Whether it’s a community recreation center, a private training facility, or a multi-field complex, every decision you make impacts athlete experience, member satisfaction, and long-term profitability.
Metrics like facility utilization, member retention, and revenue per booking give you a snapshot of performance. Key performance indicators (KPIs) help you turn those numbers into targets so you can see what’s working, spot issues early, and track progress toward growth.
In this guide, we walk through the key metrics and KPIs every sports facility manager should monitor and why they matter for both day-to-day operations and long-term success.
Why Tracking Metrics Matters for Sports Facility Success
Tracking performance data gives managers the clarity they need to make informed decisions instead of relying on gut feelings. Here’s why it matters:
- Operational efficiency: Utilization rates and scheduling data show whether courts, fields, or studios are being used to their full potential or sitting idle
- Member satisfaction: Renewal rates, class attendance, and engagement metrics highlight how well your programs meet member expectations
- Financial stability: Revenue per booking, outstanding invoices, and point-of-sale data reveal the financial health of the facility and where profitability can be improved
- Staff performance: Payroll accuracy, trainer sessions delivered, and commission tracking ensure employees are motivated and compensated fairly
17 Sports Facility Management Metrics to Track
Let’s break down each metric, explain why it matters, and show how to track it effectively.
Essential Financial KPIs for Sports Facilities
1. Revenue per square foot (or court)
Revenue per Square Foot measures how efficiently your facility generates income from its available space.
Formula: Total Revenue ÷ Total Square Footage (or per court/field).
Example: If a 10,000 sq. ft. soccer facility brings in $500,000 annually, revenue per square foot = $50. A 1,000 sq. ft. yoga studio earning $80,000 = $80/sq. ft., showing stronger space utilization.
2. Revenue per available hour (RevPAH)
RevPAH tracks the average revenue earned per hour a space is available for booking.
Formula: Total Booking Revenue ÷ Total Available Hours.
Example: A basketball court available 360 hours in a month that generates $18,000 has a RevPAH of $50/hour. Another court at $25/hour signals underutilization.
3. Membership growth rate and retention
Membership Growth Rate shows how many new members join, while Membership Retention shows how many stay.
Formula:
- Growth = (New Members ÷ Starting Members) × 100
- Retention = (Members at End ÷ Starting Members) × 100
Example: Starting with 800 members, adding 200, and ending with 850 = Growth of 25% and Retention of 85%.
| 💡 Tip: Want a deeper dive into managing and growing memberships? Check out our guide on sports facility memberships for strategies on pricing, packages, and retention tactics. |
4. Operating expense ratio
Operating Expense Ratio measures the percentage of revenue spent on operating costs like payroll, utilities, and maintenance.
Formula: Operating Expenses ÷ Total Revenue × 100
Example: If monthly revenue is $100,000 and expenses are $65,000, the operating expense ratio = 65%. A healthy benchmark is generally under 55–60% for sports facilities
5. Cost per acquisition (CPA) for new members
CPA shows the average cost of marketing and sales to bring in one new member. It’s a critical metric for assessing whether campaigns and promotions are efficient, sustainable, and delivering a positive return.
Formula: Total Marketing Spend ÷ Number of New Members.
Example: Spending $5,000 on ads and gaining 50 members results in a CPA of $100/member. If each member is worth $800 annually, the CPA is sustainable.
| 💡 Tip: Looking for ways to lower your CPA and attract more members? Explore our guide on sports facility marketing for strategies that boost visibility and cut acquisition costs. |
6. Profit margin by program or activity
Profit Margin by Program shows how much profit an activity generates after costs are subtracted.
Formula: (Revenue – Direct Costs) ÷ Revenue × 100
Example: A basketball camp earns $20,000 and costs $12,000 to run, giving a profit margin of 40%
Operational Efficiency Metrics to Monitor
7. Facility utilization rate/occupancy rate
Facility Utilization Rate measures how often courts, fields, or rooms are booked compared to their total available hours.
Formula: (Booked Hours ÷ Available Hours) × 100
Example: If a gym studio is open 200 hours in a month and booked for 150, the utilization rate is 75%. Rates above 70% are generally healthy; under 50% suggests unused capacity.
8. Maintenance turnaround time
Maintenance Turnaround Time tracks how quickly reported issues or equipment failures are fixed.
Formula: Total Time Taken to Resolve Issues ÷ Number of Issues
Example: If 10 issues in a month took 100 hours total to resolve, average turnaround = 10 hours per issue. Faster turnaround reduces downtime and complaints
9. Energy and utility usage per activity
This metric shows how much energy, water, or utility cost is associated with each program or booking.
Formula: Total Utility Costs ÷ Number of Activities
Example: If utility costs are $6,000 for 300 activities in a month, usage per activity = $20. Programs with disproportionately high costs may need rethinking.
10. Booking lead time and cancellation rates
Booking Lead Time measures how far in advance reservations are made, while Cancellation Rate shows the share of bookings that don’t happen.
Formula:
- Lead Time = Average Days Between Booking and Event
- Cancellation Rate = (Canceled Bookings ÷ Total Bookings) × 100
Example: If most classes are booked 2 days in advance and 20% are canceled, you may need deposits or waitlists to stabilize revenue.
Customer Experience & Engagement KPIs
11. Net Promoter Score (NPS) for member satisfaction
NPS measures member loyalty by asking how likely they are to recommend your facility (0–10 scale)
Formula: % Promoters (9–10) – % Detractors (0–6)
Example: If 60% are promoters and 15% detractors, NPS = 45. Scores above 50 are excellent
12. Class and event attendance rates
Measures how many registered participants actually show up for classes or events.
Formula: (Actual Attendees ÷ Registered Participants) × 100
Example: If 18 of 20 registered members attend yoga, attendance = 90%. High rates indicate strong program value.
13. Complaint resolution time
Complaint Resolution Time tracks how quickly member complaints are resolved. It’s especially important when you’re starting a sports facility business, because early customer impressions set the tone for your reputation.
Responding fast shows professionalism, prevents negative word-of-mouth, and builds trust with new members who are still deciding whether to stay long term.
Formula: Total Time to Resolve Complaints ÷ Number of Complaints
Example: If 30 complaints took 300 hours total, average resolution time = 10 hours per complaint. Quicker resolutions improve member confidence and retention.
Safety & Compliance Metrics
14. Incident rate per month
Tracks the number of injuries, accidents, or safety incidents.
Formula: (Total Incidents ÷ Total Visits) × 1,000
Example: 5 incidents across 10,000 visits = 0.5 incidents per 1,000 visits. Lower is better.
15. Compliance audit pass rate
Shows how often your facility passes regulatory or safety audits.
Formula: (Audits Passed ÷ Total Audits) × 100
Example: Passing 9 out of 10 inspections = 90% pass rate. Aim for near 100%.
16. Staff safety training completion rate
Percentage of employees completing required safety or first-aid training
Formula: (Staff Trained ÷ Total Staff) × 100
Example: If 45 of 50 employees are trained, completion rate = 90%. Target 100% to minimize risk.
17. Equipment inspection frequency and results
Tracks how often equipment is inspected and the rate of passes vs. fails.
Formula: Completed Inspections ÷ Planned Inspections × 100
Example: If 90 of 100 scheduled inspections are done and 10% reveal issues, inspection completion is 90% with a 10% fail rate.
Building a Winning Sports Facility with KPIs
When you track metrics across finances, operations, customer experience, and safety, you can boost efficiency, retain more members, and run a more profitable facility.
With sports facility software like EZFacility, you automate recording these KPIs. From utilization reports and revenue dashboards to membership retention tracking and safety logs, everything is built into one platform. That means less manual work, more accurate insights, and faster decisions to grow your facility with confidence.
Turn your facility data into growthEZFacility gives you built-in tools to monitor utilization, memberships, revenue, and safety in one place |