Use this when…
Use this guide when you want to understand business performance beyond individual records. The analytics dashboard helps admins spot trends across teaching, revenue, attendance, students, tutors, and operations.
Before you start…
Analytics depends on the quality of the underlying data. Sessions need correct dates and attendance. Invoices and payments need accurate statuses. Students, tutors, and families need clean records. If the source data is incomplete, the report will reflect that.
Choose the right period
Start by checking the report period. Month-to-date, year-to-date, and rolling periods answer different questions. Use short periods for operational monitoring and longer periods for trend analysis. If a number looks surprising, compare it with the previous period before assuming something is wrong.
Read revenue with context
Revenue metrics are useful, but they only make sense alongside invoice timing, payment status, cancellation rules, and package behaviour. A busy teaching month may not match a cash month if invoices are issued later or parents pay after the due date.
Review attendance and activity
Attendance helps you understand whether scheduled teaching is actually happening. Look for patterns in no-shows, cancellations, tutor cancellations, or unmarked sessions. Unmarked sessions can distort reporting and billing, so treat them as an operational cleanup task.
Look at student and tutor trends
Student activity can show growth, retention, and workload. Tutor activity can show capacity, delivery levels, and where the team may be overloaded or underused. Use these metrics as prompts for investigation, not as a replacement for conversations with staff and families.
Use reports alongside exports
The dashboard is best for monitoring and diagnosis. If you need accounting, tax, or detailed reconciliation work, use exports or dedicated billing reports. Keep the purpose clear: dashboards answer “what is changing?” while exports support “what exactly happened?”
Common mistakes
Comparing periods without checking date ranges.
Treating unpaid issued invoices the same as received cash.
Ignoring unmarked attendance and then relying on attendance or revenue reports.
Using analytics as proof of a workflow that has not been tested end to end.
Troubleshooting
If a metric looks wrong, check filters, period, source records, attendance status, invoice status, and whether recent work has been saved or published. If a feature redirects to billing, confirm that the organisation plan includes advanced analytics.
Expected outcome
Admins should use analytics to identify where to investigate, where performance is improving or declining, and which operational habits need attention.