Tracking and Analyzing Trial Metrics, Appointments, and Memberships in SPARK MINDS
In SPARK MINDS, understanding and tracking trial performance metrics such as leads, conversions, appointments, cancellations, and memberships can be achieved by leveraging specific reports and tools available within the platform. Below is a guide to effectively utilize these features:
This includes defining user categories like prospects, trial students, and active students. Prospects are potential leads who haven't signed up, trial students are those exploring the platform via trial memberships, and active students are individuals who have secured active memberships and participate regularly.
Key Reports for Tracking Performance Metrics
Leads per Month and Trial Conversions
To track leads and their conversions over a selected timeframe, use the Members Conversion Report: - Navigate to Reports > Members Conversion. - This report details conversions from Prospects to Trials or from Trials to Active Students. - Apply filters for specific contact types or export the data for deeper analysis.
New Prospects and Trial Memberships
Use the Lead & Trials Maximizer feature located at Contacts > Lead & Trial Maximizer to monitor new leads and trials effectively.
Additionally, use tags and the progression overview within the Lead & Trials Maximizer to identify where prospects and trials are in their journey. This can help pinpoint drop-offs and refine engagement strategies.
Membership Cancellations
Access the Cancelled Memberships Report under Reports > Cancelled Memberships to review membership cancellations and analyze trends.
Memberships Gained
View all new memberships using the All Memberships Report: - Go to Reports > All Memberships. - Filter by the 'Entered Date' to identify memberships gained during specific periods.
Appointments (Trials Who Showed Up)
Use the Ultimate Stats Report: - Navigate to Reports > Ultimate Stats > Scoreboard. - Filter by time frame to assess show-up rates for trial appointments.
Understanding and Using the Ultimate Stats Scoreboard in SPARK MINDS
The Ultimate Stats scoreboard is an essential feature in SPARK MINDS designed to provide time-framed insights into specific financial and payment metrics. Below, we outline its functionality, limitations, and guidance for using alternative reports or setting up permissions effectively.
What Are the Functionalities and Limitations of the Ultimate Stats Scoreboard?
The Ultimate Stats scoreboard is a reporting tool with preset time frames, and customizing the date range (e.g., September 14-20) is not currently possible. If you need to view statistics for a specific date range, you will need to leverage other available reports within SPARK MINDS. These reports allow you to apply filters for custom start and end dates, addressing the scoreboard's limitation.
How to Access Custom Date Ranges Outside of Ultimate Stats
To obtain statistics for an exact date range beyond the limits of the Ultimate Stats scoreboard:
Navigate to Reports from the left-side menu in SPARK MINDS.
Choose a report that includes the information or statistics you need.
Apply filters for the specific start and end dates desired. This method ensures that you can view datasheets precisely suited to your specified time frame. It’s worth noting that the Ultimate Stats scoreboard is the only reporting tool within SPARK MINDS limited by fixed time frames rather than allowing customized filtering options.
Permissions Required to View the Ultimate Stats Report
For users who are unable to see the Ultimate Stats report, the issue is likely related to permissions. To resolve this:
Ensure the user has access to the Reports section within SPARK MINDS.
Enable the financial permission for the user.
Without this permission, the Ultimate Stats feature will not be accessible under Reports.
Confirm that the Ultimate Stats feature is being accessed under Reports and not under Settings. Administrators can manage these configurations for staff members, ensuring proper access based on role requirements.
FAQs
Q: Can I change the fixed time frame of the Ultimate Stats scoreboard? A: Unfortunately, no. For custom date ranges, use other reports within the Reports menu that support date filtering. Q: Why can’t a specific staff member see the Ultimate Stats report? A: Check if the staff member has been granted the necessary financial permission and access to Reports. Only then will Ultimate Stats become visible.
Communicating with Prospects and Trial Students
To communicate effectively with prospects and trial students:
Assign accurate contact types such as "Prospect" or "Trial." These designations help tailor communication strategies.
Use the Communication Center to set up targeted campaigns:
Navigate to the left menu.
Select Email Campaign or SMS Campaign.
Apply filters to specifically target either prospects or trial students.
Tagging and Filtering for Tracking Trial Demos
If you want to count how many leads scheduled a 1st-trial demo within a given month:
Use booking tags associated with 1st trials (e.g., "booked-ignite-trial") applied when a lead schedules a trial session via Ignite calendars.
Filter the contacts for the desired month (e.g., August) and then further refine the list by this booking tag.
Moreover, utilize tags to classify each contact's stage in the customer funnel. This approach aids in understanding trial progression and helps in strategizing follow-ups.
Sorting Member Information
To sort member data by trials or memberships:
Use the All Memberships Report: - Navigate to Reports > All Memberships. - Apply filters based on the contact type, such as Trials or Memberships, to obtain the data breakdown.
Dashboard Settings for Counting Trial Members
In the Spark Minds Dashboard, the inclusion of trial members within the "Active Members" count depends on settings:
If trials are counted as active, they appear in the count.
If excluded, they won’t be included in the active member tally.
Adjust these settings in the General Settings section to match your preferences.
Addressing Specific Scenarios and Troubleshooting
Leads in the 'Current Ranks' Report
Leads appear in the 'Current Ranks' report if a rank (e.g., a white belt) is associated with them. To remove them:
Open their profile.
Go to the Ranks tab.
Either remove the rank or mark it as "no longer earning ranks."
Understanding Financial Forecast Report Visibility
Members in the Financial Forecast Report appear based on installment schedules:
A member only appears for months in which an installment is due.
If a subscription has an end date or is time-limited (e.g., a 2-month membership), the member will only show up for the months before the end date.
Once all installments are completed, the member will no longer appear unless the membership is extended or payments are renewed.
Related Topics
Managing Membership Renewals
Tracking and Analyzing Student Attendance
Optimizing Conversion Rates Through Lead Tracking