The KPI piece makes the case for twelve numbers and works through each one. This note is the page they go on: the layout, what every tile has to carry beyond its number, who owns each row, and the ritual that keeps it honest. It is platform-agnostic — the twelve are derivable from Mindbody, Mariana Tek, or anything else that records who booked, who came, and who paid — and it is deliberately not a spreadsheet template, because the layout is the easy part and the definitions are the hard one.
The page
Four rows, three tiles each, in the order an owner actually reads them on a Monday: is there money, is the funnel working, are people staying, is the room running.
What every tile carries
A number alone is decoration. Each of the twelve tiles needs three more things, and the third is the one that turns a dashboard into a management tool.
- Its definition, written on the tile. Churn is cancellations over members at the start of the month, with holds and declines in their own columns. Intro conversion is by cohort from the first class, within thirty days of the intro's end. Write the rule where the number is, so two people reading the tile cannot disagree about what it means. The member definitions guide is the place to start.
- The same number for your own trailing months. Not a benchmark — your own last three, paced by the day of the month. That comparison is what tells you whether anything you changed worked, and it is always available because it is your data.
- An owner. A name who acts when the tile moves. If the at-risk count rises and nobody's Monday changes, the tile is not a KPI; it is a fact.
| Row | Tile | Formula | Compared to | Owner |
|---|---|---|---|---|
| Money | MRR | Σ active auto-renewing memberships × real monthly price | trailing 3 months | owner |
| Revenue per member | all revenue ÷ active members | trailing 3 | owner | |
| Revenue per class | class revenue ÷ classes held | break-even per slot | GM | |
| Funnel | New leads | new contactable people, never booked, by source | same month last year | owner |
| Speed to lead | share touched by a person within the hour | last month | front desk | |
| Intro → member | joined by intro end + 30d ÷ started, by first class | trailing cohorts | GM | |
| Retention | Churn | canceled ÷ members at start; holds, declines separate | trailing 3 | owner |
| First 30 days | new members' visits per week | trailing cohorts | GM | |
| At risk | members whose gap doubled their own gap | last week | GM · front desk | |
| Operations | Fill vs break-even | slots under their own break-even line | last month | GM |
| Declines open | failed auto-pays by days open | last week | front desk | |
| Recovered revenue | saves + recoveries traced to an action | the month's cost | owner |
Note the owner column. Five of the twelve belong to the owner, four to a manager, two to the front desk and one to the manager and the desk together — and that split is the difference between a dashboard that gets looked at and one that gets acted on. The roles piece works through what each of the three people should see, and what they should not.
Four rules that keep it honest
Build from the questions, not the exports. The tiles above were chosen because each answers something an owner asks on Monday; a dashboard built from what the platform happens to export will have the wrong twelve. Compare to yourself. A published benchmark is for a different studio with different seasons and a different definition of member. Every count opens into people. "14 at risk" is decoration until it is fourteen names ranked by revenue at stake. Refresh without a human. A dashboard someone rebuilds on Sunday is a report with a delay, and it stops by week seven. The dashboard piece goes deeper on all four, and the spreadsheet piece is the honest version of doing it by hand.
The Monday ritual
The page only works if it arrives on the same morning, every week, in the same shape. Read it top to bottom: money first, because it decides the mood; funnel, because it is the future; retention, because it is the present; operations, because it is today. For each tile that moved against its own history, open it into names and assign the move. Twenty minutes. The money row gets a daily glance in the last week of the month; nothing else needs it.
Where this lives
That is the board Xyzios keeps, for the numbers your booking platform can answer. It connects on top of Mindbody or Mariana Tek — the platform stays your system of record — reads the studio's own history through the day, and keeps those numbers on one screen with your definitions written into each tile, goals paced from your own trailing months until you set your own, and the names under every count, with the leads on a ranked daily call sheet and the member notes drafted for your approval. Speed to lead stays yours to log, and fill reads against an estimated break-even headcount for the location, once your books are connected. Nothing reaches a member without it, and nothing is written to Mindbody except what you tap or approve.
Wherever you build it, start with the definitions and the owner column. The layout takes an afternoon. The definitions are the business. Read the twelve in full, or run your numbers in the free tools first.