Childcare & Preschool Performance Dashboards, Reporting & Analytics

See occupancy, staffing costs, revenue, inquiries and performance across your childcare settings in one clear management dashboard.

Falgoon helps childcare centers and preschools replace fragmented spreadsheets and time-consuming reports with practical dashboards designed around the way early education businesses operate.

For independent daycares, large single-site centers, and multi-site childcare groups across the US.

Book a Free Childcare Reporting Review View a Sample Dashboard

A Clearer View of Your Childcare Business

Running a successful center requires decisions about occupancy, staffing, fees, funded hours, inquiries and costs.

However, the information needed to make those decisions is often spread across childcare management software, accounting systems and separate spreadsheets. This can make it difficult to answer important questions quickly:

  • Which locations, rooms and sessions have spare capacity?
  • How do staffing costs compare with occupancy and income?
  • Which centers are performing above or below target?
  • How much income comes from funded and privately paid places?
  • Are inquiries converting into tours and enrollments?
  • Which fees are overdue?
  • What will occupancy look like over the coming months?

Falgoon brings your key information together into a clear and practical reporting solution, helping owners and directors understand performance without spending hours preparing reports manually.

Childcare Analytics Dashboard Overview

Common Reporting Challenges for Childcare Centers

Many childcare operators struggle to get a unified view of their data.

Fragmented Systems

Occupancy, child records, staffing, invoices, inquiries and financial info are stored in several different places.

Time-Consuming Spreadsheets

Directors spend hours copying, cleaning and combining information each week or month.

Limited Multi-Site Visibility

Childcare groups find it difficult to compare branches consistently or identify underperforming settings quickly.

Blind Staffing Decisions

Staffing requirements are difficult to balance accurately against child numbers, room capacity, and income.

Delayed Management Info

By the time monthly reports are prepared, the opportunity to address a cash-flow problem may have passed.

Inconsistent Measures

Different branches calculate occupancy, inquiries or costs differently, making reliable comparison difficult.

What Your Childcare Dashboard Can Show

Falgoon develops tailored dashboards that combine your operational, financial and commercial information into one clear management view.

Executive Overview

Give owners and senior managers an immediate view of overall business performance.

  • Total children & booked sessions
  • Current occupancy rate
  • Total income vs Staffing costs
  • Income per registered place
  • Comparison with previous periods

Occupancy & Capacity

Understand where capacity is used effectively and where opportunities remain.

  • Occupancy by location, room & age
  • AM vs PM session utilization
  • Full-day vs part-day attendance
  • Future starters & expected leavers
  • Historical and forecast occupancy

Staffing & Costs

Monitor the relationship between staffing levels, attendance, and business performance.

  • Staff hours by center or room
  • Staff costs as % of income
  • Overtime, agency & absence tracking
  • Children-to-staff ratios
  • Payroll trends & cross-site comparison

Revenue & Financials

See where center income is generated and where financial attention is required.

  • Funded vs Privately paid income
  • Revenue by room or age group
  • Additional charges & discounts
  • Fee arrears & outstanding invoices
  • Estimated branch profitability

Inquiries & Conversions

Understand how effectively your center converts interest into new enrollments.

  • Total inquiries & sources
  • Center tours booked vs completed
  • Inquiry-to-tour conversion rate
  • Tour-to-enrollment conversion rate
  • Avg. time from inquiry to start date

Multi-Site Comparison

For childcare groups, get a consolidated dashboard for a single view across every setting.

  • Group-wide occupancy & revenue
  • Income per place comparison
  • Highest vs lowest performing settings
  • Performance against branch targets
  • Drill-down to individual rooms

How Better Reporting Supports You

Improve Occupancy

Identify available capacity by location, room, and session, focusing enrollment activity where it is most needed.

Control Staffing Costs

Compare planned and actual staffing directly against child numbers, real-time occupancy, and income.

Save Management Time

Reduce repeated spreadsheet preparation and provide managers with consistent, automated, reusable reports.

Improve Accountability

Give individual center directors clear visibility of their own targets and branch performance.

Make Earlier Decisions

Spot falling occupancy, rising staffing costs, or growing fee arrears before they become larger problems.

Support Growth

Use consistent data when opening new locations, expanding rooms, or reviewing acquisition opportunities.

Who Is This Service For?

  • Multi-Site Childcare Groups: Businesses operating two or more locations needing consolidated reporting and branch comparison.
  • Large Independent Centers: Single-site settings that manage several rooms, age groups, sessions, and income streams.
  • Growing Childcare Businesses: Operators planning to increase capacity or open new settings soon.
  • Owners and Directors: Leaders who need a clear understanding of occupancy, cash flow, and profitability.
  • Operations & Finance Teams: Managers spending significant time preparing recurring reports manually.

Bring Your Existing Childcare Information Together

Depending on the systems available, Falgoon can integrate and automate data from across your entire operation.

Data connections depend on the accessibility of each system. Where a direct connection isn't available, we can often create a structured import process using regularly exported files.

Childcare Management Systems Child & Attendance Records Inquiry & Enrollment Records Staff Rotas & Payroll Accounting Software Invoicing & Fee Reports Excel & CSV Files Internal Databases

How We Develop Your Childcare Dashboard

  • 1

    Performance Review

    Discussing your structure, priorities, and management decisions.

  • 2

    Data & Systems Review

    Reviewing reports and identifying available information.

  • 3

    KPI Planning

    Agreeing on important measures, filters, and comparisons.

  • 4

    Dashboard Build

    Preparing data models and building your tailored dashboard.

  • 5

    Review & Validation

    Checking figures, definitions, and calculations before launch.

  • 6

    Handover & Training

    Providing practical guidance so you can use it confidently.

  • 7

    Ongoing Support

    Optional updates, new reports, and data maintenance.

Flexible Solutions for Different Childcare Businesses

Pilot childcare dashboards available from $1,250.

Single-Center Dashboard

For larger independent childcare settings.

  • Executive overview
  • Occupancy reporting
  • Staffing analysis
  • Revenue analysis
  • Inquiry conversion
  • Monthly performance tracking
Discuss This Option

Multi-Site Dashboard

For childcare groups needing consolidation.

  • Group-level executive reporting
  • Individual center drill-down
  • Branch & room comparisons
  • Staffing-cost comparison
  • Revenue & occupancy trends
  • Centralized KPI definitions
Discuss This Option

Reporting & Analytics Support

For businesses requiring continued help.

  • Monthly dashboard maintenance
  • New dashboard pages & KPIs
  • Additional data sources integration
  • Management report preparation
  • Data-quality reviews
  • Deep-dive performance analysis
Ask About Support

Why Work with Falgoon?

Business-Focused

We focus on the questions owners need to answer, avoiding unnecessary charts or overly technical reports.

Tailored to You

Designed around your locations, rooms, sessions, age groups, and specific management priorities.

Clear Dashboards

Built to be understandable and genuinely useful for owners, operations managers, and finance teams.

Scalable Solutions

Begin with one center or one reporting area as a pilot, and expand the solution as your business grows.

Full Handover

We help your entire team understand the dashboard, its calculations, and exactly how it should be used.

Power BI Expertise

We use Microsoft Power BI to create interactive, maintainable, and highly professional reporting solutions.

Frequently Asked Questions

Will the dashboard replace our childcare management software?
No. The dashboard is intended to complement your existing childcare management, accounting and operational systems. It brings selected information together specifically for analysis and high-level management reporting.
Can you work with our existing childcare software?
This depends on how the system makes data available. Falgoon may be able to use a direct data connection, an API, scheduled reports, or manually exported Excel and CSV files.
Do we need to be using Microsoft Power BI already?
No. Falgoon can advise on the appropriate Power BI setup, licensing, and access arrangements based on the number of users and how the dashboard will be shared within your business.
Can we begin with one center location?
Yes. A childcare group can begin with one location or one reporting area as a pilot project before extending the solution across additional settings.
Can the dashboard show different info to different managers?
Yes. Where appropriate, dashboard access can be designed using row-level security so that senior managers see consolidated group information while center directors only see their own setting.
Do our staff need technical knowledge?
No. The dashboard is designed for business users. Falgoon also provides training and guidance as part of the handover process.
How much does a childcare dashboard cost?
The cost depends on the number of settings, data sources, dashboard pages, required calculations, and level of automation. Following an initial review, Falgoon provides a clearly defined proposal and fixed quotation. Pilot childcare dashboards are available from $1,250.
How do you protect childcare data?
Falgoon agrees appropriate access, storage, and handling arrangements with each client. Only the information required for reporting is used, and access is restricted to authorized users. Specific arrangements depend on the hosting method and project scope.

Find Out What Your Childcare Data Could Tell You

Your systems may already contain the information needed to improve occupancy and control staffing costs. Book a free introductory review to discuss:

  • Your current reporting process & spreadsheets
  • Your most important childcare KPIs
  • The management questions that are difficult to answer

There is no obligation. This discussion helps us understand your needs and see if Falgoon is a good fit.

Request a Free Review

Improve Visibility Across Your Childcare Business

Bring occupancy, staffing, income, inquiries and branch performance together in one clear management dashboard. Or contact Falgoon to discuss a childcare reporting challenge with our team.

Book a Free Review