Using AnalyticsHQ Dashboards

Applicable to: Association and Club Administrators
Applicable to: All Sports
Application(s): Admin Portal > Dashboard

This article will cover the following:

  1. How to access and navigate AnalyticsHQ dashboards.
  2. Understanding each dashboard and its specific features.
  3. How to use filters and export data from dashboards.

Related articles:

AnalyticsHQ dashboards are available to organisations with 20+ registrations. All admins within qualifying organisations can view and interact with the dashboards.

Dashboard data refreshes approximately every 2 hours. Each data visualisation can be exported as CSV or Excel files.

💡 Tip: Remember to click Apply after changing any filters to ensure your changes take effect.

Getting Started

AnalyticsHQ gives you the data you need to run your sporting organisation more effectively. Instead of manually counting registrations or guessing about trends, you can see exactly what's happening with your membership, finances, and competitions. Tools such as grading and fixturing reports make it easier to perform critical administrative tasks in less time. 

Quick Start Using Filters Exporting Data
  1. Login to the Admin Portal
  2. Navigate to the Dashboard tab in the left-hand menu
  3. Select the dashboard you want to view from the available options
  4. Apply filters to focus on specific seasons, competitions, groups and date ranges

Understanding each Dashboard

📈 Overview Dashboard

The Overview dashboard serves as your analytics homepage, providing an instant snapshot of the number of people registered to your organisation by season. When you first log into the Admin Portal, this is the first view you'll see in the Dashboard section.

What you'll see:

  • Unique Participants: displays a count of unique participant profiles to avoid counting individuals multiple times across roles and different competitions or programs.
  • Total Registration: a count of all participants in your organisation.
  • Hyperlink navigation: Each competition and program is listed separately. Navigate directly through to specific seasons from the dashboard view.
  • Smart filtering: Apply gender and role filters to breakdown this view by specific participant groups.

Note: These counts exclude cancelled and pending registrations for accurate reporting.

📊 Registrations Dashboard

Analyse registration trends and patterns over time.

The Registrations dashboard provides a comprehensive deep dive into your registration data, trends, and participant demographics.

Use this dashboard to help plan for next season's competitions and programs, time your registration opening and marketing campaigns using the Posts tool, set registration fees, prepare for AGMs, demonstrate growth to potential sponsors, or apply for facility upgrades or grants. 

Extensive filtering options are available to look back at registrations across the years.

What you'll see:

  • Flexible date filtering: Choose custom date ranges or quick options like "month to date" or "last 12 months".
  • Advanced filters: Filter by registration status, roles, age groups, genders, and specific competitions or programs.
  • Weekly registration trends: Visual display of registrations by week based on your selected filters.
  • Activity breakdown: Count of registrations across each of your different competitions and programs.
  • Demographic analysis: Gender and age breakdown charts to understand your participant base.
  • Historical comparisons: View registration trends over multiple years to identify patterns including peak registration periods.

🔄 Retention and Churn Prediction Dashboard

The Retention dashboard helps you identify players from last season who haven't yet signed up for the new season. It gives you a chance to reach out and encourage them to return before they decide to go elsewhere. 

Retention View:

  • Season comparison: Select any combination of previous and upcoming seasons to analyse retention patterns.
  • Understanding who's who: Participants are categorised as Returned, Not Yet Returned, New, or Transferred.
  • Flexible filtering: Compare the same competition across seasons, or track participants moving between programs and competitions.
  • Actionable insights: Focus your re-engagement efforts on the "Not Yet Returned" group while recognising that transferred players may have moved clubs or locations.
  • Contact information: Download participant details for targeted follow-up campaigns.

*SOON TO COME: Churn Prediction Tool:

Think of this as an early warning system for your organisation. The churn prediction tool analyses trends like playing history, location, family involvement and age to predict which participants might not return.

Churn risk ratings will soon be available within the participant list section.

  • 🟢 Green rating: Low risk of not returning - these participants are likely to re-register.
  • 🔴 Red rating: High risk of not returning - prioritise reaching out to these participants.
  • High accuracy: Approximately 80% predictive accuracy based on historical data patterns.
  • Timely updates: Refreshes several times per year, typically before new seasons begin.
  • Export functionality: Download the churn prediction list for offline campaign planning.

🗺️ Participant Map Dashboard

See where your members live to better understand your community and plan your activities accordingly.

This dashboard displays a heatmap of registrations by postcode, helping you visualise participant density.

Apply filters for season, competition, program, gender, and more to refine your view. This is ideal for identifying areas where you have lots of members compared to areas you could grow into.

💡 Tip: Use your mouse to zoom into your specific catchment area (the map does not auto-pan)

⚖️ Grading Dashboard

Team grading is one of the most challenging decisions for admins, as it's crucial for player experience and retention.

Designed to help competition and association admins make informed decisions about where to grade teams that ensure competitive balance and player enjoyment, this dashboard shows the playing history of players allocated to a team across previous seasons.

How it works:

  1. Select your upcoming season and the previous seasons you want to compare.

  2. Apply optional filters: Narrow your view by specific competitions, grades, or clubs.

  3. Review each player's history including what grade they played in and how their team performed.

Understanding player history:

Each player's summary appears as: Player Name – A: Association / C: Competition / G: Grade / LR: Ladder Ranking.

See what level each player played at previously, check how competitive their previous team was, and identify new players joining teams easily. 

  • A = Association (who hosted the competition)
  • C = Competition name
  • G = Grade name
  • LR = Ladder Ranking (position before finals in the "comparing to" season)
  • NO REGISTRATION = Player is new (no registration history in the "comparing to" season)

💰 Finances Dashboard

Track financial performance and transaction patterns at your organisation.

This comprehensive financial view helps treasurers or financial administrators track cash flow, understand revenue sources, and manage payout expectations effectively.

What you'll see:

  • View your transaction summary over time or track by monthly net amount to understand your cash flow patterns throughout the year.
  • Visual calendar: Easy-to-read calendar format showing payout schedules and amounts.
  • Activity-based breakdown: Revenue split across shop sales, programs, competitions, and other activities.

🏆 Fixtures Dashboard

Monitor game scheduling and their completion status with ease.

The Fixtures dashboard helps admins stay on top of game management by providing a clear overview of fixture statuses and upcoming games. This is particularly useful for identifying games that haven't been finalised and need administrative attention.

What you'll see:

  • Game status overview: Quick count of games in each status (finalised, pending, abandoned or cancelled).
  • Flexible date filtering: View the last seven days of scheduled games or customise your date range using quick filters.
  • Upcoming games list: View a list of upcoming games and their allocated time/venue, with additional filtering options.

Frequently asked questions

Why don't my numbers match what I expected?

The dashboards exclude cancelled and pending registrations to give you accurate active participation numbers, plus the data updates approximately every 2 hours so very recent changes might not show yet. 

Historically in some sports, there might be multiple accounts for the same participant. This should be factored in when reviewing season participation numbers from 2024 and earlier.  

How do I compare this year to last year?

Most dashboards have season filters at the top where you can select multiple years at once - choose both this season and last season, then click Apply to see them side by side.

For the retention dashboard specifically, you'll select your previous season in the "from" field and your current season in the "to" field to see exactly who has returned, is new or not yet returned. 

We organise juniors through to seniors - how do I see just our junior participation trends without all the senior data mixed in?

Use the age group and competition filters at the top of each dashboard - you can select specific competitions or age ranges and click Apply to focus on just what you need.

When should I be looking at these dashboards?

Insights from these dashboards could be most useful before planning for your next season (look at registrations trends), during key registration periods (retention data), before grading of teams occurs, and monthly for financial tracking. 

Why can't I see all the dashboards mentioned in this article?

We're rolling out dashboards gradually to make sure they work well for everyone. If you can't see a particular dashboard yet, it's likely coming to your organisation soon. Contact your sports governing body if you'd like early access, or if you have ideas for new dashboards that would help with your organisation's reporting and administration.

How do I share this information with my committee?

Every chart and list can be exported as Excel or CSV files, and you can take screenshots of the visual dashboards to include in reports or presentations.

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