KPI Dashboard

The KPI Dashboard provides a real-time snapshot of your location’s financial, sales, and membership performance. It allows owners and admins to track key metrics such as revenue, collections, leads, conversions, active members, and overdue balances—filtered by customizable time periods.

The dashboard is designed to help you quickly identify trends, spot issues, and make data-driven decisions without needing to access multiple reports.

Please note: Data updates daily at 12 AM EST. Because Monday is the start of a new week, and data for Monday doesn't update until 12 AM EST on Tuesday, you often won't have data for the current week on Monday. Since all data doesn't update in real time, you may not see updates on some tiles until the following day.
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Real-time metrics are labeled with a ⚡ icon. These tiles contain the current data regardless of what week you select.

To access the KPI Dashboard, click the KPI icon at the top of your Fit Pro Tracker.

The KPI Dashboard provides key performance indicators for each location.

KPI Dashboard – Role-Based Access

All active staff members can view the dashboard, but access to Revenue information is restricted based on role.
​Who Can Access What
​Owner

Manager, Trainer, and Staff

Summary
​Owners get full KPI + Revenue visibility.
​Managers, Trainers, and Staff get operational KPI visibility only.

When accessing the KPI Dashboard the data always reverts to the last date you queried. This date is saved by staff profile.

Use the filters at the top to customize your data view:

Quick action buttons - You can select the today button to easily revert to today's data, or click the history button to see the most recent KPI report queries. The history button will show up to the last 5 queries.

Weekly - When weekly is selected, you may select from current and all previous weeks for the current year, or by selecting a previous year, you may select a week from the previous year.

Monthly - The monthly view will show data for the entire month selected. You may select the current and previous months for the current year, or change the year and select a month in a past year.

**Please note, you must click the load report button to load the data for the time period selected. If you see that the Load Report button is active or bumping it is indicating the date selection has not been loaded and the button must be clicked to populate the data for that date range.

Tiles with the icon ⚡ will always show real-time data and not past data if you are filtering for a past time period.

Below the Time period filters, you will see data for the selected period in various data tiles, separated by data type.

Please note that if you are looking at the current week or month, all data will be real-time with a 24-hour delay. This means that it will show data as of yesterday.

Icons on each tile provide more insights:

On many tiles, you will also see data that gives the percentage of increase or decrease from the prior week and statistics from the previous year for quick and easy comparison, and to know if you are reaching your targets.

This section helps you stay on top of overdue payments and accounts.

⚡ Real-time metric – This is always a current total regardless of the time period filter.

Tracks how many new leads entered your system and how effectively they converted into prospects.

These tiles help you monitor your trial pipeline—from new signups to completions and conversions.

Data for these tiles will match the data found on your Trials Report, found in your Billing Reports. Note that Paid in Full memberships and other subscriptions that are in the members contact group may be included in this number. This data is for all subscriptions that have the EFT toggle turned off in the membership blueprint. To get an accurate count of true trial subscriptions, it is important to keep your Trials contact group updated using the Trial Management Feature. You may edit the membership blueprint to turn the EFT toggle on but keep a subscription as a single payment. In doing so this will move clients from the Trials report to the Active Membership report.

When clicking on the drilldown data you can use the contact search feature to find a specific contact.

You may also click the Contacts by Plan to expand the window and see all of the active trial subscriptions for your location. Clicking on a membership type will filter contact details for that specific trial subscription.

The number next to the membership title is the number of contacts actively on that subscription.

Track the status of all members with active recurring subscriptions (EFT-on).

Data for members is taking into consideration all contacts with at least one membership. These memberships are any subscriptions where the EFT toggle is turned on. It is only accounting for the primary membership if the contact has more than one subscription. Pro Tip: Use Member Management to ensure your contact groups are current. Unlinked or inactive members can skew your totals.

Important notes to help ensure the accuracy of your member contact group:

If you currently have Staff Memberships in your members contact group, you may move them to a Staff contact group. For information on how to enable this group, read the help article HERE.

To learn more about membership configuration and how it impacts your reports, please click HERE.

When clicking on the drilldown data you can use the contact search feature to find a specific contact.

You may also click the Contacts by Plan to expand the window and see all of the active membership subscriptions for your location. Clicking on a membership type will filter contact details for that specific membership subscription.

The number next to the membership title is the number of contacts actively on that subscription.

Use attrition rate to track retention trends and evaluate member satisfaction.

Cancelling subscriptions through the Cancel Customer button on a profile counts as one cancellation per contact.

Canceling through Cancel Customer = 1 cancellation per contact.

Manually canceling multiple subscriptions on a single client profile = multiple cancellations.

If you manually cancel multiple subscriptions on the same profile, each one will count separately.

Cancel two individual subscriptions = 2 cancellations

For more information on the Cancel Customer benefits, visit the article HERE

This section tracks all incoming and refunded revenue by category. Revenue data is real-time, so any changes in the system will change the metrics right away.

Projected revenue is calculated based on upcoming scheduled payments.

Weekly Recurring Revenue - When the time period selected is a weekly view you will see a projection of the next 6 weeks of payments. Even if you are selecting a week in the past it will show future data for the current and following weeks.

Monthly Recurring Revenue - When the time period selected is a monthly view, you will see a projection of the next 12 weeks summarized into months. Because we are only looking ahead 12 weeks, the first and last month may have partial data. For example, if we are currently in the final week of January, you will only see projected revenue for this week. For April there will only be about 3 weeks of data included. Remember that the Projected Revenue is calculated every Sunday for the next 12 weeks. These months have a note indicating it is a partial month of data which is why the number may look lower than February and March.

Performance over time - Weekly revenue performance showing historical from 2 weeks prior as well as projected revenue. You can filter the data by the past 12 months or 24 months. Hovering over data points will show the metrics for that data point, including the date range, the week, total revenue, and revenue breakdown.

Weeks where the data hasn't yet settled show a projection of revenue for the upcoming weeks. You can view projections up to 12 weeks in advance.