Understanding your organization’s usage is essential for planning and budgeting. The Service Capacity Dashboard provides real-time visibility into your profile counts, helping you track how your current usage aligns with your contract limits without needing to contact your Client Success Team.
Why Use the Capacity Dashboard?
By monitoring this dashboard regularly, you can:
- Access your contract information, including renewal dates and service capacity
- Track the number of billable profiles in your account.
- Monitor the projected number of profiles so you can adjust your service capacity if needed.
In this article:
Provider Permissions
To ensure the right team members have access, organizations should review provider permissions. Team members who need access to the Service Capacity tab will need 'View' access to Settings > Billing.
Permissions can be configured at Settings > General > Permissions > Settings > Billing > View.
Key Features of the Dashboard
The dashboard is designed to give you a transparent view of your active profiles during your contract term. Here is what you can monitor:
- Contract Dates and Term: The start and end dates of your agreement. For multi-year agreements, this reflects your current 12-month period.
- Service Capacity: The total number of profiles included in your agreement. Each profile is counted once per contract term, regardless of how many programs they are registered for.
- Profile Count To Date: The number of profiles that have attended at least one program so far this term, based on program start dates.
- Projected Profile Count: Your anticipated total for the term, including profiles enrolled in upcoming programs. This may shift if participants cancel before their program begins. Use this alongside your Service Capacity to compare current billable profiles against the total anticipated for your season.
- Live Profile Counts: Your profile counts are updated daily. The dashboard generates a new snapshot row only when your active profile count changes from the previous day, giving you a clear history of your registration growth over time. NOTE: A participant's profile officially becomes active on the very first day of their registered session.
How to Use the Dashboard
- Navigate to the Dashboard: Go to Settings > Service Capacity
- Multi-Year Contracts: The dashboard defaults to your current contract year, but you can use the dropdown to navigate to any other year within your multi-year agreement.
- Review Capacity Totals: The main view displays your total capacity, including clear labeling for your contracted limits and remaining capacity available.
- Identify Usage Gaps: Use the comparison of Projected vs. Total Service Capacity to determine if you are approaching your contract limits or if you have additional space for more participants.
- Snapshot Export: Download a detailed list of profile names, IDs, and registration details whenever you need a deeper look.
Troubleshooting & Tips
Refreshing Your View: Your profile counts are calculated automatically using daily profile records. The dashboard will generate a new snapshot row only when your active profile count changes from the previous day, giving you a clear history of your registration growth over time.
- Reconciling Counts: If your dashboard totals differ from your internal records, check for duplicate participant profiles or verify that your registration dates fall within your active contract window.