Who is this article for?
How many clients do you have, how many appointments do you give, how much do you collect, how much can you expect from the appointments already booked? The Analytics dashboard answers these questions with charts you can filter by period and by clinic.
This article explains how to choose a chart, how to set the period, what each chart measures, and how to export the numbers.
Before you start: the dashboard is available to practice administrators. It is not included in the Starter plan (it is available during the free trial).
1Open the dashboard
- Click the Analytics icon (bar chart) in the top bar, or go to www.colib.io/establishmentanalytics.
- The dashboard opens on the Client base chart for the last 12 months (or since your account was created, if it is more recent), grouped by month.
2Choose a chart
- In Filters, choose a Category: Clients, Appointments, Finances (CAD), Forms or Gift certificates and products.
- Choose a Chart in this category (see the table below).
- If your practice has several clinics, choose the Clinic.
The chart is redrawn as soon as you change the category, the chart, the clinic or the grouping period.
3Set the period
- Quick Select — one click for Today, This Week, This Month, Last 30 Days, Last 90 Days, Last 6 Months, Last 12 Months, This Year or Last 24 Months. The chart is updated right away.
- Upcoming — Next 30 Days, Next 90 Days, Next 6 Months or Next 12 Months, for the projected revenue charts.
- Start Date and End Date — for any other period: pick the dates, then click Apply Filters.
- Period — group the points of the chart by Day, Week or Month.
4Read the raw data and export it
Under most charts, the Raw Data table gives the value of each day, week or month. Click Export to Excel to download these numbers. On a chart with two values (for example revenue and taxes), only the main value is in the table and the file. Charts with one line per practitioner, appointment type, status, clinic or form have no raw data table and cannot be exported.
What each chart measures
| Category | Charts |
|---|---|
| Clients | Client base — the number of active clients at the start of each period: the curve shows how your client base grows. |
| Appointments | All appointments (number of appointments over each period), Per practitioner, Per appointment type, Per status (scheduled, confirmed, completed, rescheduled, cancelled, late-cancelled, no-show), Per clinic (practices with several clinics) and the 'No-show' rate (percentage of appointments marked as no-shows). |
| Finances (CAD) | Revenue based on the payment date (revenue without taxes, and the taxes, of the invoices paid over each period), Revenue per practitioner, Revenue per practitioner and appointment type (a table by practitioner and type), Invoices based on the payment date (number and sum of the paid invoices), Invoices based on the invoice date (number and sum of the invoices issued), invoices per practitioner and per clinic, and the three projected revenue charts (see below). |
| Forms | Forms sent and completed, Completed forms per form, Completion rate (share of the forms sent over the period that are completed) and forms Per status. |
| Gift certificates and products | Number and amount (without taxes) of the gift certificates and products sold, in total or by type. |
Projected revenue
The Projected revenue (upcoming appointments) chart, in the Finances (CAD) category, estimates what you can expect to collect from the appointments already in your scheduler. It also exists per practitioner and per appointment type.
- Two cards sum up the period: Projected revenue without taxes (CAD) and the number of Upcoming appointments (scheduled or confirmed, not yet taken place).
- The estimate uses the price of each appointment type, before taxes, for each client of the appointment.
- Cancelled and no-show appointments are excluded.
- The period always looks ahead: if the selected period ends in the past, the dashboard switches to the next 90 days. Use the Upcoming buttons to change it.
Shop sales: gift certificates and products
The Shop Sales charts follow the gift certificates and the products you sell, in total and per type. To open them, choose the Gift certificates and products category in Filters, then one of its four charts in Chart.
| Chart | What it shows |
|---|---|
| Gift certificates | Two lines: the Number of gift certificates sold and the Sum of the gift certificates sold WITHOUT taxes ($) over each period. A certificate is counted on the date it was created (bought on your online store or entered by hand), as long as it is active or used. |
| Gift certificates per type | The number of gift certificates sold over each period, with one line per type of gift certificate you created (for example, your $100 gift card). |
| Products | Two lines: the Number of products sold (the quantities on your invoices) and the Sum of the products sold WITHOUT taxes ($) (quantity × unit price) over each period. Products are counted on the date of the invoice; draft invoices are not counted. |
| Products by type | The quantity sold over each period, with one line per product of your inventory. A product you deactivated is shown with (Disabled) after its name. |
- Canadian dollars only — the product charts only count invoices in CAD.
- Period — as for the other charts, use Quick Select or Start Date and End Date, and group the points by Day, Week or Month with Period.
- Raw data and export — under the Gift certificates and Products charts, the Raw Data table and Export to Excel give the number sold over each period (not the amount). The charts per type have no raw data table.
- Several clinics — the product charts follow the Clinic filter. Gift certificates belong to the whole practice: their charts always show every certificate, whatever the clinic chosen.
To sell products and gift certificates, see How does the inventory work? and How gift certificates work (gift cards, service vouchers and packages). The balance still owed on your gift certificates is in the Deferred revenue report: please see the article titled "How to read the Deferred revenue report".
Good to know
- Canadian dollars only — the Finances charts only count amounts in CAD. For your accounting, taxes and amounts in other currencies, use the Reports section (www.colib.io/reports), whose reports can be exported to Excel and PDF.
- Several clinics — an administrator attached to some clinics only sees the charts of their clinics.
- Appointments used by your plan — see How can I see the number of appointments I made during the current period?
- Website traffic — to measure the visits to your booking page, see How to connect Google Analytics, Google Ads and Google Tag Manager to Colib?
Related articles
For an overview of the dashboard and of the reports, see our Analytics & Reports page.
For exact figures in every currency, ready to export, see the articles of the Reports category:
- How to export a report of payment provider fees and payment taxes
- Please see the article titled "How to read the Taxes collected report"
- Please see the article titled "How to read the Revenue by practitioner report"
- Please see the article titled "How to read the Deferred revenue report"
- Please see the article titled "How to read the Refunds and disputes report"
- Please see the article titled "Who can access the Reports section and how to export a report to Excel or PDF"
To go further with each group of charts, see the articles of the Analytics category:
- Please see the article titled "How to see your revenue and projected revenue in Analytics"
- Please see the article titled "How to follow your appointments in Analytics"
- Please see the article titled "How to follow your client base in Analytics"
- Please see the article titled "How to follow your forms in Analytics"
- Please see the article titled "How to filter Analytics and who can see it"
Still have a question?
Write to us at support@colib.io, we will be happy to help.
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