tuition revenue — labor efficiency per site. |
| Retention Rate | Retained ÷ active families — family retention per site. |
Used by: Multi-site owner/operators and franchise-area developers
Frequently asked questions
What KPIs should a multi-site childcare owner track weekly?
The headline set spans every pillar: fill rate (capacity), funnel conversion (growth), tuition collection rate (revenue), ratio compliance rate (licensing), labor cost % of tuition (margin), and retention rate (durability). The executive scorecard puts all six on one screen, one row per center, so the whole portfolio is legible at once.
Why compare centers on rates instead of totals?
Raw totals make a large center always look like the leader. Rate-based metrics — fill rate, collection rate, retention rate, labor cost % — put a 60-child site and a 150-child site on the same footing, so you're comparing performance, not size. That's why the scorecard is built on sum-over-sum ratios that collapse correctly per center.
Can I build this on my own multi-site data?
Yes. Export a per-center summary (or your raw enrollment, billing, staffing, and retention data) from Procare, Brightwheel, LineLeader, Kangarootime, or Famly and use this as a template — we model it into a Power BI report you open in Power BI Desktop. The sample is fully synthetic, so there's no real information here.
Build this report on your own data
Clone this Childcare centers template — describe it and we’ll generate sample data so you can try it free, or upload your own export. You get a fully modeled, branded Power BI project that opens in Power BI Desktop.
Use this as a template →