Kancho AI Dashboard Metrics Guide

This document explains each metric displayed on the Kancho AI dashboard, how it's calculated, and what it means for your martial arts school business.

Overview

The Kancho AI dashboard provides a comprehensive view of your school's business health through key performance indicators (KPIs). These metrics help you understand where your business is thriving, where you're at risk of losing revenue, and where your growth opportunities lie.

Business Health Section

Health Score (0-100)

What it is: A single number that represents the overall health of your business. How it's calculated: The health score is a weighted combination of three factors:

Retention Score (40%) - How well you're keeping existing students
Revenue Score (30%) - How your revenue compares to targets
Lead Score (30%) - How effectively you're generating and converting leads

How to interpret it:

Score Range	Grade	Meaning
90-100	A	Excellent - Your business is thriving
80-89	B	Strong - Business is healthy with minor areas to improve
70-79	C	Stable - Some attention needed
60-69	D	At Risk - Significant issues require action
Below 60	F	Critical - Immediate intervention needed

Revenue at Risk

What it is: The dollar amount of monthly recurring revenue you could lose if at-risk students cancel their memberships. How it's calculated:

Revenue at Risk = Number of At-Risk Students × Average Revenue Per Student (ARPS)

Example:

You have 27 students showing signs of leaving
Your average membership is $175/month
Revenue at Risk = 27 × $175 = $4,725

What makes a student "at-risk":

Declining attendance (missing classes for 2+ weeks)
Payment failures or late payments
Reduced engagement compared to their normal pattern
Approaching contract end date without renewal

Growth Potential

What it is: The potential monthly revenue you could gain by converting your hottest leads into paying members. How it's calculated:

Growth Potential = Number of Hot Leads × Average Revenue Per Student (ARPS)

Example:

You have 14 hot leads ready to convert
Your average membership is $175/month
Growth Potential = 14 × $175 = $2,450

Monthly Revenue

What it is: Your total revenue collected for the current month. How it's calculated: Sum of all payments received during the current calendar month. What's displayed:

The dollar amount (e.g., $74,858)
Percentage of your monthly target (e.g., 115% of target)

Key Performance Indicators (KPI) Section

Active Students

What it is: The total count of currently enrolled, paying members. How it's calculated: Count of all students with status = 'active' in the system. What's displayed:

Total active student count
Net growth indicator (e.g., "+3 net growth" or "-2 net growth")

Net Student Growth

What it is: The change in your student base for the current month. How it's calculated:

Net Student Growth = New Students Enrolled - Students Who Cancelled

Example:

8 new students joined this month
3 students cancelled
Net Growth = 8 - 3 = +5 students

Interpretation:

Positive number = Your school is growing
Zero = Your enrollment is stable
Negative number = You're losing more students than you're gaining

Churn Rate

What it is: The percentage of students who cancel their membership each month. How it's calculated:

Churn Rate = (Number of Cancellations ÷ Students at Start of Month) × 100

Example:

You started the month with 100 students
5 students cancelled during the month
Churn Rate = (5 ÷ 100) × 100 = 5%

Industry benchmarks:

Churn Rate	Assessment	Color Code
Below 5%	Excellent	Green
5% - 10%	Average	Amber
Above 10%	Needs Attention	Red

Why it matters: A 5% monthly churn rate means you're losing about 60% of your students per year. Reducing churn from 10% to 5% can dramatically improve profitability.

Average Revenue Per Student (ARPS)

What it is: The average amount each student pays per month. How it's calculated:

ARPS = Total Monthly Revenue ÷ Number of Active Students

Example:

Monthly revenue: $52,500
Active students: 300
ARPS = $52,500 ÷ 300 = $175

Why it matters: ARPS helps you understand the value of each student and is used to calculate Revenue at Risk and Growth Potential.

Trial Conversion Rate

What it is: The percentage of trial students who become paying members. How it's calculated:

Trial Conversion Rate = (Trials Converted ÷ Total Trials Started) × 100

Example:

20 people started a trial this month
12 of them became paying members
Conversion Rate = (12 ÷ 20) × 100 = 60%

Industry benchmarks:

Conversion Rate	Assessment
70%+	Excellent
50-69%	Good
30-49%	Average
Below 30%	Needs Work

Revenue vs Target

What it is: How your actual revenue compares to your monthly goal. How it's calculated:

Revenue vs Target = (Actual Monthly Revenue ÷ Monthly Revenue Target) × 100

Example:

Monthly revenue: $74,858
Target: $65,000
vs Target = ($74,858 ÷ $65,000) × 100 = 115.2%

Color coding:

Percentage	Assessment	Color
100%+	Exceeding goal	Green
80-99%	Close to goal	Amber
Below 80%	Below target	Red

Lead Scoring System

What is a Lead Score?

A lead score (0-100) predicts how likely a prospect is to become a paying member.

Lead Temperature Categories

Temperature	Score Range	Probability	Meaning
Hot	80-100	25% of leads	Ready to buy - prioritize contact
Warm	50-79	50% of leads	Interested but needs nurturing
Cold	20-49	25% of leads	Early stage - needs more engagement

What Makes a Lead "Hot"?

A lead is considered hot when they show strong buying signals:

Visited multiple times or spent significant time on website
Submitted contact forms or requested information
Responded to outreach calls/emails
Asked about pricing or class schedules
Referred by a current member
Has a clear timeline to start

At-Risk Student Detection

Churn Risk Levels

Risk Level	Meaning
Critical	Very likely to cancel within 30 days
High	Showing multiple warning signs
Medium	Some concerning patterns
Low	Engaged and likely to stay

Warning Signs That Increase Churn Risk

1.Attendance Decline

- Missing 2+ consecutive weeks - Attending less than half of usual classes

2.Payment Issues

- Failed payment attempts - Late payments - Downgrading membership

3.Engagement Drop

- Not responding to communications - Stopped participating in events - Negative feedback or complaints

4.Contract Factors

- Contract ending soon without renewal discussion - Past initial commitment period

Dashboard Lists

At-Risk Members List

Shows the top 5 students with the highest churn risk, including:

Student name
Risk level (Critical/High)
Days since last attendance
Recommended action (call, offer discount, etc.)

Hot Leads List

Shows the top 5 leads most likely to convert, including:

Lead name
Contact information
Lead score
Current status in sales pipeline

Follow-Up Needed List

Shows leads with overdue follow-up dates that need immediate attention.

Voice AI Reporting

When you talk to Kancho, it reports these metrics in a conversational format: Example response: > "Your business health score is 67 out of 100, which is a grade D. There are 27 students at risk, representing about $4,700 in revenue. On the positive side, you have 14 hot leads worth around $2,400 in potential growth. Monthly revenue is at $74,800, which is 115 percent of your target."

Data Sources

All metrics are calculated from your integrated systems:

Student data: From your CRM or membership management system
Revenue data: From your payment processor
Lead data: From your lead capture forms and CRM
Attendance data: From your check-in system

Recommended Actions Based on Metrics

If you see...	Consider...
Health Score below 60	Immediate focus on retention and lead generation
High Revenue at Risk	Launch retention campaign for at-risk students
Low Trial Conversion	Review your trial experience and follow-up process
Churn Rate above 10%	Analyze why students are leaving and address root causes
Many Hot Leads	Prioritize lead follow-up calls
Revenue below target	Review pricing, increase marketing, or reduce churn

Glossary

Term	Definition
ARPS	Average Revenue Per Student - monthly revenue divided by active students
Churn	When a student cancels their membership
Churn Rate	Percentage of students who cancel each month
Hot Lead	A prospect with 80-100 lead score, likely to convert
KPI	Key Performance Indicator - important business metrics
Net Growth	New enrollments minus cancellations
Revenue at Risk	Potential revenue loss from at-risk students
Trial Conversion	Percentage of trial students who become members

Last updated: February 2026 For questions or support, contact support@ringlypro.com