In SPARK MEMBERSHIP, 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: Left Side Menu Bar > Reports > under Contact section > Members Conversion Report.
This report details conversions from Prospects to Trials or from Trials to Active Students. Just 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 Left Side Menu Bar > Maximizers > 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 by going to Left Side Menu Bar > Reports > under Membership section > Cancelled Memberships to review membership cancellations and analyze trends.
Memberships Gained
View all new memberships using the All Memberships Report: Go to Left Side Menu Bar > Reports > under Membership section > All Memberships. Filter by the "DATE FILTERS" to identify memberships gained during specific periods.
Export the report as a CSV or Excel file for detailed analysis of membership types and payment information.
Important Note: The "All Memberships" report shows active memberships as of the day it is run. Filters such as "Signed Between," "Expires Between," and "Next Payment Date Between" do not provide a historical snapshot of active memberships for a past month. For accurate historical data, use the Dashboard Stats History feature.
Appointments (Trials Who Showed Up)
Use the Ultimate Stats Report: Left Side Menu Bar > Reports > under Financial section > Ultimate Stats > Scoreboard. Filter by time frame to assess show-up rates for trial appointments.
Understanding and Using the Ultimate Stats Scoreboard in SPARK MEMBERSHIP
The Ultimate Stats scoreboard is an essential feature in SPARK MEMBERSHIP 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 MEMBERSHIP. These reports allow you to apply filters for custom start and end dates, addressing the scoreboard 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 Left Side Menu Bar > Reports in SPARK MEMBERSHIP.
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 MEMBERSHIP 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 MEMBERSHIP.
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 Side Menu Bar.
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 Left Side Menu Bar > Reports > under Membership section > All Memberships. Apply filters based on the contact type, such as Trials or Memberships, to obtain the data breakdown.
Exporting and Analyzing Membership Data
SPARK MEMBERSHIP also allows exporting membership details for comprehensive analysis. The exported data, available in CSV format, enables viewing membership types and associated payments, providing an in-depth perspective on student data.
Utilize date filters to analyze membership trends for specific months, displaying active students with detailed membership statuses.
Dashboard Settings for Counting Trial Members
The "Active Members" stat on the dashboard represents all members who were active during a given month. It excludes members who were marked as former members within that same month. This ensures that the count reflects only those who were actively participating during the specified period.
If trials are counted as active, they appear in the count.
If excluded, they won’t be included in the active member tally.
To resolve discrepancies in active membership counts, navigate to your Location settings and adjust the settings to exclude contact types such as "Prospect" or "On a Trial" from being counted as active students. Once updated, the dashboard will reflect the accurate count of active students.
Dashboard Stats History
To view the number of active members by membership for a specific one-month period, use the Dashboard Stats History feature:
Open the Dashboard Stats History from the main dashboard.
Select the target month to view the active membership counts for that period.
Permissions for Dashboard Stats History
If you cannot access the Dashboard Stats History, it may be due to insufficient permissions. Staff logins must have the "view dashboard stats" permission enabled. Contact an owner or a staff member with permission-management rights to enable this feature.
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