Reading reports and analytics

Rosterra ships a small set of reports built around the questions schools actually ask. They live under /reports.

Reports to check weekly

• At-risk members. Families whose attendance dropped sharply or whose card on file is about to expire. Take action before they cancel. This is the single most valuable report in Rosterra.
• Headcounts. Active members by program, with the trend over the last few weeks. Tells you if a program is shrinking or growing.
• Birthdays. Birthdays coming up in the next 14 days. Send a card or offer a free party.

Reports to check monthly

• Revenue. Total revenue this month vs. last, broken down by program, events, parties, retail, and one-off charges. Use this for your monthly close.
• Discounts used. Active discounts and how much they cost you. Useful for deciding whether a promotion was worth running.
• Cohort retention. What share of families who joined in a given month are still active 3, 6, 12 months later. Tells you whether your school is leaky.
• Lifecycle. Where families sit in the lifecycle (lead, trial, member, lapsed). Helps you spot where the funnel is clogging.

Reports to check by event

• Instructor metrics. Attendance and retention rates per instructor. A useful conversation with your head instructor each quarter.
• Curriculum progress. How far each cohort has advanced through the rank ladder. Useful for planning a graduation ceremony or seeing if one age group is lagging.

Exporting

Most reports have a CSV export button. Use this if you want to slice and dice in Excel, or send to your accountant.

Custom reports

There is no custom report builder yet. If you find yourself building the same Excel pivot every month from exported data, let us know and the team will consider adding it as a built-in report.

Why some numbers don't match your gut

Two common reasons:

1. Reporting timezone vs. school timezone. Reports show everything in your school's local time. If you see a charge on a date that does not match Stripe, check the timezone setting at /settings/branding.
2. Counted vs. uncounted. A family who is paused does not count in active headcount. A family who is past-due still does (until you cancel them). Adjust the filter at the top of the report if the definition does not match your mental model.