The KPI Dashboard gives you a clear snapshot of your business performance —tracking leads, trials, members, revenue, and key week-over-week trends—all in one place.
This article will walk you through how to read and navigate the KPI Dashboard.
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.
Real-time metrics are labeled with a ⚡ icon. These tiles contain the current data regardless of what week you select.
Navigating the KPI Dashboard
To access the KPI Dashboard, click the KPI icon at the top of your Fit Pro Tracker. Any active staff member of the location will have access to the KPI Dashboard.
Use the filters at the top to customize your data view:
Time Period – Week and Month options
Year – Defaults to the current year (can view previous years)
Week – Defaults to the current week (select past weeks to review performance)
Most tiles reflect these filters, except ⚡ tiles, which always show real-time data.
Below the Time period filters you will see current data for the week selected in various data tiles and separated out by data type.
Icons on each tile provide more insights:
🔍 Drill-down: Opens a list of all contacts in that metric. Click any name to view details.
📈 Trend graph: Shows a 12-week trend and quick comparisons to the previous week and year.
On many tiles, you will also see data to show 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.
KPI Report Data Points
Past Due
This section helps you stay on top of overdue payments and accounts.
⚡ Real-time metric – Always current regardless of filters.
Total Amount – Combined dollar value of all past-due invoices.
Client Count – Number of clients with past-due balances.
Leads
Track how many new leads entered your system and how effectively they converted into prospects.
Added - The number of contacts added to the system in the “Leads” group within the selected time period. The week and year assignment for reporting purposes is determined by the contact’s Inquiry Date, not the date the contact was actually added to the system. If a contact was added to the “Leads” group multiple times, only the first occurrence is counted.
Converted - The number of contacts in the system who were moved to the “Prospect” group for the first time within the selected time period. The week and year assignment for reporting purposes is determined by the contact’s move date (the date they were moved into the “Prospect” group). If a contact was moved to the “Prospect” group multiple times, only the first occurrence is counted.
Leads from HQ - The number of contacts added to the system in the “Leads” group by either the official HQ website or any integration built by HQ, within the selected time period. The week and year assignment for reporting purposes is determined by the contact’s Inquiry Date, not the date the contact was actually added to the system. If a contact was added to the “Leads” group multiple times, only the first occurrence is counted.
Conversion - The percentage of contacts in the “Leads” group that converted to the “Prospect” group. Formula: (Leads Converted ÷ Leads Added) × 100
Trials
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.
Upcoming - ⚡Real-Time Metric: The count of unique trial subscriptions — from any group — that are currently assigned as a contact’s primary subscription and are actively scheduled at this moment. Only agreements with the revenue type “EFT-off” are included.
In Progress - ⚡Real-Time Metric: The count of unique trial subscriptions — from any contact group — that are assigned as a contact’s primary subscription and are currently active at this moment. Only agreements with the revenue type “EFT-off” are included in the count.
Ended - Count of unique trial subscriptions — from any group — that were ever a contact’s primary subscription and expired or were cancelled within the selected time period. Includes only “EFT-off” agreements; excludes Paid-in-Full, Challenge, and Add-on (Services) types.
Trial Conversion
Converted - The percentage of contacts in the “Trials” group that converted to the “Members” group. Formula: (Trials Converted ÷ Trials Ended) × 100
Conversion - The number of contacts in the system who were moved to the “Members” group for the first time within the selected time period. The week and year assignment for reporting purposes is determined by the contact’s move date (the date they were moved into the “Members” group). If a contact was moved to the “Members” group multiple times, only the first occurrence is counted.
Members
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.
Active Members - Count of contacts in the “Members” group who had a current primary subscription during the selected time period. Contacts whose subscription started or ended during the period are still counted.
Paused - Count of “Members” contacts who had a paused primary subscription at any time during the selected period — including those whose subscription was paused or restored during that period.
Frozen - Count of “Members” contacts who had a frozen primary subscription at any time during the selected period — including those whose subscription was frozen or restored during that period.
Cancellations
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
Trials - The count of unique trial-group subscriptions—assigned as a contact’s primary subscription—that were canceled within the selected time period (all agreement types included).
Members - The count of unique member-group subscriptions—assigned as a contact’s primary subscription—that were canceled within the selected time period (all agreement types included).
Attrition - The percentage of members who canceled their membership. Formula: (Memberships Canceled ÷ Active Members) × 100
Revenue
This section tracks all incoming and refunded revenue by category.
Membership - Total amount of money processed from all recurring subscriptions during the selected period. This data will match the data found on your Gross Revenue Report.
Membership Refunds - Total amount of money refunded from all recurring subscriptions during the selected period.
Trial - Total amount of money processed from all trial subscriptions during the selected period.
Fees - Total amount of money processed from all fees during the selected period.
Refund tiles display the total amount refunded for each category.
Fees Refunds - Total amount of money refunded from all fees during the selected period.
Retail - Total amount of money processed from all retail sales during the selected period.
Retail Refunds - Total amount of money refunded from all retail sales during the selected period.
Subscription Credits - Total amount of money processed as credits or cancel invoice during the selected period.
Revenue Breakdown – Graph view of total revenue
Return Breakdown – Graph view of total refunds