Understanding Your Dashboard & Metrics

Overview

The Dashboard groups metrics into eight sections (Clients & Staff, Subscriptions, Reputation, Credits, Email, Calls (for Voice customers), SMS (for SMS customers), and Financial) and refreshes every few hours. Use it to spot trends, compare periods, focus on what matters to you, and drill into the numbers.

Note: Metrics update every few hours, not instantly. For real-time data, check the underlying report.

What's new

Clickable reference date with 18 months of history.
Period-over-period comparison (last month, 3 / 6 / 12 months ago).
Sparklines on metric cards.
My Key Metrics — pin up to 32 metrics.
One-click CSV export of 18 months of data.
Breakdowns by location, duration, service, and service tag.
New subscription metrics: Active This Month, Weighted, Subscription & Subscriber Retention, Multi-Subscription Clients.
Redesigned metric popups — scrollable, expandable, copy-friendly.
Client Retention report: sticky month headers, totals, average client lifetime, teacher tiers.

Customizing your dashboard

Reference Date & Comparison

At the top of the dashboard, set the reference date (any day within the last 18 months) and a comparison period (ex. last month, 3 / 6 / 12 months ago, or last year). Each card shows the current value, the value at the comparison date, the diff (green up / red down), and a sparkline of the last 18 months.

Tip: For month-end reporting, set the reference date to the last day of the month.

My Key Metrics

Click Configure on the My Key Metrics panel, pick up to 32 metrics, and save. Your pinned metrics appear at the top of the dashboard:

↓

Note: Selections are saved in your browser. You'll need to set them up again on a different computer.

CSV export

Click Export CSV to download every metric for the last 18 months, ending on your reference date.

Metrics reference

Clients & Staff

Metric	Description
Total Clients	All client accounts (account managers + dependents). Your total addressable audience.
New Clients (last 30)	New accounts created in the last 30 days — a leading growth indicator.
Online Staff / Online Users	Staff (or all users) who have logged in within the last 30 days — a measure of platform adoption.
Active Clients (last 30)	Unique clients with at least one appointment, session, or event in the last 30 days.
Active Clients – Appointments / Sessions	Active clients split by private appointments vs. group sessions.
Active Clients (next 30)	Clients with something already scheduled in the next 30 days — a forward-looking indicator.
Active Staff	Staff with appointments or sessions scheduled in the next 30 days.
Conversion Rate	% of trial/introductory participants who convert to ongoing enrollment (last 30 days).

Subscriptions

Metric	Description
Active Subscriptions (All)	Total active subscriptions right now. One client may have multiple.
Active Subscriptions (Booking / Appointments / Sessions)	Active subscriptions split by services that need scheduling vs. private 1:1 vs. group.
Active Subscriptions (Weighted)	Weighted by lesson duration: 30 min = 1, 45 min = 1.5, 60 min = 2. A more accurate view of capacity usage.
Active Subscriptions (Member)	Subscriptions whose plan confers member status — your committed, long-term clients.
Active This Month (new)	Any subscription active at any point this month, even if it ended mid-month. Better for month-end reporting.
Active This Month – Weighted (new)	Monthly active subscriptions weighted by duration.
Pending Subscriptions	Subscriptions created but not yet started — pipeline of confirmed future revenue.
New / Lost Members (last 7 / 30)	Clients who gained or lost member status in the period.
New Subscriptions (last 30)	Subscriptions created in the last 30 days.
Starting / Ending (this month / next 30)	Subscriptions starting or ending in the period (excluding replacements).
Net Projected Growth	Starting next 30 days minus ending. The best single predictor of near-term trajectory.
Unique Subscribers (+ Weighted)	Distinct clients with active subscriptions. Weighted version accounts for lesson duration.
Subscription Retention (new)	% of last month's subscriptions still active this month.
Subscriber Retention (new)	% of last month's subscribers who still have at least one active subscription — even if they switched services.
Multi-Subscription Clients (new)	Clients with 2+ active subscriptions right now — your upsell signal.
Subscriptions On Hold	Subscriptions temporarily paused (vacation, medical, etc.). Better than cancellations.

Tip: Most Subscriptions metrics support breakdowns by location, duration, service, and service tag — click any card to open its popup.

Reputation (PLUS Customers Only)

Metric	Description
Google Reviews	Your Google Business rating and total review count, per location.
Yelp Reviews	Your Yelp rating and review count, per location.

Credits

Metric	Description
Active Total	All active (unexpired, unused) credits. A liability — paid for but not delivered.
Service Credits / Visits	Credits redeemable for specific services, and the total visits they represent.
Monetary Credits / Amount	Count and total dollar value of monetary credits — prepaid revenue that will offset future invoices.
Issued (past 7 / 30 days / this month)	Credits created in the period — spikes indicate promotions or makeup credits.
Expiring Next 30 Days	Credits expiring soon. Proactive outreach opportunity.

Email (PLUS Customers Only)

Metric	Description
Sent (last 30)	Total emails sent. Baseline for communication volume.
Bounce Rate	% undelivered. Keep below 2% to protect sender reputation.
Complaint Rate	% marked as spam. Keep below 0.1% or your email can be blocked.
Unsubscribe Rate	% opting out of marketing email. Transactional email is unaffected.

Calls (Voice Customers Only)

Metric	Description
Call Minutes (this / last month)	Total inbound + outbound minutes.
Outbound / Inbound Minutes	Split by who initiated the call.
Missed Calls (last 3 days)	Unanswered incoming calls — each one is a potential missed opportunity.
Negative / Neutral Calls (last 3 days)	Calls classified by sentiment. Negative calls are an early warning for satisfaction issues.

SMS (SMS Customers Only)

Metric	Description
SMS/MMS Total	All messages sent and received this month.
SMS/MMS Received	Incoming messages from clients.
SMS Sent	Outgoing messages (reminders, confirmations, marketing).

Note: Carriers count messages in 160-character segments. Long texts and MMS count as multiple segments.

Financial

Metric	Description
Closed	Invoices marked paid this month — your collected revenue.
Processing	Payments initiated but not yet confirmed. Usually clears in 1–3 business days.
Overdue	Open invoices past due date.
Due Next Month	Open invoices due next month — forecasts upcoming collections.
Base Plans	Core subscription plan revenue. Usually your largest revenue component.
Sign Up	One-time signup/registration fees collected.
Discounts / Prorations	Value of discounts applied and partial-month adjustments (negative).
Late Fees	Late payment fees collected.
Simple Charges	One-time charges (materials, books, recital fees, etc.).
Sales Tax (Monthly / Quarterly)	Total sales tax collected — use when filing returns.
Revenue by Location / Service Tag	Closed invoices broken down by location or service tag (piano, guitar, etc.).

Breakdowns & Metric Popups

Click any metric to open its popup — now expandable, scrollable, and easy to copy/paste. Where it makes sense, you can split the metric by:

Location — per physical location.
Lesson duration — often more useful than "by service."
Service — each specific service you offer.
Service tag — the recommended way to track by instrument (e.g. "piano," "guitar").

Tip: Use service tags consistently. They power the by-instrument breakdowns and make your reporting far more useful over time.

Interactive chart

Below the metric cards is a time-series chart. Click Show legend, then click any metric to add or remove it from the chart. Your selections persist across sessions. A few useful combinations:

Growth: Total Clients + Active Subscriptions.
Retention watch: Starting next 30 + Ending next 30.
Upsell: Multi-Subscription Clients + Active Subscriptions.

Client Retention report

The Client Retention report shows month-by-month client activity per teacher. A full webinar is coming soon. Recent additions:

Sticky month headers so you always know the column you're in.
Totals for clients gained and lost per teacher.
Average client lifetime per teacher, derived from sustained month-over-month loss (look at 6+ months for a representative number).
Teacher tiers — Top, Mid, or Low — based on each teacher's lifetime vs. your school average.

Note: Teacher tiers are a benchmarking tool, not a performance review. Use them to guide coaching, not blame.

Best practices

Check the dashboard weekly to catch trends early.
Benchmark against your own history, not industry averages.
Investigate anomalies — sudden changes usually have clear causes.
Read metrics together — no single number tells the whole story.
Export the CSV monthly to keep a record beyond 18 months.

FAQ

Q: How often does the dashboard update?

A: Every few hours. For real-time numbers, run the underlying report.

Q: Are My Key Metrics saved across devices?

A: No — they're stored in your browser, so set them up again on each device.

Q: Active Subscriptions vs. Active This Month?

A: Active Subscriptions is a snapshot right now. Active This Month includes any subscription that was active at any point in the month — better for month-end reporting so subs that ended mid-month still count.

Q: What does "weighted" mean?

A: Each subscription is multiplied by its lesson duration: 30 min = 1, 45 min = 1.5, 60 min = 2. Losing two 30-minute students but gaining two 60-minute ones is still net growth.

Q: Subscription retention vs. subscriber retention?

A: Subscription retention tracks whether last month's subscriptions are still active. Subscriber retention tracks whether last month's subscribers still have any active subscription — even if they switched to a different service.

Q: Why is the history limited to 18 months?

A: It's enough for a full year plus a trailing comparison. For longer history, export the CSV each month and keep your own archive.

Q: Why isn't "by service" always the most useful breakdown?

A: It lumps different instruments and durations together. Breakdowns by duration and service tag are usually more actionable.

Subscription Reporting — detailed subscription analysis.
Invoice Reporting — full invoice history and exports.
Credit Reporting — complete credit management.
Attendance Reporting — attendance patterns over time.
Marketing Plus — enables Reputation metrics.