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Monitoring Your Service Capacity Dashboard

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:

 

00:00:

00:00: Well, hi there.

00:00: I'm Phil from the DocNetwork training team.

00:04: Understanding your profile counts and how they align with your service capacity is

00:08: something you can do on your own at any time.

00:11: In this video, we'll show you how to track your billable profiles,

00:15: monitor usage against your agreement, and stay informed throughout your contract

00:19: term.

00:21: To get started, you'll need to make sure you have the proper provider permissions

00:25: enabled.

00:26: Billing, specifically.

00:27: Assuming

00:29: you have those permissions set, simply log in and navigate to Settings, Service

00:34: Capacity to find your dashboard.

00:37: This dashboard is designed to provide a transparent view of your operational data so

00:42: you can monitor your profile count through your contract term.

00:46: Immediately at the top, you can see your contract timelines to see your specific

00:52: agreement dates and understand exactly how your current profile activity aligns with

00:56: your service capacity.

00:59: Here, you can see your total service capacity based on your contract agreement.

01:03: Just below, you can find your projected usage as well as the remaining capacity

01:08: available.

01:10: This allows you to compare your current profile totals with what you anticipated for

01:14: the season, helping you identify any usage gaps or potential overages early.

01:21: Finally, your profile counts are tracked automatically using data snapshots.

01:25: The dashboard automatically adds a new snapshot row whenever your active profile

01:31: count changes, giving you a clear record of your growth over time.

01:35: It's worth noting that a participant's profile officially becomes active on the very

01:40: first day of their registered session, and each profile is only counted once per

01:45: contract term, regardless of how many programs they are registered for.

01:51: When you need to take a deeper look, use the export function.

01:54: This

01:55: downloads a copy of your billable profiles

01:58: along with a detailed list of what sessions those profiles are registered to.

02:02: It's

02:03: the perfect way to maintain offline records, perform your own internal audits, or

02:07: determine a breakdown of profiles by session.

02:11: By monitoring these snapshots and contract metrics, you can confidently audit your

02:15: records and maintain clear awareness of your organization's service capacity at any

02:21: point in your season.

02:23: Staying on top of these counts helps you independently manage your budget, make

02:27: informed decisions about your agreement, and keep your team aligned.

02:31: Thanks for watching, and as always, don't hesitate to reach out if you have any

02:35: questions.

 

 

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.

 

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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.

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How to Use the Dashboard

  1. Navigate to the Dashboard: Go to Settings > Service Capacity
  2. 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. 
  3. Review Capacity Totals: The main view displays your total capacity, including clear labeling for your contracted limits and remaining capacity available.
  4. 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.
  5. Snapshot Export: Download a detailed list of profile names, IDs, and registration details whenever you need a deeper look.

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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.

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