The reports worth reviewing every week are the ones that lead to a decision: new leads and where they came from, leads converted and lost, revenue and outstanding payments, and attendance by batch. Reviewing these together, at the same time each week, shows you whether admissions, fees and teaching are on track while there is still time to act. Everything else can wait for a monthly look.
Why weekly, and why so few
Monthly reviews are useful for planning, but they are slow for spotting problems. By the time a month-end report shows that enquiries dropped or a batch stopped attending, several weeks have passed. A weekly review catches the same signals early.
Keep the list short on purpose. If the review takes an entire morning, it will be skipped the first time the week gets busy. Aim for a routine you can finish with a cup of tea, and set it for the same day and time each week, perhaps Monday morning before classes begin.
Report one: new leads by source
Start with the top of the funnel. How many new enquiries arrived this week, and where did they come from: the website enquiry form, pricing enquiries, trial-class requests, referrals or walk-ins?
Questions worth asking:
- Did any source rise or fall noticeably compared with recent weeks?
- Did a campaign, event or new course page produce the enquiries you expected?
- Are any new leads still unassigned or uncontacted?
The last question is the most important. A lead sitting untouched is the easiest admission to lose.
Report two: lead conversion and lost reasons
Next, look at what happened to leads further along. How many moved to Won this week? How many were marked Lost, and what reasons were recorded? How many have been waiting in Follow-up or Proposal Sent for longer than they should?
Lost reasons are where the learning is. If several people mention timings, consider a new batch slot. If fee questions keep appearing, look at how fees and payment options are explained. If "no response" dominates, the issue is probably follow-up rather than the offer itself.
Report three: revenue and payments
Money needs its own look, separate from admissions. Review:
- Revenue received this week, broken down by course or batch where possible.
- Outstanding fees: who has an unpaid fee demand, and how long it has been due.
- Offline payments: any cash or bank transfers that were recorded, with receipts issued.
- Refunds: what was refunded and why.
The aim is not accounting; that belongs to your accountant. The aim is to notice a growing list of overdue fees early, so reminders go out politely before an awkward conversation becomes necessary.
Report four: attendance by batch
Attendance is an early warning for retention. A student who misses several classes in a row is often a student who is about to stop, and a batch with falling attendance may have a timing, teaching or content problem.
Look at attendance by batch rather than only overall. Note any student whose attendance has dropped and ask the batch teacher to get in touch. A friendly check-in, early, is far easier than winning a student back after they have left. If you run live online classes, check whether absences cluster around particular days or times, which may point to a scheduling change worth making.
Report five: course progress
If you sell recorded or blended courses, a quick look at course analytics completes the picture. Are students progressing through lessons, or stalling at the same chapter? Are quiz results showing a topic that many students find hard? These signals tell your teachers where to add a live doubt session or a clearer explanation.
Turning the review into action
A report only helps if it changes what someone does next. End each weekly review with a short list of actions and an owner for each: reassign stale leads, call students with falling attendance, send reminders on overdue fees, or adjust a batch timing. Keep last week's list to hand and check it was completed before starting the new one.
Share the relevant parts with your team. Counsellors need the lead reports, teachers need attendance and progress, and whoever handles fees needs the payment view. Everyone does not need to see everything.
Where MBSGuru fits
MBSGuru provides lead and conversion reports alongside revenue, payments, invoices and attendance reports, with export, plus course analytics and alerts when attendance drops. Staff roles and permissions let each team member see the reports relevant to their work. See how reporting connects with leads, payments and classes on the platform page, or check pricing for current plans.
