Table of Contents
How to Access the Top KPI Dashboard
Locate the Reports section in the top navigation toolbar of your platform. Click Reports to display a list of available reporting features and dashboards. At the very top, you’ll find the Top KPI Dashboard - this is your high-level summary of core business metrics. Every metric surfaces based on best practices and direct user feedback, so you track what matters most every day and for strategic planning.
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Overview
On your dashboard, widgets and data visualizations are grouped by section, like Sales, Memberships, or Appointments. Each group’s header is clickable - click any section header to instantly launch the dedicated, detailed dashboard for that area.
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Dashboards in this menu match the sections on your Top KPIs dashboard, so drilling down feels intuitive. You’ll never have to guess where a deeper data dive is - just match the menu and section.
Using the Dashboard
Dashboard Controls and Navigation
At the top of the Accounting Dashboard, you’ll find global controls that apply to the entire report.
Use the Filter (funnel) icon to filter the dashboard by:
Location
Date range
Select the up arrow icon to export the full dashboard as a PowerPoint or PDF, making it easy to share financial insights with owners, managers, or accounting teams.
Review the last updated date and time to confirm when the dashboard was most recently refreshed. Accounting dashboards update automatically every few hours.
Widget-Level Filtering, Exporting, and Drill-Down
Each widget includes its own interaction options:
Expand arrow to open the widget view
Funnel icon for widget-level filtering
Table icon to display data in table format
Ellipsis menu for export options
Individual widgets can be exported as CSV, Print, PowerPoint, or Excel. You can also click directly on metrics within widgets to drill down by location or employee, helping trace financial activity back to its source.
Year-Over-Year Comparisons
Some widgets display a percentage with an upward or downward arrow. These indicators represent year-over-year comparisons that dynamically adjust based on the selected date range. For example, filtering to the current month compares results to the same month last year.
More information on how to use the dashboard controls:
Section-Specific Metric Overview
Sales
At the top of the Sales section, you’ll see:
Total revenue
Number of payments
Number of services sold
Average dollar amount per sale
Revenue Over Time
Revenue by Category - Category is inventory glass, if the chart says NA that means the item sold did not have an inventory class assigned. Inventory Classes are created in Inventory > Inventory Options > Inventory Class
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Enrollment & Retention
Inquiries: Clients with no appointment history.
Comparison percentages: Automatically shown for year-over-year auditing.
New vs. Existing Customer Mix: Shows split for the selected timeframe. A client is “new” if their first appointment falls within the selected report window.
Customer retention: Based on three criteria:
More than two completed appointments,
Visited within the last 120 days,
Booked another appointment within the report range.
Retention and cancellation
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Appointments
Appointments Over Time: Shows completed, scheduled, canceled, and no-shows.
“Scheduled” but not “completed” = Upcoming or never checked out.
Average Time in Room: Based on scheduled time.
Average Wait Time: From scheduled appointment start to actual check-in (delayed check-ins may reduce accuracy).
Staff Utilization: Compares scheduled hours to actual appointments.
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Inventory
Key data: Total retail revenue, units sold, top 10 products.
Drill-down on product: View revenue by location, then by employee.
Inventory Turnover: Compares inventory sold vs. remaining stock value.
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Accounting
Track: Invoices processed, services rendered, total tips collected, discounts given.
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Memberships
View: New memberships, revenue from memberships, active/canceled counts.
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FILTERS - ALL DASHBOARDS
Filter
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Expected Behavior
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Current -> This Week
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Data will show current week, Sunday-Saturday
ex. If today’s date is a Friday, this filter would show data from the most recent Sunday to Friday
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Current -> This Month
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Data will show from all days in the current calendar month
ex. If today’s date is in January, this filter would show data from January
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Current -> This Quarter
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Data will show from all days in the current calendar quarter
ex. If today’s date is in Q2, this filter would show data from Q2
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Current -> This Year
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Data will show from all days in the current calendar year
ex. If today’s date is in 2026, this filter would show data from 2026
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To Date -> Week-to-Date
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Data will show from previous Sunday to current day
ex. If today’s date is a Thursday, this filter would show data from the current Sunday to Thursday
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To Date -> Month-to-Date
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Data will show from first day of the current calendar month to the current day
ex. If today’s date is the 15th of the month, this filter would show data from the 1st of the month to the 15th
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To Date -> Quarter-to-Date
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Data will show from first day of the current calendar quarter to the current day
ex. If today’s date is in January, this filter would show data from January
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To Date -> Year-to-Date
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Data will show from first day of the current calendar year to the current day
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Previous -> Previous Week
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Data will show from the previous week Sunday to Saturday
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Previous -> Previous Month
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Data will show from the previous calendar month
ex. If today’s date is in January, this filter would show data from December
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Previous -> Previous Quarter
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Data will show from the previous calendar quarter
ex. If today’s date is in Q2, this filter would show data from Q1
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Previous -> Previous Year
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Data will show from the previous calendar year
ex. If today’s date is in 2026, this filter would show data from 2025
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Next -> Next Week
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Data will show from the upcoming Sunday to the following Saturday
ex. If today’s date is a Thursday, data show from the upcoming Sunday to the following Saturday
Note: Phase 1 foundational dashboards do not respond to this filter
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Next -> Next Month
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Data will show from all days of the next calendar month
ex. If today’s date is in January, this filter would show data from February
Note: Phase 1 foundational dashboards do not respond to this filter
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Next -> Next Quarter
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Data will show from all days of the next calendar quarter
ex. If today’s date is in Q1, this filter would show data from Q2
Note: Phase 1 foundational dashboards do not respond to this filter
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Next -> Next Year
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Data will show from all days of the next calendar year
ex. If today’s date is in 2025, this filter would show data from 2026
Note: Phase 1 foundational dashboards do not respond to this filter
|
Last -> Last Hour
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Data will show starting from the current hour to as many hours as selected back
ex. If “Last 3 Hours” is filtered, data will show for the current hour and the 2 hours prior, if “Last 1 Hour” is filtered, data will show for the current hour
NOTE: currently the dashboards update every few hours, so this filter is not recommended at the current refresh cadence
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Last -> Last Day
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Data will show starting from the current day to as many days as selected back
ex. If “Last 3 Days” is filtered, data will show for the current day and the 2 days prior, if “Last 1 Day” is filtered, data will show for the current day
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Last -> Last Week
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Data will show starting from the current week to as many weeks as selected back
ex. If “Last 3 Weeks” is filtered, data will show for the current week and the 2 weeks prior, if “Last 1 Week” is filtered, data will show for the current week
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Last -> Last Month
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Data will show starting from the current month to as many months as selected back
ex. If “Last 3 Months” is filtered, data will show for the current month and the 2 months prior, if “Last 1 Month” is filtered, data will show for the current month
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Last -> Last Quarter
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Data will show starting from the current quarter to as many quarter as selected back
ex. If “Last 3 Quarters” is filtered, data will show for the current quarter and the 2 quarters prior, if “Last 1 Quarter” is filtered, data will show for the current quarter
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Last -> Last Year
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Data will show starting from the current year to as many years as selected back
ex. If “Last 3 Years” is filtered, data will show for the current year and the 2 years prior, if “Last 1 Year” is filtered, data will show for the current year
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TOP KPI DASHBOARD
KPI
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Calculation
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Total Revenue
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Sum of total net sales (sales minus refunds)
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Total Payments
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Sum of total payments made, excluding gift cards
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Number of Services Sold
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Count of total services rendered where the customer has been checked out
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Average $ Per Sale
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Sum of total sales / Count of unique sales checked out
Note: This metric takes into account valid sales (those that are checked out and not deleted) and not all sales have payments attached to them, which may cause this metric to look inconsistent with the “Total Payments” widget drill-downs
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Revenue Over Time
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Sum of total net sales (sales minus refunds) shown by date
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Total Revenue by Category
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Sum of total net sales (sales minus refunds) shown by inventory class
Note: A category of “NA” means there is no Inventory Class assigned
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New Inquiries
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Count of total unique inquiries made to practice
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Inquiry to Appointment Conversion
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Count of total unique inquiries resulting in appointment / Count of total unique inquiries
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First Scheduled Appointments
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Count of appointments where customer has never been seen by practice before and their first scheduled appointment is scheduled for the time period selected
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Average Appointments Per Customer
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Total unique appointments / Total unique customers
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New vs. Existing Customer Mix
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Unique customers shown by customer grouping over time
Where the “New” group is made up of customers who have had 1 appointment and the appointment has been completed, and “ExistIng” group is made of customers who have had more than 1 appointment
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Customer Retention
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Unique count of retained customers / Unique count of total customers
Where a retained customer is defined as a customer that has been seen in the past 120 days or less and a follow-up appointment is scheduled, or a valid appointment is scheduled during the timeframe selected that is the customer’s 3rd+ appointment
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Cancellation Rate
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Count of cancelled appointments / Count of all appointments
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Appointments Over Time
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Count of appointments shown by date and appointment classification (i.e. completed, scheduled to be completed, no-shows, cancellations)
Note: Scheduled to be completed is an appointment that is on the schedule but has not been checked out yet and is not a no-show/cancellation
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Appointments Completed
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Count of appointments where the appointment was finished as expected (i.e. not a no-show or cancellation and has been checked out)
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Average Time Spent in Room
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Difference between the sum of the minutes in the Initial and Complement Time associated with the appointment and the Scheduled Room time of the appointment, averaged across all appointments
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Average Wait Time
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Minutes between scheduled appointment start time and actual check in time, averaged across all appointments
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Staff Utilization
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Staff time in appointments / Total scheduled working time
Note: Staff time in appointments is calculated as the Room Time of scheduled appointments that is marked as type “Work” (“Lunch” and “Blocked” types are not factored into this number)
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Total Retail Revenue
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Sum of total retail net sales (sales minus refunds) value
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Number of Units Sold
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Total quantity of retail products sold
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Inventory Turnover
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Cost of goods sold / (Quantity on hand * Cost of products on-hand)
Where cost of goods sold and cost of products on-hand are defined by unit price
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Units on Shelf
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Total number of retail product units in inventory
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Top 10 Products by Revenue
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Total retail net sales (sales minus refunds) shown for the top 10 retail products, ranked by net sales
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Invoices Processed
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Total unique invoices processed
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Services Rendered
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Total unique service quantity
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Total Tips Paid
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Sum of total tips received
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Amount of Discounts
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Sum of total discounts given on invoices
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New Memberships
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Count of unique members with a membership start date within the selected time period
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New Membership Revenue
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Sum of membership dues attributed to new members
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Active Memberships
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Total unique members with an active membership
Note: An active membership is defined as a membership with the status marked “Active” and a membership Billing Date within the selected timeframe
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Cancelled Memberships
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Total unique members that have cancelled their membership
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Member vs. Non-Member Average Spend Over Time
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Total net sales / Count of unique customers, shown by member vs. non-member classification
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Membership Revenue Over Time
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Total value attributed to membership dues over time
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Revenue by Membership Type
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Total value attributed to membership dues, shown by type of membership
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