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Performance Panels

  NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop.

A Dashboard Performance Panel gives you real-time information
about the performance of your business by comparing your actual numbers to your budgets for a specific date range. See also: Setting up Budgets

Creating a Performance Panel #

Follow these steps to create a performance panel:

  1. Click Create New Performance Panel on the Dashboard toolbar.

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  2. Choose one of the following panel types:

    • Today’s Performance – Shows you how your business is performing today.

    • Overall Performance – Gives you a broad range of indicators showing how well your
      business is performing over a longer period of time, including today,
      this week, this month, or this year.

  3. Type in a title for the panel. Note: A default title will be shown, but you can modify it.

  4. Choose one or more data types (also called Key Performance Indicators) you want to track.

     Data Type Based On
    		 Description
    Appointment
    Turnaround Days
    		Session Date


         		Average number
    of days between a session and the first linked appointment after
    the session for your selected date range (or for today).
    This shows how long it takes to get clients back in for their
    sales presentation.
    Appointments
    – Actual     		Appointment Date
         		All linked appointments
    for your selected date range (or for today). Excludes:
    Cancelled and NoShow appointments.
    Appointments
    – All
    		Appointment Date
         		All linked appointments for
    your selected date range (or for today). Includes:
    Cancelled and No
    Show     appointments.
    Appointments
    – Booked     		Appointment Booked Date
         		All new linked
    appointments booked in the software for your selected date range (or
    for today). Excludes:
    Cancelled and No
    Show appointments.
    Average
    Sales by Initial Order
         		Invoice Date
         		Average of all
    initial orders received in your selected date range (or today),
    less any discounts, and less any items in the price list that
    have been checked to “Exclude From Sales Reports.” This data is
    very useful in determining the effectiveness of your sales process
    and your ability to close large, up-front orders.
    Average
    Sales by Session
         		Session Date Average income
    for a group of sessions within your selected date range (or today). Only sessions that have been completed (the session
    is at the “Final” status as defined in your session statuses) are
    included.
    Excludes: No
    Show, Cancelled,
    and Redo sessions. (This
    eliminates sessions that are still open or still waiting for orders,
    which would skew your averages.)
    There are some additional settings that will affect this report. On the
    Company Preferences > Reports     tab, you can choose the specific
    types of invoices that should be included in your sales averages. Also, any items
    that have been checked in the price list to “Exclude From Sales
    Reports” are removed before calculating the averages. See also: Company (Studio) Preferences – Reports, Price List Reference, and Session Statuses
    Conversions – Bookings to Actual Sessions
         		Session Booked Date
     
    		 Percentage of sessions booked during your selected date range (or today) that
    actually resulted in a session. Excludes:
    No Show, On
    Hold    , and Cancelled
    sessions.
    Conversions – Leads to Actual Sessions Client Create Date
    		 Percentage of
    new leads acquired during your selected date range (or today)
    that actually completed a session. Excludes:
    No Show, On
    Hold    , and Cancelled
    sessions.
    Conversions – Leads to Bookings Client Create Date Percentage of
    new leads acquired within your selected date range (or today)
    that booked a session.
    Conversions – Leads to New Clients Client Create Date Percentage of
    new leads acquired within your selected date range (or today)
    that actually became clients.
    Estimates Estimate Date All estimates with an “Estimate Date” within your selected date range (or today).
    Hours Worked Per Initial Order Time Clock and
    Invoice Dates    		 Total number of hours worked (based on time clock entries) divided by the number of initial order invoices. See also: Time Clock
    Invoices – Paid in Full Percentage Invoice Date Percentage of
    invoices that were paid in full on the same day the order was
    taken during your selected date range (or today).
    Invoices with no PO Invoice Date
    		Total number
    of Initial Order or Reorder invoices for your selected
    date range (or for today) for which no purchase order has been
    created.
    Labor Costs Time Clock and
    Invoice Dates    		 Hourly wages, plus salaried wages, plus commissions for your selected date range (or for today). See also: Time Clock
    New Clients Client Since Date Total number
    of prospects that actually became clients within your selected
    date range (or today). Note: The date you create the client’s first
    invoice or session record becomes the “Client Since”
    date, which is the basis for this data.
    New Leads Client Create Date
    		Total number
    of new client leads recorded in the software during your selected date
    range (or today). This is based on the client “Create
    Date” field. New Leads
    is a great indicator of potential new business opportunities,
    as well as providing valuable information about the effectiveness
    of your marketing plans.
    Phone Calls – All Call Due Date All phone calls due within your selected date range (or today).
    Phone Calls – Completed Call Complete Date All phone calls completed within your selected date range (or today).
    Phone Calls – Open by Due Date Call Due Date All phone calls due within your selected date range (or today) that do not have a “Complete Date.”
    Phone Calls – Past Due by Due Date Call Due Date All phone calls due within your selected date range (or today) that do not have a “Complete Date” AND are past due as of today.
    Production Orders – All
    		Order Date
    		All production
    orders for your selected date range (or today). Exclusions:
    none.
    Production Orders – Completed Order Date
    		All production
    orders for your selected date range (or today) that are completed
    (meaning the production order is set to the “Final”
    status as defined in your production statuses. See also: Production Statuses
    Production Orders – Open by Due Date Order Due Date
    		All production
    orders due within your selected date range (or today) that are
    not at their final status.
    Production Orders – Past Due by Due Date Order Due Date
    		 All production
    orders due within your selected date range (or today) that are
    not at their final status AND are past due as of today.
    Production Orders – Reorders
    		Order Date
    		Total cost of
    all production orders within a selected date range and/or
    filter that required a reorder.
    Receipts Payment Date
    		All payments
    received within your selected date range (or today). Excludes: Payment methods that have been flagged to “Exclude from Reports.” See also: Payment Methods
    Sales – Per Hours Worked Invoice Date and
    Time Clock    		 Sales – Total (as described below) divided by the total number of hours worked according to the time clock entries for your selected date range (or today). See also: Time Clock
    Sales – In-House
    		 Invoice Date
    		The same as Sales – Total but excluding
    invoices downloaded from InSpiredByYou.com.
    Sales – Total
    		Invoice Date
    		All sales made
    within your selected date range (or today), less any discounts. Excludes: Price list items
    that have been checked to “Exclude From Sales Reports.” See also: Price List Reference
    Sales – Web Invoice Date
    		The same as Sales – Total but limited to
    just those invoices downloaded from InSpiredByYou.com.
    Sessions – Actual Session Date
    		Total
    number ofsessions occurring within your selected date range (or today). Excludes:
    Cancelled and No
    Show sessions.
    Sessions – All
    		Session Date
    		Total number
    of sessions occurring within your selected date range (or today). Includes: Cancelled,
    On Hold, No
    Show    , and Redo
    sessions.
    Sessions – Booked Session Booked Date
    		 Total number
    of new sessions booked within your selected date range (or today).
    This provides a great “leading indicator” of how your business
    will be in the future. Excludes:
    Redo sessions.
    Sessions – Cancelled Session Date
    		All sessions scheduled to occur within your selected date range (or today) that were cancelled.
    Sessions – No Show
    		Session Date
    		All sessions scheduled to occur within your selected date range (or today) that resulted in a
    No Show.
    Sessions – Placed on Hold
    		Session Date
    		All sessions scheduled to occur within your selected date range (or today) that were placed On Hold.
    Sessions – Rescheduled
    		Session Date
    		All sessions scheduled to occur within your selected date range (or today) that were rescheduled.
    Sessions – Zero Dollar Invoice
    		Session Date
    		All sessions within your selected date range (or today) that have an “initial order” invoice for $0.
    Sessions – No Initial Order Session Date
    		All sessions within your selected date range (or today) that do not have an “initial order” invoice.
    Sessions – Needing an Appointment Session Date All sessions within your selected date range (or today) that do not have an upcoming appointment scheduled and also do not have an “initial order” or “reorder” invoice. Excludes: Cancelled and No Show appointments, as well as Cancelled, On Hold, and No Show sessions.
    Tasks – All Task Due Date
    		 All tasks due
    within your selected date range (or today).
    Tasks – Completed
    		Task Complete Date
    		All tasks completed within your selected date range (or today).
    Tasks – Created
    		Task Create Date
    		All tasks created within your selected date range (or today).
    Tasks – Open by Due Date
    		Task Due Date
    		All tasks due
    within your selected date range (or today) that do not have a
    “Complete Date.”
    Tasks – Past Due by Due Date
    		Task Due Date
    		All tasks due
    within your selected date range (or today) that do not have a
    “Complete Date” AND are past due as of today.

  5. For an Overall
    Performance     panel, choose the date range(s) you want to include.

  6. Finally, set how often you want this panel to automatically refresh when
    it is open on your Dashboard.

  7. Click OK to save the panel.

Modifying a Performance Panel #

Once the panel has been added, follow these instructions to make changes:

  1. Click the down arrow in the upper-right corner of the panel to open the Panel Options menu.

  2. To temporarily change the panel, simply make changes to the list of options shown on the menu. Note: Any changes you make this way will NOT be saved.

  3. To permanently change the way the panel is displayed, click Properties to open the properties window and make the necessary changes there.

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