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Analytics & Dashboards Guide

Understand your clinic’s performance with data visualizations. Create custom dashboards to track metrics that matter most to your business.

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Getting Started

Access analytics by clicking Analytics from the main menu. You’ll find:
  • Dashboards - Pre-built and custom analytics views
  • Reports - Detailed data exports and analysis
  • Widgets - Individual metrics and charts

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Pre-Built Dashboards

Start with templates designed for common use cases.

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Revenue Dashboard

Track money coming in: Metrics shown:
  • Total revenue (this month, this year)
  • Revenue by service type
  • Revenue by provider
  • Daily/weekly revenue trend
  • Average transaction value
  • Top-performing services
Use this to:
  • Understand revenue trends
  • Identify best-performing services
  • Track seasonal patterns
  • Forecast monthly revenue

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Appointments Dashboard

Monitor scheduling and patient flow: Metrics shown:
  • Total appointments (today, this week, this month)
  • Appointments by provider
  • Appointments by service
  • No-show rate
  • Cancellation rate
  • Average wait time
  • Busiest hours/days
Use this to:
  • Optimize scheduling
  • Identify understaffed times
  • Monitor no-show patterns
  • Improve patient flow

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Patient Dashboard

Analyze patient data: Metrics shown:
  • New patients (this month)
  • Patient retention rate
  • Total active patients
  • Patients by location
  • Appointments per patient
  • Patient lifetime value
  • Churn rate (patients who left)
Use this to:
  • Understand patient base growth
  • Measure retention success
  • Track patient acquisition
  • Identify at-risk patients

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Staff Performance Dashboard

Evaluate team productivity: Metrics shown:
  • Appointments per provider
  • Revenue per provider
  • Patient satisfaction by provider
  • Utilization rate (booked vs. available time)
  • Earnings/commission by provider
  • Top rated providers
Use this to:
  • Recognize high performers
  • Identify training needs
  • Ensure fair workload
  • Calculate commissions

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Billing Dashboard

Monitor financial health: Metrics shown:
  • Outstanding balances
  • Days sales outstanding (DSO)
  • Payment methods breakdown
  • Invoice aging report
  • Write-offs and adjustments
  • Payment failure rate
Use this to:
  • Improve collection rates
  • Reduce outstanding debt
  • Identify payment issues
  • Forecast cash flow

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Creating Custom Dashboards

Build dashboards tailored to your needs.

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Creating a Dashboard

  1. Go to Analytics
  2. Click Create Dashboard
  3. Name it (e.g., “Daily Operations”)
  4. Click Create
Dashboard is blank and ready for widgets.

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Adding Widgets

Add metrics/charts to dashboard:
  1. Click Add Widget
  2. Choose widget type:
    • Metric - Single number (Total Revenue = $50,000)
    • Line Chart - Trends over time
    • Bar Chart - Comparisons
    • Pie Chart - Breakdown/distribution
    • Table - Detailed data
  3. Select data source (Revenue, Appointments, etc.)
  4. Set filters (date range, location, etc.)
  5. Customize display (colors, labels)
  6. Click Add

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Widget Types Explained

Metric Widget Shows single important number:
  • Example: “Total Revenue This Month: $50,000”
  • Good for KPIs
  • Displayed prominently
Line Chart Widget Shows trends over time:
  • Example: Daily revenue trend
  • X-axis: Time
  • Y-axis: Value
  • Good for spotting trends
Bar Chart Widget Compares values:
  • Example: Revenue by provider
  • X-axis: Categories
  • Y-axis: Values
  • Good for comparisons
Pie Chart Widget Shows breakdown:
  • Example: Appointments by service type
  • Shows percentages
  • Good for composition
Table Widget Shows detailed data:
  • Rows and columns of data
  • Sortable and filterable
  • Good for detailed analysis

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Filtering Data

Refine what displays in widgets:
  1. Open dashboard
  2. Set filters at top:
    • Date Range - This week, month, year, custom
    • Location - Specific clinic or all
    • Provider - Specific staff or all
    • Service - Specific service or all
  3. Filters apply to all widgets
Filters help you:
  • Compare time periods
  • See individual location performance
  • Track specific provider metrics
  • Analyze specific services

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Arranging Dashboard

Customize layout:
  1. Click Edit on dashboard
  2. Drag widgets to reorder
  3. Resize widgets (large, medium, small)
  4. Priority widgets up top
  5. Less important details lower
  6. Click Save Layout
Good dashboard organization:
  • Top: Most important KPIs (big metrics)
  • Middle: Trends and performance
  • Bottom: Details and supporting data

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Key Metrics Explained

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Revenue Metrics

Total Revenue
  • All money received for services/products
  • Best measure of business size
Revenue by Service
  • Which services generate most income
  • Helps with pricing and marketing
Revenue by Provider
  • Which providers generate most revenue
  • Helps with commission calculations
Average Transaction Value
  • Revenue divided by number of transactions
  • High value = larger visits/packages
Revenue Growth
  • Comparing this period to last
  • Shows business momentum

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Appointment Metrics

Total Appointments
  • Number of appointments scheduled/completed
  • Indicator of patient demand
No-Show Rate
  • Percentage of booked appointments patient misses
  • High rate = operational issue
  • Affects scheduling efficiency
Cancellation Rate
  • Percentage of appointments cancelled
  • By patient or by clinic
  • Affects revenue predictability
Utilization Rate
  • Percentage of available time that’s booked
  • 80%+ is healthy
  • Below 60% means underutilization
Average Wait Time
  • Time from appointment start to seeing provider
  • Higher wait = patient dissatisfaction
  • Target: Under 15 minutes

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Patient Metrics

New Patients
  • New patients acquired this period
  • Growth indicator
Patient Retention Rate
  • Percentage of patients who return
  • Higher is better
  • Typical: 70-85%
Patient Lifetime Value
  • Total revenue from average patient
  • Guides acquisition spending
Churn Rate
  • Percentage of patients who stop coming
  • Inverse of retention rate
  • Lower is better
Repeat Visit Rate
  • How often patients return
  • Service quality indicator

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Financial Metrics

Outstanding Balance
  • Total money patients owe you
  • Affects cash flow
Days Sales Outstanding (DSO)
  • Average days to collect payment
  • Lower is better
  • Healthy: 15-30 days
Invoice Aging
  • How long invoices have been unpaid
  • 30/60/90+ days breakdown
Write-Off Rate
  • Percentage of charges you can’t collect
  • Affects profitability
Payment Methods
  • Breakdown by cash, card, check, etc.
  • Helps with payment processing

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Analyzing Data

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Comparing Periods

See how you’re doing vs. last period:
  1. Create dashboard
  2. Add metric widget
  3. Set filter: “This month”
  4. Note the number
  5. Change filter: “Last month”
  6. Compare the numbers
Use % change to measure growth. Spot patterns over time:
  1. Add line chart widget
  2. Set X-axis: Time (daily, weekly, monthly)
  3. Set Y-axis: Metric (revenue, appointments)
  4. Look for:
    • Upward/downward trends
    • Seasonal patterns
    • Unusual spikes or dips

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Benchmarking

Compare your performance:
  1. Track your KPIs monthly
  2. Compare to industry benchmarks
  3. Set targets for improvement
  4. Monitor progress toward targets
Industry benchmarks vary by specialty:
  • Medical practices: 20-40% profit margin
  • Aesthetic clinics: 40-60% profit margin
  • Therapy: 50-70% profit margin

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Drilling Down

Go from summary to details:
  1. See high-level metric (e.g., $50K revenue)
  2. Click on it to drill down
  3. View breakdown by service
  4. Click on service to see patients
  5. Understand what’s driving numbers

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Advanced Analytics Features

Combine multiple filters for powerful insights:
  • Date range filtering - Custom periods, rolling windows, year-over-year
  • Multi-select filtering - Include/exclude multiple values
  • Relative date filtering - Last 30 days, current quarter, YTD, etc.
  • Segment filtering - By location, provider, service category, patient type
  • Complex logic - AND/OR combinations of filters
Example: Show revenue from aesthetic services (excluding medical) in Q4 for Dr. Smith’s location, excluding write-offs
Create calculated metrics:
  • Derived metrics - Calculate new KPIs from existing data
  • Ratios - Profit margin, revenue per appointment, etc.
  • Percentages - % of total, % change over time
  • Averages & sums - Aggregate data in custom ways
  • Conditional calculations - IF/THEN logic for metrics
Example: Calculate “revenue per service type as % of total” or “average transaction value excluding refunds”
Compare groups of patients or periods:
  • Patient cohorts - Track groups by start date, acquisition source, etc.
  • Retention cohorts - See if patients acquired in Jan vs Feb retain differently
  • Spending cohorts - Track spending patterns across patient segments
  • Service cohorts - Compare outcomes across different service types
Example: Analyze if patients acquired through referral vs web have different retention rates
Project future trends:
  • Trend projection - Predict revenue based on growth rate
  • Seasonal forecasting - Account for seasonal ups/downs
  • Churn prediction - Identify at-risk patients likely to leave
  • Growth forecasting - Project patient growth or service demand
  • Capacity planning - Predict staffing needs
For: Planning, budgeting, identifying resource needs
Export dashboards and reports to external tools:
  • CSV/Excel export - Raw data for spreadsheet analysis
  • API export - Programmatic access to data
  • Direct BI tool integration - Connect to Tableau, Power BI, Looker
  • Scheduled exports - Automatic daily/weekly data exports
  • Webhook integration - Send data to external systems
Use for: Deep analysis, enterprise reporting, integrations with accounting software
Compare across dimensions:
  • Location comparison - How do clinics perform vs each other?
  • Provider comparison - Which providers are most productive?
  • Service comparison - Revenue, profitability, and volume per service
  • Period comparison - Month-over-month, year-over-year
  • Internal benchmarking - Compare current performance to targets
Example: This month’s revenue vs last month, vs same month last year, vs target
Break down metrics across multiple dimensions:
  • Multi-dimensional analysis - View by service AND location AND provider
  • Hierarchical breakdowns - Drill from category > service > appointment
  • Cross-tabulation - Row/column analysis
  • Pivot tables - Flexible data reshaping
  • Custom segments - Create segments based on business logic
Example: See revenue by service category, then by specific service, then by provider for each service

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Reports

Export detailed data for analysis:

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Creating a Report

  1. Go to Analytics > Reports
  2. Click Create Report
  3. Select report type:
    • Revenue Report
    • Appointment Report
    • Patient Report
    • Inventory Report
    • Billing Report
  4. Set filters and date range
  5. Click Generate
  6. Download as CSV or Excel

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Using Reports

Reports useful for:
  • Monthly review with management
  • Year-end accounting
  • Comparing locations
  • Detailed analysis
  • Sharing with accountant

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Sharing Dashboards

Share with team members:
  1. Open dashboard
  2. Click Share
  3. Enter email addresses
  4. Set permission level:
    • View - Can see only
    • Edit - Can modify dashboard
  5. Send
Team members get access to dashboard and can monitor metrics.

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Alerts & Notifications

Get notified of important changes:

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Setting Alerts

  1. Go to Settings > Alerts
  2. Create alert:
    • Metric (e.g., Daily Revenue)
    • Condition (e.g., Falls below $1000)
    • Action (Email me)
  3. Save
Examples:
  • Revenue below target
  • No-show rate above 10%
  • Inventory below minimum
  • Outstanding balance above threshold

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Tips for Effective Analytics

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Focus on Key Metrics

Don’t track everything. Choose 5-10 metrics that:
  • Directly impact your business
  • You can act on
  • Align with goals
Example for aesthetic clinic:
  1. Daily revenue
  2. New patients
  3. No-show rate
  4. Average transaction value
  5. Patient retention

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Review Regularly

  • Daily: Revenue, appointments, no-shows
  • Weekly: Staffing metrics, outstanding balance
  • Monthly: Retention, profitability, trends
  • Quarterly: Year-over-year comparisons

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Act on Insights

Data only matters if you change behavior: “No-show rate is 15%” → Implement reminder SMS → Rate drops to 8% “Revenue down 20%” → Analyze by service → Promote underperforming service

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Create Goals

Set targets and track progress:
  • Increase daily revenue 10%
  • Reduce no-show rate to under 10%
  • Achieve 80% patient retention
  • Add 5 new patients per week
Monitor actual vs. goal in dashboards.

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Common Dashboards to Build

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”Morning Briefing”

  • Today’s appointments
  • No-shows from yesterday
  • Outstanding balances
  • Key metrics vs. goal

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”Provider Performance”

  • Revenue by provider
  • Appointments per provider
  • Patient satisfaction by provider
  • Earnings/commissions

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”Financial Health”

  • Revenue trend
  • Outstanding balance
  • Payment failures
  • DSO (days to collect)

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“Operational Efficiency”

  • Utilization rate
  • Wait times
  • No-show rate
  • Staff productivity

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Troubleshooting

“Widget shows no data”
  • Check date range includes data
  • Verify filter selections
  • Make sure data exists for metric
  • Try different time period
“Numbers seem wrong”
  • Verify filters applied correctly
  • Check if this includes refunds/credits
  • Make sure tax is/isn’t included
  • Double-check data source
“Can’t create custom dashboard”
  • Verify you have admin access
  • Check feature enabled for your plan
  • Contact support if issue persists
  • Billing - See transactions and payments
  • Appointments - Track scheduling data
  • Inventory - Monitor product sales
  • Patient Records - Understand patient base
  • Staff Management - Monitor provider performance
For advanced reporting, predictive analytics, or custom integrations, contact your account manager.