Reports & Business Analytics
Gain actionable business intelligence into your studio's financial velocity, operational KPIs, verified class attendance rates, student churn, and multi-sheet exports.
Financial Velocity Curves
Track daily gross sales, cleared transactions, and payment method breakdowns (WiPay credit cards, bank transfers, studio cash) with prior-period comparison curves.
Operational KPIs & Attendance
Differentiate between prepaid reservations and physical studio attendance. Track completion rates, drop-offs, and workshop capacity with instant roster synchronization.
Overview
The Reports & Business Analytics hub (/dashboard/reports) equips studio directors, head coaches, and accountants with full transparency into financial health, attendance velocity, and student retention.
Available Analytics Views
- Financial Velocity & Cash Flow — Track total sales, cleared revenue, refunds, and a detailed breakdown across payment gateways (Stripe, WiPay Caribbean, direct bank transfers, cash).
- Operational KPIs & Class Attendance — Audit physical studio attendance rates, distinguish between scheduled bookings and completed visits, and monitor workshop seat occupancy.
- Student Retention & Churn — Evaluate active vs. inactive members, track drop-off curves, and pinpoint at-risk students before they churn.
- Class Attendance Performance Ledger — A detailed class-by-class ledger showing session dates, enrolled student counts, physical check-ins, and individual completion percentages.
Multi-Dimensional Date Range Presets
The analytics filter bar allows administrators to toggle dynamic time windows or define exact calendar bounds:
- Presets:
Today,Last 7 Days,This Month,Last Month,This Quarter,This Year, andAll Time. - Custom Date Range: Custom in-DOM date pickers enable precise start and end selection down to the exact day.
- Comparison Velocity Curve: When a time window is selected, the engine automatically calculates the equivalent duration immediately preceding it (e.g., this 30-day period vs. prior 30 days) and overlays a dashed velocity curve to benchmark your growth.
Exporting Master Workbooks (Excel & CSV)
Click Export Master Excel to launch the export dialog. You can download individual CSV files or export a unified multi-sheet Excel workbook (.xlsx) containing dedicated tabs for:
- Financial Sales: Date, customer, payment method, category, gross total.
- Operational KPIs: Class titles, dates, capacity, bookings, physical attendance, and occupancy rates.
- Attendance Ledger: Student names, class session timestamps, check-in status, and payment tags.
- Student Retention: Enrolment longevity, active pass counts, and last attended dates.
Prepaid Enrolment vs. Verified Attendance
The Common Studio Operator Question:
“Why is the report showing 0% attendance for our private class sessions? The students already prepaid for the class, they are enrolled on the roster, they attended class, and they have already prepaid for future sessions too. How does this work?”
1. The Distinction: Prepaid & Enrolled vs. Physical Attendance
In professional studio management software, there is a fundamental difference between reserving/prepaying for a class slot and physically attending the class:
| Lifecycle Stage | What It Represents | System Status | Operational KPI Category |
|---|---|---|---|
| Enrolled & Prepaid | The student paid (via card, pass, or cash) and holds a confirmed reservation on the class roster. | Scheduled (Active / Paid) | Scheduled (Upcoming) |
| Attended (Verified) | The session took place and the student physically showed up and completed the class. | Attended (Checked-in) | Attended (Completed) |
| No-Show | The student was enrolled and prepaid, but failed to attend without prior cancellation. | No-Show | No-Show (Drop-off) |
2. Why Prepaid Future Classes Cannot Automatically Count as “Attended”
If the software automatically marked any prepaid booking as “Attended” the exact moment a student paid:
Future Classes Would Be Marked Attended Before They Occur
If a student buys a 5-class package spanning September and October, reporting those 5 sessions as “Attended” on day one would fabricate visits that haven't happened yet, distorting your monthly and yearly capacity metrics.
Studios Could Never Track No-Shows or Student Churn
Students often prepay but miss class due to illness, travel, or scheduling conflicts. If payment equaled attendance, your studio could never distinguish between students who actually showed up versus those who were absent, making drop-off analysis impossible.
The Attendance Rate Mathematical Formula
The business analytics engine computes the attendance rate strictly based on completed sessions:
When students are enrolled in upcoming or unverified sessions, their status is Scheduled. Because neither student has been marked as Attended or No-Show, the numerator is 0, resulting in 0%.
3. Why Past Classes Might Still Show 0% Attendance
If a class occurred yesterday or last week and still displays 0% Attendance in your reports, it means the class was concluded without marking student attendance.
On the class roster, students remained in the initial Active / Paid state. Because no instructor marked them present and students did not scan through the Self-Check-In Kiosk, the system preserved their status as Scheduled.
4. The 3-Step Studio Attendance Workflow
- Before Class (Prepayment & Enrolment):
Students enrol online or at the reception desk. Their booking is recorded asActive / Paid. In reports, this session is classified as Scheduled (Blue). - During / After Class (Verification & Check-In):
The instructor opens the class card from the Schedule and taps [+ Check In] next to each student's name, or taps [✓ Check In All] at the top of the roster. Alternatively, students check in via the self-service Kiosk Mode (/kiosk). - In Reports & Business Analytics (Instant Illumination):
The database immediately converts the session status toAttended(checkedIn: true). In/dashboard/reports, the emerald bar illuminates to 100% Attended and records the completed session in the studio's retention ledger.
Best Practice: Have instructors take attendance at the beginning or end of every session, or mount a reception tablet running Kiosk Mode for student self-check-in. This guarantees 100% accurate attendance tracking and reliable business analytics.