Analytics & Reports

Analytics & Reports provides powerful tools to analyze student performance, track attendance patterns, monitor financial trends, and generate custom reports for stakeholders and compliance.

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How to Use

Viewing Dashboard Analytics

1. Navigate to Dashboard from the sidebar.
2. View key metrics cards showing:
   • Total students (active, inactive, graduated)
   • Total revenue (current month, year-to-date)
   • Active staff count
   • Attendance rate
3. Scroll to view charts and trends:
   • Monthly revenue trends
   • Student enrollment vs. dropout trends
   • Attendance patterns by class or period
4. Click or hover over on any chart or metric to drill down into detailed views.
5. Use the date range picker to change the analysis period.

Generating Student Reports

1. Navigate to Reports → Student Reports from the sidebar.
2. Select the Report Type:
   • Student Performance - Grades and academic progress
   • Attendance Summary - Attendance by student or class
   • Student List - Comprehensive student information
   • Dropout Report - Students who left or exceeded absences
   • Progress Reports - Individual student progress cards
3. Set Date Range (semester, year, custom period).
4. Apply Filters (by class, subject, status, etc.).
5. Click Generate Report.
6. View results in table format.
7. Export to Excel or PDF for distribution.

Generating Financial Reports

1. Navigate to Reports → Financial Reports from the sidebar.
2. Select the Report Type:
   • Income Statement - Revenue vs. expenses
   • Profit & Loss - Financial performance over time
   • Payment Summary - Payments received by period
   • Outstanding Balances - Students with unpaid fees
   • Expense Report - Expenses by category and period
   • Bank Account Summary - Balances and transactions per account
3. Set Date Range (month, quarter, year, or custom).
4. Apply Filters (by class, category, payment method, etc.).
5. Click Generate Report.
6. Review the data and charts displayed.
7. Export to Excel or PDF for financial reviews.

Generating Attendance Reports

1. Navigate to Reports → Attendance Reports from the sidebar.
2. Select the Report Type:
   • Daily Attendance - Attendance for specific date(s)
   • Monthly Summary - Attendance trends over a month
   • Student Attendance - Individual student attendance record
   • Class Attendance - Attendance by class or subject
   • Absence Report - Students with high absence rates
3. Set Date Range.
4. Apply Filters (by student, class, subject).
5. Click Generate Report.
6. View attendance percentages and patterns.
7. Export for administrative review or parent communication.

Analyzing Student Performance

1. Navigate to Analytics → Student Analytics from the sidebar.
2. Select a specific student or class.
3. View performance metrics:
   • Grade trends - Performance over time by subject
   • Attendance rate - Present vs. absent percentage
   • Assignment completion - Homework submission rate
   • Test scores - Exam performance trends
4. Use comparison charts to see student performance vs. class average.
5. Identify at-risk students highlighted by low metrics.
6. Click on specific metrics for detailed breakdowns.

Analyzing Financial Performance

1. Navigate to Analytics → Financial Analytics from the sidebar.
2. View revenue trends:
   • Monthly income comparisons
   • Revenue by class or program
   • Payment collection rates
3. View expense analysis:
   • Expenses by category over time
   • Budget vs. actual spending
   • Cost per student calculations
4. Review profitability metrics:
   • Profit margins by class
   • Break-even analysis
   • Cash flow trends
5. Use filters to analyze specific programs or time periods.
6. Export charts and data for board presentations.

Creating Custom Reports

1. Navigate to Reports → Custom Reports from the sidebar (if available).
2. Click Create Custom Report.
3. Select Data Sources (students, payments, attendance, grades, etc.).
4. Choose Fields to include in the report.
5. Set Filters and Conditions.
6. Define Grouping (by class, date, category, etc.).
7. Choose Sorting order.
8. Click Preview Report to review.
9. Save the report template for future use.
10. Export or Schedule the report to run automatically.

Scheduling Automated Reports

1. Navigate to the specific report type you want to automate.
2. Configure report parameters (date range, filters, etc.).
3. Click Schedule Report button.
4. Set Frequency (daily, weekly, monthly).
5. Choose Recipients (email addresses to receive the report).
6. Select Format (Excel, PDF, or both).
7. Set Send Time (e.g., "Every Monday at 9:00 AM").
8. Click Save Schedule.
9. Reports are automatically generated and emailed on schedule.

Viewing Class Performance

1. Navigate to Analytics → Class Analytics from the sidebar.
2. Select a specific class from the dropdown.
3. View class-level metrics:
   • Average grades by subject
   • Overall attendance rate
   • Student count (active, dropped out)
   • Assignment completion rate
4. Review class rankings compared to other classes.
5. Identify subject areas where the class excels or struggles.
6. Use insights to inform curriculum and teaching adjustments.

Tracking Enrollment Trends

1. Navigate to Analytics → Enrollment Analytics from the sidebar.
2. View enrollment over time:
   • New enrollments by month
   • Graduation/completion rates
   • Dropout rates and reasons
3. Analyze enrollment by program or class type.
4. Review waiting list statistics.
5. Use forecasting to predict future enrollment needs.
6. Export data for strategic planning.

Exporting Reports for External Use

1. Generate any report as described above.
2. Click the Export button.
3. Choose Format:
   • Excel - For further analysis and editing
   • PDF - For formal presentation and distribution
   • CSV - For importing into other systems
4. Select Include Charts option (for PDF/Excel).
5. Click Download.
6. File is saved to your downloads folder, ready to share.

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For Organization Types

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Tips

• Schedule regular reports to be sent automatically to stakeholders rather than generating manually each time.
• Use date comparisons (e.g., this month vs. last month) to identify trends and changes.
• Export charts along with data when presenting to non-technical audiences for better comprehension.
• Save custom reports as templates to reuse monthly or quarterly without reconfiguring.
• Focus on actionable metrics - data that can inform real decisions, not just interesting statistics.
• Filter by program or class to identify which areas need attention or are performing well.
• Review at-risk student reports weekly to intervene early and prevent dropouts.
• Use financial analytics to identify profitable programs and areas for cost reduction.
• Cross-reference reports - compare attendance with performance to find correlations.
• Share success metrics with teachers and staff to boost morale and inform best practices.

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Related Articles

• Admin Dashboard Overview
• Financial Management
• User Management & Permissions
• HR Management
• Data Import/Export
• Tables Guide