Enrollment and revenue
Follow enrollment trends alongside collections, outstanding and upcoming invoiced revenue, collection rate, aging, and failed-payment rate.
Insights & AI
See what needs attention. Ask for what comes next.
Reef dashboards show operational exceptions and key measures, while the permission-scoped assistant helps staff find information and complete supported tasks.
The dashboard
Know what needs attention today.
The admin dashboard opens on the exceptions - the payment that failed, the class still missing attendance, the document about to expire - then gives you the measures behind them. Coaches and guardians open the same application to a view built for their role.
Needs attention
6 items
Active enrollments
412
Collected this month
$38,420
Clocked in now
9 staff
Failed payment needs a new card
1 household · auto-pay retry pending
! Attention
Attendance not yet taken
11 of 34 classes today
! Open
Documents expiring within 30 days
12 records · visible where access allows
→ Review
Schedule changes staged for review
Spring session · not yet published
◻ Draft
Illustration of the admin dashboard. Every figure shown is an example for layout, not a customer result.
Needs attention
Start the day with the exceptions, not the whole database.
The attention band collects the operational items that need a decision: failed payments and overdue balances, classes still awaiting attendance, staged schedule changes, expiring documents, outstanding forms, and incidents under review. Each item is a link into the screen where the work gets done.
- Exceptions first, with a status word on every item
- Scoped to the viewer’s locations and permissions
- Each item links straight to the record
- Recent activity shows what the team already handled
Reef reports what has been recorded. It does not forecast, predict, or produce accounting statements.
Enrollment completed
Tumbling 3 · seat claimed and captured
✓ Done
Skill pass-off recorded
Level 4 beam · shared with the family
✓ Done
Punch edit requested
Awaiting review under your policy
! Review
Makeup booked from standby
Offer moved to the next family
→ Booked
Measures and capacity
The numbers you actually run the week on.
Enrollment and revenue trends sit beside class capacity and fill, so a soft class and a collections gap are visible in the same place. Today’s classes, the schedule, the live clocked-in view, and recent activity round out the picture.
Capacity and fill
See how full each class is against its capacity, with waitlists and drop-in eligibility handled in scheduling rather than guessed at.
Today on the floor
Check which classes are running, which coaches are assigned, and which staff are clocked in right now.
Attendance health
Report attendance by athlete, class, or date range, with rates shown on profiles and dashboards.
Fill by class · example figures
Collection rate
94%
Auto-pay adoption
68%
Illustration of capacity and finance measures. All values are examples chosen for the layout, not customer results.
The AI assistant
Ask in plain language. Stay on the page you are on.
From any staff page, a team member can ask the assistant to look up supported operational records, take one of the supported actions, or navigate to the right screen. It is a faster route through Reef - not a second system, and not an agent working on its own.
What it can do
- Look up supported operational records
- Post an announcement
- Add an athlete note
- Create an event
- Send a message
- Edit supported records
- Navigate to the right page
- Work from any staff page
“Which classes still need attendance today?”
Lookup
“Show me athletes in my assigned groups with expiring documents.”
Lookup, limited to assigned groups
“Post an announcement to the team about Saturday’s schedule.”
Action, requires announcement permission
“Take me to the Smith family’s billing record.”
Navigation, requires billing access
Examples of supported prompts. Every answer is limited to what the person asking is already allowed to see.
Where the boundary is
The assistant works inside the permissions a person already has.
If a user does not have access to a capability or record, the assistant does not bypass that restriction, and its answers are limited to what that user could already open for themselves.
The AI assistant cannot bypass a user’s permissions.
Every tool the assistant can call is scoped to the person who asked. A coach limited to assigned groups gets answers about assigned groups. Nothing is widened because the request arrived as a sentence instead of a click.
Permissions are the boundary Reef enforces - not correctness. The assistant can be wrong, so staff review what comes back and confirm an action before it stands, and Reef claims no automation beyond the listed lookups, actions, and navigation.
What is live today
The dashboard and assistant capabilities you can see in a demo.
- Makeup slot fill-rate insights
- Live clocked-in staff view
- Role-specific dashboards for coaches and guardians
- Assistant lookups from any staff page
By role
One application. A dashboard shaped by role.
Owners, coaches, and guardians open the same platform to different starting information, because what needs attention depends on who you are.
Owner · Exceptions, measures, capacity
Staff · Today’s desk work
Coach · Classes and assigned groups
Guardian · This week for each child
Security and control
Protect access in the database, not only the interface.
A restricted staff member’s dashboard and assistant answers reflect their assigned locations and groups, enforced in the interface and in the database rather than by a screen hiding a button.
Review the security and access approach
Every number on the dashboard comes from work recorded in billing and payments, classes and scheduling, staff and operations, and documents, forms and safety.
Bring every role into the same current.
See how Reef can fit your programs, locations, staff, and families.