Client Snapshots

A) Client Snapshots

Applies To:    Enterprise    Plus    Basic   Conference

Overview

Client Snapshots are an overview of key information and statistics important to daily decisions, marketing, and analysis.

• Location:  The Client Snapshot displays as a tab on the Client record when in View mode.
• Permissions:  Users who have permission to View a client record also have permission to view the Client Snapshot.
• Monetary values are truncated without decimal places, not rounded.  Calculated totals and comparisons to reports may differ slightly due to this truncation method.
• Unless otherwise listed, only course sections with a status of Offered and Cancelled are included.  Course statuses of Pending and Inactive are ignored.
• Enrollment numbers do not include course sections where the course ID = “RegFee—".
• All calculations include only course sections with a status of Offered, Cancelled, and Completed.  Inactive and Pending status course sections are not included.
• The values are only for the Branch the user is logged into even in a multi-Branch installation,
• The print button will format the snapshot into a PDF format.  Note that graphs do not display when using the print button.
• Net Revenue is calculated using OnAccount Given and OnAccount Used.  OnAccount Given is subtracted from and OnAccount Used is added to revenue.  This allows for revenue to be attributed to the course section where it was ultimately used no matter the course section where the initial payment was made.
• Discounts are included in the Reductions value if the Discount is recorded as a payment transaction.  For Discounts recorded as a reduction to a Client Invoice, a separate field is displayed.  However, that value is not included in the revenue calculations as Client Invoice entries are not yet considered revenue until paid.
• Financial transactions not linked to a course section are not included in the financial calculations due to the inability to match the transaction with a course section.
• Graphs use abbreviated labels to allow the graph to fit the space provided and assure some consistency in graph size.  However, graphs are dynamically created each time the page is refreshed based on the latest date and any filters.  Graph may vary in size and shape.  However, variations are not an indication of a greater or smaller value than another graph.
• When no data exists for a graph, the space allotted for the graph will be blank.

Filters

• Session:  This filter defaults to the Session default set in the Sessions table.  The filter defaults to “All”.  When this filter is changed, all the values on the Snapshot change unless otherwise noted.

Calculated Fields

Profile:

• Status Date/Time:  The date and time the Snapshot calculations were created.
• Session:  The name of the session filtered or All.
• Birth Date:  Date of birth of the client.
• Age:  Calculated age of the client from the Status Date.
• Current Fee Group:  The Fee Group membership the client is currently active in.
• Company:  The name of the Company listed in the Company/Employer field.  This field may be abbreviated to fit the column.
• Email Permitted:  The value of the Marketing Methods Permitted for Email.
• SMS Text Permitted:  The value of the Marketing Methods Permitted for SMS Texting.
• Alerts Permitted:  The value of the Marketing Methods Permitted for Alerts Texting.
• Geo Location:  City, State and Postal Code of residence address, if recorded.

Enrollment Stats:

• Registrations:  Quantity of assignments regardless of the Enrollment Status.
• Enrollment:  Quantity of assignments with an Enrollment Status of Enrolled/Active, Enrolled/OnHold, Completed-Satisfactory, Completed-Unsatisfactory, Did Not Complete-Failed, Did Not Complete-Incomplete, or Did Not Complete-No Show.
• Dropped:  Quantity of assignments with an Enrollment Status of Did Not Complete-Other, Did Not Complete-Dropped, Did Not Complete-Refunded, Did Not Complete-Transferred, Did Not Enroll or Did Not Enroll-Course Cancelled.
• Drop Rate:  The Dropped value divided by Registrations value.
• Latest Session:  The session of the last course section the client registered for.
• Latest Assignment:  The last course section the client registered for.
• Latest Reg method:  The registration method from the last course section the client registered for.
• Current Program:  The Program Group name of the client’s program enrollment that has a status of “In Process”.  If none, this field does not display.  This field may be abbreviated to fit the column.
• Latest Attendance:  The date of the most recent attendance record in the daily attendance table.  If none, this field does not display.
• Latest Case Note:  The date of the most recent case note record.

Financial Stats:

• Revenue:  The total of all incoming revenue and reduction (i.e discounts) transactions.
• Reductions:  The total of all revenue transactions that reduce revenue except Refunds.
• Refunds:  The total of all revenue transactions tagged as Refund.
• OnAccount Given:  The total of all OnAccount Given transactions.
• OnAccount Used:  The total of all OnAccount Used transactions.
• Net Revenue:  Revenue – Reductions – Refunds – OnAccount Given + OnAccount Used
• Last Payment Date:  The date of the most recent payment transaction.
• Avg Revenue/Section:  The average revenue per assignment using the Net Revenue.
• Avg Revenue/Session:  The average revenue per session using the Net Revenue.

Graphs

Displayed below some graphs is a list of the graph segments with counts.  Unless otherwise noted, the list names match the graph segments.

• Registration Method:  Quantity of assignments based on the How Registered field.
• Enrollment Status:  Quantity of assignments based on the Enrollment Status field.
• Marketing Source:  Quantity of assignments based on the How Heard field.  The graph uses the Marketing Source Category for the segments.  The list uses the actual Marketing Source Names.
• Registrations per Session:  Quantity of assignments per Session.
• Registrations per Category:  Quantity of assignments per Course Category.
• Registrations with Discounts:  Quantity of assignments in which a discount was utilized as a payment transaction or in a client invoice.