Preset Reports

The Leads Management module includes a set of preset reports that cover the most common admissions and finance analytics needs. Each preset is pre-configured with appropriate charts and data tables.

Enrolment Report

What it shows: Applicant counts per status for each program and sub-program.

This is the primary admissions overview report. It breaks down your applicant pool by program (year group) and shows how many applicants are in each status (Applied, Accepted, Enrolled, etc.).

Visualizations:

• Funnel chart showing the overall enrolment pipeline
• Bar chart comparing applicant counts across programs
• Capacity vs. enrolment breakdown by grade

Use cases:

• See which programs are most popular
• Track how many applicants have been accepted vs. how many spots remain
• Identify programs that need more marketing attention

Checklist Completion

What it shows: Completion rates for each required checklist item across your applicant pool.

This report helps you identify bottlenecks in your admissions process by showing which checklist items have the lowest completion rates.

Visualizations:

• Data table with checklist item name, total leads, completed count, pending count, and completion rate
• Progress bar chart showing completion percentage for each item
• Mandatory items are marked with a red asterisk

Use cases:

• Identify which documents or requirements are delaying the admissions process
• Prioritize follow-up with families who have outstanding items
• Assess whether certain checklist items are too difficult or unclear

TIP

The checklist completion report distinguishes between mandatory and optional checklist items. Focus on mandatory items with low completion rates to unblock your admissions pipeline.

Capacity Report

What it shows: Enrolled student counts compared against available capacity for each program and sub-program.

Visualizations:

• Bar chart comparing capacity vs. current enrolment
• Fill rate percentages
• Over/under-capacity indicators

Use cases:

• Identify programs that are at or near full capacity
• Plan for additional sections or waitlists
• Allocate marketing resources to under-enrolled programs

Capacity Structure

What it shows: A hierarchical organigram of your school's capacity at multiple levels.

This unique report displays capacity as a tree structure:

• Global level -- overall school capacity
• Campus level -- capacity per campus
• Academic year level -- capacity per enrolment period
• Program level -- capacity per program/grade

Use cases:

• Get a bird's-eye view of your entire capacity structure
• Compare capacity across campuses side by side
• Plan capacity adjustments for upcoming academic years

TIP

The Capacity Structure report does not use the standard date range filter since it shows structural data that is not time-dependent.

Language Distribution

What it shows: How applicants are distributed across languages, broken down by applicant status.

Visualizations:

• Stacked bar chart showing language distribution with status breakdown
• Toggle between "By Count" and "By Percentage" views
• Data table with per-language totals and per-status counts
• Status column visibility can be toggled using the status filter dropdown

Use cases:

• Plan multilingual resources and staffing
• Understand the language diversity of your applicant pool
• Track how language distribution varies across different statuses

Nationality Distribution

What it shows: The nationality mix of your applicant pool, broken down by status.

Visualizations:

• Stacked bar chart with country-level data
• Data table with country flags, per-status counts, and percentage of total
• Status column visibility toggle

Use cases:

• Understand your school's international reach
• Comply with reporting requirements for international schools
• Plan for visa and documentation support needs

TIP

Both Language and Nationality reports support toggling which status columns are visible. Click the "Status" dropdown above the table to show or hide specific status columns.

Enrolment Funnel

What it shows: Conversion rates as leads progress from enquiry to applicant to student to alumni.

Visualizations:

• Funnel chart showing drop-off at each stage
• Per-program breakdown

Use cases:

• Measure overall admissions effectiveness
• Identify where in the pipeline you lose the most prospects
• Compare conversion rates across programs

Form & Campaign Performance

What it shows: Per-form and per-campaign attribution with cost / cost-per-lead / cost-per-enrolment columns. The marketing ROI report.

This walks every public form submission in the date range, joins on captured UTM parameters and click IDs (fbclid, gclid), and proportionally allocates uploaded ad-spend rows against the leads they attracted.

Visualizations:

• KPI strip -- total submissions, total enrolments, total ad spend (sum of overlapping cost rows), blended CPL, blended CPE
• Time-series chart -- submissions per day, with channel rollup overlay
• Per-form table -- one row per form, columns: submissions, enrolments, conversion rate, cost (allocated), CPL, CPE, default source label
• Optional utm_campaign pivot -- expand a row to break it down by campaign so a single form's spend gets attributed campaign-by-campaign

Filters:

• Channel -- Meta, Google, TikTok, LinkedIn (matches against utm_source whitelist)
• Form -- single-form drill-down
• Date range -- standard preset + custom

Drill-down: Click any row to open the Leads list pre-filtered to those exact submissions.

Cost data: Upload via Campaign Costs CSV. Schools export ad-spend reports from Meta Ads Manager / Google Ads / TikTok Ads and upload them; the parser proportionally allocates by date overlap so a campaign running 7 days inside the report's 30-day window contributes 7/30ths of its spend.

Use cases:

• See which campaigns produce enrolments, not just leads
• Compare blended CPE across channels (Meta vs. Google vs. TikTok)
• Justify next quarter's marketing budget with hard numbers
• Pair with the Meta Conversions API integration to feed the won/lost signal back into Meta for better ad optimization

Loss Analysis

What it shows: Where your school is losing applicants, broken down by reason, owner, source, and program.

Powered by the is_lost flag on applicant statuses. When a lead enters a status flagged is_lost, the CRM stamps leads.lost_at and the row enters this report.

Visualizations:

• KPI strip -- total lost, lost-this-month, lost-rate (lost / (won + lost)), top reason
• Per-reason pivot -- bar chart of loss counts grouped by status (e.g. "Withdrew", "Did not pay", "Chose competitor")
• Per-owner table -- which staff lose the most leads, with drill-down to the lost leads
• Per-source table -- which lead sources have the worst conversion (lost over total)
• Per-program table -- which programs see the most loss

Filters: Date range, owner, source, program, lost reason.

Use cases:

• Identify the single biggest loss reason and design a process change to reduce it
• Find owners who could benefit from sales coaching or workload rebalancing
• Spot programs where the value proposition isn't landing
• Track the Loss Rate KPI on the dashboard as a leading indicator of pipeline health

TIP

Won/Lost flags are configured under Configuration → Applicant Statuses. Mark your terminal happy-path statuses is_won (Enrolled, Accepted-and-paid) and your terminal unhappy-path statuses is_lost (Withdrew, Chose competitor, Did not respond). Statuses without either flag are treated as in-progress and don't appear in either report.

Source Analysis

What it shows: Where your leads originate (referrals, website, WhatsApp, email, walk-in, etc.) and how effective each source is.

Visualizations:

• Bar chart comparing lead counts by source
• Status breakdown per source

Available sources:

• Website
• Form Submission
• Form Started (abandoned)
• Email
• WhatsApp
• Phone
• Walk-in
• Referral
• Other

Use cases:

• Optimize marketing spend based on source effectiveness
• Identify which channels produce the most enrolled students (not just leads)
• Track referral program success

User Performance

What it shows: Staff productivity metrics including leads assigned, activities logged, and status changes per team member.

Visualizations:

• Per-user breakdown of key metrics
• Activity counts and status change counts

Use cases:

• Monitor team workload distribution
• Identify top performers and staff who may need support
• Track response times and follow-up activity

Contract Billing Forecast

What it shows: Forward-looking revenue from active and upcoming enrollment contracts, broken down by month.

This is your finance-side companion to the admissions reports. It walks every active contract, expands its fee schedule into the months when payments are due, and rolls the result up by your chosen dimension.

Visualizations:

• Stats strip -- 4 cards at the top: new contracts (count + total revenue), re-enrolled (count + total), grand total (with applicant and installment counts), biggest month (label + amount).
• Stacked bar chart -- forecasted revenue by month. A segmented control above the chart lets you switch the grouping dimension live (Company / Enrolment Year / Program / Fee Category) without re-running the report.
• Hierarchical table -- one row per group with 12 month columns plus a Total column. Rows are expandable: drill from company → year → program → sub-program → fee category. Indentation reflects depth. "Include" checkboxes above the table toggle which sub-dimensions appear.

Filters:

• Date range -- preset buttons for This Month / Next 3 Months / Next 12 Months, plus a custom range picker. The forecast walks fee due-dates inside this window.
• Enrolment Year, Program, Company, Contract Series, Enrollment Type, Campus (multi-campus schools only).
• Currency -- when "Aggregate by currency" is off, fees in any currency other than the display currency are filtered out. When on, fees are converted to the display currency using the latest FX rate from our provider and a note shows the as-of date and how many currencies were skipped because rates were unavailable.

Use cases:

• Build the school's enrollment-revenue forecast for the next academic year.
• Spot months with disproportionate cashflow concentration.
• Compare actual vs forecasted by exporting alongside accounting data.

Export: Click Export to download the full hierarchical table as CSV or XLSX. The export preserves expand/collapse order via a hidden _order column so opening the file in Excel doesn't scramble the depth-first walk; child rows are indented with non-breaking spaces so they render correctly even after sorting.

Contract Revenue Breakdown

What it shows: Per-contract revenue rows with dynamic monthly columns for the date range you select. This is the "show me every contract" companion to the Billing Forecast roll-up.

Visualizations:

• One row per contract, columns showing contract number, applicant, company, enrolment year, program, total amount, and a column for each month inside the date range.
• Optional Include Categories toggle adds nested category rows under each contract so you can see, for example, how a contract splits into Tuition / Registration / Other.
• Same FX behaviour as the Billing Forecast (single-currency picker or "Aggregate by currency" + as-of date).

Filters: Same set as the Billing Forecast (date range, enrolment year, program, company, series, enrollment type, campus).

Use cases:

• Reconcile individual contracts when finance asks "what does contract ENR-0042 contribute to October?"
• Pull a clean per-contract export for accounting hand-off.
• Audit a single company's contracts in detail across a fiscal period.

TIP

Both contract reports respect contract stage: voided and declined contracts are excluded by default. Draft contracts are included so you can see committed-but-unsent revenue on the horizon.

Running a Preset Report

1. Navigate to Reports in the sidebar.
2. Click the card for the preset report you want to view.
3. The report loads with default filters (typically showing all data).
4. Use the filter bar to narrow results:
   • Set a date range (or use a preset like "This Year").
   • Filter by enrolment year, program, status, source, or campus (available filters vary by report).
5. Charts and tables update immediately when filters change.

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