Viewing Usage Analytics Across Team

Monitor shop-wide usage metrics to track capacity, identify trends, and optimize your subscription.

Overview

Shop usage analytics provide real-time insights into how your team uses Apprentice's features and resources. The usage dashboard shows metrics for artists, clients, appointments, storage, and more, helping you understand capacity utilization and plan for growth. Usage data also helps you decide when to upgrade your plan or add subscription add-ons.

Step-by-Step Guide

Step 1: Access Usage Dashboard

1. Log in as a shop administrator
2. Navigate to Dashboard > Shop > Settings
3. Click the "Subscription" tab
4. Scroll to the "Usage Analytics" section

Alternative access:

• From main dashboard, click "Usage" widget (if pinned)
• Navigate to Dashboard > Shop > Analytics > Usage

Note: Only shop administrators can view detailed usage analytics. Artists see their personal usage only.

Step 2: Understanding Usage Metrics

The usage dashboard displays five key resource categories:

1. Artists

• Current count: Number of active artists in your shop
• Plan limit: Maximum artists allowed on your plan
• Usage percentage: (Current / Limit) × 100
• Visual indicator: Progress bar (green = under 80%, yellow = 80-95%, red = over 95%)

2. Clients

• Current count: Total unique clients across all artists
• Plan limit: Maximum clients allowed
• Usage percentage: Client capacity utilization
• Details: Includes both registered clients and guest profiles

3. Monthly Appointments

• Current count: Appointments scheduled this calendar month
• Plan limit: Maximum monthly appointments
• Usage percentage: Monthly appointment capacity
• Resets: Counter resets on 1st of each month

4. Monthly Waitlist Entries

• Current count: Waitlist additions this calendar month
• Plan limit: Maximum monthly waitlist entries
• Usage percentage: Waitlist capacity utilization
• Resets: Counter resets on 1st of each month

5. Storage

• Current usage: Total storage used (in GB)
• Plan limit: Total storage available
• Usage percentage: Storage capacity
• Details: Includes portfolio images, design files, and attachments

Step 3: Interpreting Usage Percentages

Color-coded indicators:

Green (0-79% used):

• Healthy capacity with room to grow
• No immediate action needed
• Good buffer for unexpected growth

Yellow (80-94% used):

• Approaching capacity limit
• Monitor closely for trend
• Consider adding capacity soon

Red (95-100% used):

• At or over capacity limit
• Immediate action recommended
• May block new additions (e.g., can't add more artists)

Example usage panel:

Artists:        [████████░░] 8/10    80% (Yellow)
Clients:        [██████░░░░] 650/1000 65% (Green)
Appointments:   [█████████░] 240/250  96% (Red)
Waitlist:       [███░░░░░░░] 45/150   30% (Green)
Storage:        [██████░░░░] 62/100GB 62% (Green)

Step 4: Drilling Down into Details

Click any usage category to see detailed breakdown:

Artists breakdown:

• List of all active artists with names
• Individual usage stats per artist (clients, appointments)
• Status indicators (active, inactive, pending invite)
• Last activity timestamp

Clients breakdown:

• Total clients by artist
• New clients added this month
• Client distribution across team
• Guest profiles vs registered clients

Appointments breakdown:

• Appointments by artist this month
• Appointments by status (scheduled, completed, cancelled)
• Average appointments per day
• Trend graph (past 6 months)

Storage breakdown:

• Storage by category (portfolio, designs, documents)
• Top space users (which artists using most storage)
• Recent uploads (last 30 days)
• Storage trend over time

Step 5: Setting Usage Alerts

Configure automatic alerts when usage reaches thresholds:

1. Click "Configure Alerts" button in usage panel
2. Set threshold percentages for each resource (e.g., 85%)
3. Choose notification method (email, in-app, SMS)
4. Save alert settings

Alert triggers:

• Email sent when threshold crossed
• In-app notification badge appears
• Daily digest if still over threshold
• Auto-resolves when usage drops below threshold

Recommended alert thresholds:

• Artists: 80% (gives time to plan for new hire)
• Clients: 85% (allows buffer for growth)
• Appointments: 90% (monthly reset provides relief)
• Storage: 80% (time to cleanup or upgrade)

Capacity Planning with Analytics

Identifying Growth Trends

Review usage trends monthly:

1. Compare current month to previous months
2. Calculate growth rate: (Current - Previous) / Previous × 100
3. Project future usage: Current + (Growth Rate × Months)
4. Plan capacity additions before hitting limits

Example growth analysis:

Clients:
  January:  800 clients
  February: 850 clients (+6.25% growth)
  March:    920 clients (+8.2% growth)

Average growth: 7.2% per month
Current limit: 1,000 clients

Projection: Will hit limit in ~2-3 months
Action: Add client limit increase add-on or upgrade plan

Right-Sizing Your Subscription

When to upgrade plan:

• Multiple resources consistently over 80%
• Growth rate suggests hitting limits soon
• Higher tier plan includes needed features
• Cost of multiple add-ons exceeds upgrade cost

When to add individual add-ons:

• Only one resource near capacity
• Other resources have plenty of room
• Temporary capacity need (seasonal surge)
• Add-on cheaper than plan upgrade

When to downgrade plan:

• All resources consistently under 50%
• Business downsizing or restructuring
• Over-provisioned when first set up
• Cost reduction initiative

Seasonal Usage Patterns

Identifying seasonality:

1. Review usage over 12-month period
2. Look for recurring patterns (summer surge, winter dip)
3. Plan capacity additions before high season
4. Consider temporary add-ons vs permanent upgrades

Example seasonal pattern:

Summer (June-Aug): +30% appointments (vacation season)
Fall (Sep-Nov):    Normal baseline
Winter (Dec-Jan):  +50% appointments (holiday gifts)
Spring (Feb-May):  -10% appointments (tax season)

Strategy: Add temporary extra artist seat June-August

Team Performance Insights

Per-Artist Metrics

Viewing individual artist stats:

1. Navigate to Dashboard > Shop > Team
2. Click on artist name
3. View "Performance" tab

Artist-level metrics:

• Total clients acquired
• Monthly appointment volume
• Average session duration
• Client retention rate
• Revenue generated (if tracking enabled)
• Storage usage (portfolio size)

Using for team management:

• Identify high-performers for recognition
• Spot underutilized artists (low appointment count)
• Balance workload across team
• Target training for low-performing artists

Shop-Wide Comparisons

Benchmarking your shop:

1. Navigate to Dashboard > Shop > Analytics
2. Click "Benchmark" tab
3. Compare your metrics to industry averages

Available benchmarks:

• Appointments per artist per month
• Client retention rate
• Average session length
• No-show rate
• SLA compliance

Example benchmark comparison:

Your Shop       Industry Avg    Rating
Appointments/Artist:  35/month      28/month      ✅ Above Average
Client Retention:     68%           75%           ⚠️ Below Average
No-Show Rate:         12%           8%            ⚠️ Above Average
SLA Compliance:       87%           80%           ✅ Above Average

Tips

• Review usage weekly: Make it part of Monday morning routine
• Set conservative alert thresholds: Better to have early warning than last-minute scramble
• Track trends, not just snapshots: Growth rate matters more than current number
• Compare to last month: Identify acceleration or deceleration in growth
• Plan 3-6 months ahead: Capacity additions take time to implement
• Use analytics for budgeting: Predict future subscription costs based on growth
• Clean up regularly: Archive inactive clients/artists to free up capacity
• Optimize before expanding: Make sure you're using current capacity efficiently

Common Issues

• Issue: Usage analytics not updating in real-time

Solution: Usage metrics update every 15 minutes, not instantaneously. Refresh page to see latest data. If data is more than 1 hour stale, contact support.

• Issue: Client count seems higher than expected

Solution: Client count includes both registered clients and guest profiles created from walk-ins. Review client list and filter by "Guest Profiles" to see breakdown. Consider cleaning up duplicate or test profiles.

• Issue: Storage usage is very high but can't find large files

Solution: Navigate to Settings > Storage > Usage Breakdown to see which artists and which categories (portfolio, designs) are using most space. Large design files with many layers can consume significant storage.

• Issue: Monthly appointment count didn't reset on 1st of month

Solution: Counter resets at midnight UTC on 1st of month, which may be previous day depending on your timezone. Check timestamp on usage panel. If still showing old data after 24 hours, contact support.

• Issue: Can't access usage analytics despite being shop admin

Solution: Verify your role in Settings > Team > Your Profile. If role is correct, log out and log back in to refresh permissions. Browser cache may need clearing.

• Issue: Usage percentages don't match manual count

Solution: Usage calculations may include soft-deleted or archived records not visible in UI. Also check if limit changed recently (e.g., add-on added). Contact support for detailed audit if discrepancy is large.

Updated on: 19/01/2026