The eight senior living move-in KPIs are: days from deposit to move-in, days the apartment sits empty, move-in readiness 7 days out, tasks still open on move-in day, check-ins completed on time, concerns followed up, family likelihood to recommend at day 30, and move-outs in the first 90 days. Compare each one with your own last quarter, community by community.
Most communities track occupancy closely and the move-in itself hardly at all. Yet the move-in is where vacancy days are added or saved, and the first 90 days are when a new resident decides whether this is home. These eight numbers cover both: the first four measure the move-in, the last four measure how the resident is settling in.
The 8 KPIs at a glance
| KPI | How to calculate it | Owner | Review |
|---|---|---|---|
| 1. Days from deposit to move-in | Move-in date minus deposit date, for each move-in. Report the median per community. | Sales and the move-in owner | Monthly |
| 2. Days the apartment sits empty | Move-in date minus the previous resident's move-out date, for each apartment. | Executive Director | Monthly |
| 3. Move-in readiness, 7 days out | Move-in tasks completed ÷ total move-in tasks, measured 7 days before move-in day. | Move-in owner | Weekly, at stand-up |
| 4. Tasks still open on move-in day | Count of move-in tasks not completed by the time the resident arrives. | Move-in owner | After every move-in |
| 5. Check-ins completed on time | Day 5, 30 and 90 check-ins done within their window ÷ check-ins scheduled. | Resident services | Monthly |
| 6. Concerns followed up | Concerns from check-ins with a named owner, a date and a recorded follow-up ÷ all concerns raised. | Executive Director | Monthly |
| 7. Family likelihood to recommend, day 30 | Average answer to 'On a scale of 1 to 10, how likely are you to recommend us to a friend?' at the day 30 check-in. | Resident services | Quarterly |
| 8. Move-outs in the first 90 days | Residents who gave notice within 90 days of moving in ÷ move-ins in the same period. | Executive Director and regional leadership | Quarterly |
Why each one matters
Days from deposit to move-in
A long or growing gap means paperwork, assessments or apartment work are holding up move-ins, and every extra day is a day without rent.
Days the apartment sits empty
This is the vacancy the move-in process controls directly: turn, readiness and scheduling.
Move-in readiness, 7 days out
A week out is the last point where a missing document or an unfinished apartment can still be fixed quietly.
Tasks still open on move-in day
Each open task is something the family may notice on the most important day of the move.
Check-ins completed on time
Check-ins only catch problems if they actually happen, on schedule, for every resident.
Concerns followed up
A concern that is heard but not acted on can do more damage than one that was never raised.
Family likelihood to recommend, day 30
The family's view at day 30 is an early read on referrals and on whether the resident will stay.
Move-outs in the first 90 days
This is the outcome the other seven numbers are there to protect.
Compare against yourself, not an industry average
There is no reliable public benchmark for most of these numbers, and communities differ too much for one to mean much. The useful comparison is your own: this quarter against last quarter, and one community against the others in your portfolio. A number that is moving the wrong way is the signal to look closer.
How to start
- Pick three. Days the apartment sits empty, check-ins completed on time, and move-outs in the first 90 days give you the move-in, the follow-up and the outcome.
- Write down the definition for each, so every community counts the same way.
- Review them on a fixed rhythm: weekly readiness at stand-up, monthly KPIs with the Executive Director, quarterly outcomes with regional leadership.
- Put a dollar figure on the outcome. The early move-out cost worksheet turns KPI 8 into a number your finance team will recognize.
ResiOnboarding tracks move-in tasks, readiness and the day 5, 30 and 90 check-ins for every resident, so most of these numbers come from the work your team is already doing, for one community or all of them. See the product overview.
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Every new resident gets one first impression. Make it the one your team intended.
ResiOnboarding puts every task, owner and due date for a move-in on one shared plan, from deposit through day 90. Start with a pilot at one community: your team runs your next move-ins on it, and you decide based on what you see.