What is the Power BI Template? (Customer Portal Reports)

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IN THIS ARTICLE:
Learn more about the different Customer Portal-related reports in the Power BI Template provided with your Data Warehouse account, what information is included, and how it is calculated.

What is Power BI?

Power BI is a collection of software services, apps, and connectors from Microsoft™ that allow you to pull together different data resources and manipulate them to prepare reports, charts, and/or tables to view the information you need more easily. This can make it easier to obtain metrics that may not be easily available using the reports built into iClassPro, such as comparing data from several different locations or accounts in a single view.

Using Power BI’s Power Query you can manipulate report data in different ways than is allowed in iClassPro. For example, if you have several Class Levels that begin with the same prefix (such as Dolphins – Beginner, Dolphins – Intermediate, and Dolphins – Advanced), iClassPro’s Level Summary Report will treat each of these as a separate Class Level. However, in Power BI you can group these Class Levels by their shared prefix and therefore calculate enrollment data for all of the “Dolphins” Class Levels together.

What is the Power BI Template?

iClassPro’s ready-to-publish Power BI starter template consists of over 30 pages of reports incorporating tables and charts focusing on the following topics:

  • Enrollments
  • Student Demographics
  • Year-to-Date Progress
  • Charges and Payments
  • Entry Points
  • Exit Points
  • Family and Student Participation
  • Customer Portal Usage

By referring to the queries provided in the starter template, you can learn more about the database schema and how we are calculating specific metrics. From here, you can add, delete, or edit queries as needed to fit the needs of your business.

Definitions

  • “ACTIVE” (shown in all capital letters) refers to an enrollment type. “Active” (shown in mixed-case or all lower-case letters) refers to an enrollment status.
    • An “active” enrollment status means that the start date of a specific enrollment must be equal to or prior to the start of a defined date range or specific date, and the enrollment drop date is equal to or PRIOR to the end of a defined date range or specific date.
  • Whenever it is used, the term "Customer Portal" actually refers to any customer self-service option (both the web-based Customer Portal and Mobile/Branded App).
  • A “slicer” is a "filter" that appear at the top of a report and allows users to amend the criteria used to calculate the results being displayed.
    • A “relative slicer” is a slicer where all dates are relative to the current date (today). Options for these slicers use a modifying article such as Next/Last/This etc.
  • A “data point” is a block on a bar/column, or a single result within any chart.
  • A “legend” is a section in a chart that explains the meaning of particular colors, indicators, etc.

Important Notes

  • As these reports are based on data retrieved from the Data Warehouse, data as of the “Current Date” could actually be up to 24 hours old depending on when your data was last updated.
  • Certain reports have default values for dates/date ranges. If needed, these can be changed by adjusting the date/date range slicer at the top of the report.
    • If a default value exists, this will be noted in the report description.
  • Unless noted otherwise, all reports will default to showing data divided by Site/Location if multiple Locations exist in your account.
  • Whenever multiple options exist (such as Site/Location,Gender, Program, Level, etc.), the report can be limited to a single option by selecting it from the appropriate slicer on the report. Multiple options can be selected by holding down CTRL/COMMAND and clicking on the option(s) to enable/disable them
    • NOTE: For the purposes of analyzing data/performing calculations, selecting ALL options or selecting NO options will be treated in the same manner.
  • CTRL/COMMAND refers to keys on PC/Mac keyboards, respectively.
  • If a vertical line appears on a chart or graph, this indicates the average value across all Sites/Locations to be used for comparison.
  • When viewing charts and graphs, additional options may be shown in the upper right-hand corner. (Explanations are given below from L-R):
    power_bi_filters.png
    • [Up arrow] will move up one level in the data hierarchy. (For example, if you are viewing specific student data, this would return to looking at data for the Site/Location as a whole).
    • [Down arrow] will enable you to “drill down” into the data by clicking on a specific data point on the chart/graph.
    • [Two down arrows] will move down one level in the data hierarchy. (For example, if you are viewing Site/Location data as a whole, this would “drill down” to look only at the specific student data used to calculate the totals).
    • [“Split” down arrow] expands the data to add an additional hierarchy level to the current view. (For example, if you are viewing Site/Location data as a whole, this would “drill down” to look only at both this information AND the specific student data used to calculate the totals).
    • [Funnel] Filters on Visual - shows the filters that are currently applied to the data reflected on the chart/graph.
    • [Expand window] Focus mode - will “zoom in” to show ONLY the selected chart/graph, hiding all other information on the report. (To exit this view, click the “Back to report” link in the upper left-hand corner of the window.)
    • [...] More options - there are several options here, but some of the most useful will be:
      • Export data - allows you to export the data related to the selected chart/graph in CSV format.
      • Show as a table - will display the data related to the selected chart/graph as a table.
      • Remove - allows you to remove the chart/graph completely from the report. (This is not recommended as this will permanently alter the template and you will not be able to restore the chart/graph if you wish to use it later.)
      • Spotlight - toggles “Spotlight” mode, which highlights only the selected chart/graph and dims the rest of the report. (To exit this mode, simply select “Spotlight” again to toggle it off.)
      • Sort axis - allows you to change the sort order of items along the axis of the chart/graph.
  • Wherever they exist on a report, indicators (such as filled shapes or arrows) can be configured to show trends based on your specified range of values. For more information on using conditional formatting to set up these indicators, see the “Apply conditional formatting in tables and matrixes” document from Microsoft.

Customer Portal Reports

Whenever it is used, the term "Customer Portal" actually refers to any customer self-service option (such as the web-based Customer Portal/Mobile App/Branded App).

Use of the Portal

powerbi_cp01.png

This report includes:

  • A table showing the number of “Active Families Logged in to the Customer Portal”, with the following comparison data:
    • Family Active Last 30 Days - reflects the number of families with an enrollment that was active within the past 30 days.
    • Family Login Last 30 Days - reflects the number of families who have logged into the Customer Portal within the past 30 days.
    • Active Login - reflects the percentage of families with an enrollment that was active within the past 30 days who also have a record of having logged into the Customer Portal within the same time period.
    • No Active Login - reflects the percentage of families with an enrollment that was active within the past 30 days who DO NOT have a record of having logged into the Customer Portal within the same time period.
  • A graph showing the “Number of Active Families Logged into the CP Within Past 30 Days”, presenting a graphical representation of the number of families who have logged into the Customer Portal within the past 30 days vs. how many of those families had an enrollment that was active within the same time period.
  • A graph showing the “Percentage of Active Families Logged into the CP Within the Past 30 Days”, presenting a graphical representation of the percentage of families with an enrollment that was active within the past 30 days who have/have not logged into the Customer Portal within the same time period.

This report allows you to see at a glance how many families with an enrollment that was active within the past 30 days are interacting with the Customer Portal within the same time period.

Enrollment Requests (CP New Enrollments)

powerbi_cp02.png

This report includes:

  • A table showing the number of “New Enrollments By Type.” This reflects the number of new enrollments of each type submitted/created via the Customer Portal and Office Portal within the selected year(s).
    • NOTE: The first two columns reflect the actual number of enrollments of each type created by either the Customer Portal or Office Portal. The last two columns reflect the percentage of new enrollments of each type created by either the Customer Portal or Office Portal.
  • A table showing the number of “New Enrollments By Site.” This reflects the number of new enrollments submitted/created via the Customer Portal and Office Portal at each Site/Location within the selected year(s).
    • NOTE: The first two columns reflect the actual number of enrollments of each type created by either the Customer Portal or Office Portal. The last two columns reflect the percentage of new enrollments of each type created by either the Customer Portal or Office Portal.

A graphical representation for each of these metrics is presented to the right of each table (based on the percentage values).

This report allows you to see at a glance the number of new enrollments of each type that were created via either the Customer Portal or Office Portal within the selected year(s) at the selected Location(s).

Active/Makeup Enrollments

powerbi_cp03.png

This report includes:

  • A table showing the number of “New Active Enrollments.” This reflects the number of ACTIVE-type enrollments submitted/created via the Customer Portal and Office Portal within the selected year(s) at each Site/Location.
    • NOTE: The first two columns reflect the actual number of enrollments of each type created by either the Customer Portal or Office Portal. The last two columns reflect the percentage of new enrollments of each type created by either the Customer Portal or Office Portal.
  • A table showing the number of “New Makeup Enrollments.” This reflects the number of MAKEUP-type enrollments submitted/created via the Customer Portal and Office Portal within the selected year(s) at each Site/Location.
    • NOTE: The first two columns reflect the actual number of enrollments of each type created by either the Customer Portal or Office Portal. The last two columns reflect the percentage of new enrollments of each type created by either the Customer Portal or Office Portal.

A graphical representation for each of these metrics is presented to the right of each table (based on the percentage values).

This report allows you to see at a glance the number of ACTIVE and MAKEUP type enrollments that were created via either the Customer Portal or Office Portal within the selected year(s) at the selected Location(s).

Wait/Trial/Single Day Enrollments

powerbi_cp04.png

This report includes:

  • A table showing the number of “New Waitlist Enrollments.” This reflects the number of WAIT-type enrollments submitted/created via the Customer Portal and Office Portal within the selected year(s) at each Site/Location.
    • NOTE: The first two columns reflect the actual number of enrollments of each type created by either the Customer Portal or Office Portal. The last two columns reflect the percentage of new enrollments of each type created by either the Customer Portal or Office Portal.
  • A table showing the number of “New Trial Enrollments.” This reflects the number of TRIAL-type enrollments submitted/created via the Customer Portal and Office Portal within the selected year(s) at each Site/Location.
    • NOTE: The first two columns reflect the actual number of enrollments of each type created by either the Customer Portal or Office Portal. The last two columns reflect the percentage of new enrollments of each type created by either the Customer Portal or Office Portal.
  • A table showing the number of “New Single Day Enrollments.” This reflects the number of SINGLE DAY-type enrollments submitted/created via the Customer Portal and Office Portal within the selected year(s) at each Site/Location. (NOTE: This will also include any enrollments created via Punch Pass redemption.)
    • NOTE: The first two columns reflect the actual number of enrollments of each type created by either the Customer Portal or Office Portal. The last two columns reflect the percentage of new enrollments of each type created by either the Customer Portal or Office Portal.

A graphical representation for each of these metrics is presented to the right of each table (based on the percentage values).

This report allows you to see at a glance the number of WAIT, MAKEUP, and/or SINGLE DAY type enrollments that were created via either the Customer Portal or Office Portal within the selected year(s) at the selected Location(s).

Camp Requests/Transfer Requests/Notified Absences

powerbi_cp05.png
This report includes:

  • A table showing the number of “New Camp Enrollments.” This reflects the number of ACTIVE and WAIT-type camp enrollments submitted/created via the Customer Portal and Office Portal within the selected year(s) for all Site(s)/Location(s).
    • NOTE: The first two columns reflect the actual number of enrollments of each type created by either the Customer Portal or Office Portal. The last two columns reflect the percentage of new enrollments of each type created by either the Customer Portal or Office Portal.
  • A table showing the number of “Transfer Requests.” This reflects the number of class enrollment transfer requests submitted/created via the Customer Portal and Office Portal within the selected year(s) at each Site/Location.
    • NOTE: The first two columns reflect the actual number of enrollments of each type created by either the Customer Portal or Office Portal. The last two columns reflect the percentage of new enrollments of each type created by either the Customer Portal or Office Portal.
  • A table showing the number of “Notified Absences.” This reflects the number of Future Absence requests submitted/created via the Customer Portal and Office Portal within the selected year(s) at each Site/Location.
    • NOTE: The first two columns reflect the actual number of enrollments of each type created by either the Customer Portal or Office Portal. The last two columns reflect the percentage of new enrollments of each type created by either the Customer Portal or Office Portal.

A graphical representation for each of these metrics is presented to the right of each table (based on the percentage values).

This report allows you to see at a glance the number of WAIT, MAKEUP, and/or SINGLE DAY type enrollments that were created via either the Customer Portal or Office Portal within the selected year(s) at the selected Location(s).

Charges & Payments

powerbi_cp06.png

This report includes:

  • A table showing the total “Number of Charges Raised.” This reflects the number of new charges created via the Customer Portal and Office Portal within the selected year(s). (Please note that this is a COUNT of the number of charges created; not the value/amount of charges. This count includes all charge types: tuition, Anniversary fees, and/or Point of Sale or Gift Certificate purchases.)
    • NOTE: The first two columns reflect the actual number of charges created by either the Customer Portal or Office Portal. The last two columns reflect the percentage of charges created by either the Customer Portal or Office Portal.
  • A table showing the “Number of Payments Processed.” This reflects the number of new payments submitted/created via the Customer Portal and Office Portal at each Site/Location within the selected year(s). (Please note that this is a COUNT of the number of payments created; not the value/amount of payments.)
    • NOTE: The first two columns reflect the actual number of payments created by either the Customer Portal or Office Portal. The last two columns reflect the percentage of payments created by either the Customer Portal or Office Portal.

A graphical representation for each of these metrics is presented to the right of each table (based on the percentage values).

This report allows you to see at a glance the number of new charges and payments that were created via either the Customer Portal or Office Portal within the selected year(s) at the selected Location(s).

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