The Practice KPI Dashboard Builder

Sample Output

Section 1: KPI Selection

Eleven KPIs across four pillars. Your three requested KPIs got mixed grades: new AUM stays (lagging, but it's the scoreboard for goal #1). Newsletter subscribers and website visitors are cut from the scorecard — for a referral‑driven growth goal they're vanity metrics: they can double while referrals stay at zero. They stay in your GoHighLevel email reporting and site analytics if you're curious; they don't earn scorecard space.

Pillar 1 — Growth & Pipeline (serves goal 1)

1. First meetings held (leading) — informs: is the top of funnel healthy enough to hit 22 net new households?
2. Proposals outstanding (leading) — informs: where follow‑up effort goes this week.
3. New households closed, running 12‑month total (lagging) — the scoreboard for goal 1.
4. New AUM added, trailing 90 days (lagging).

Pillar 2 — Referral Engine (serves goal 2) 5. Referral asks made (leading) — the single most important number on this dashboard. Referrals received is a result; asks are the behavior you control on a Tuesday. 6. Referrals received (leading — it precedes revenue by months). 7. % of new clients sourced from referrals, running 12‑month (lagging) — the scoreboard for goal 2.

Pillar 3 — Client Service & Retention (protects goals 1 and 2 — referrals come from well‑served clients) 8. Review meetings held vs. due (leading). 9. Households with no contact in 90+ days (leading — churn and referral‑drought early warning).

Pillar 4 — Owner Leverage (serves goal 3) 10. Founder hours on operations, per week (leading) — tally by calendar tag. 11. Revenue per team member, trailing 12 months (lagging) — proves you're growing without adding staff.

Section 2: KPI Definition Table (excerpt)

Section 3: Dashboard Layout Blueprint (excerpt)

One Google Sheets file, three tabs:

• Scorecard — the one screen. Pillar sections stacked, one KPI per row: Name · Owner · This week · Target · Status color (conditional formatting) · 13‑week sparkline.
• Data Entry — one row per week; ops manager fills it Monday 8:30, under 10 minutes.
• Definitions — Section 2 pasted in, so the numbers stay honest when someone new enters data.

Freeze row 1, color‑fill status cells only — no charts tab needed at this size.

Section 4: Review Rhythm (excerpt)

Weekly, Monday 9:00, 15 minutes: 2‑minute silent scan → each red KPI gets its diagnostic question → one owner + one action per red, logged at the bottom of the Scorecard tab → done.

Example diagnostic — Referral asks red: "Which client meetings this week are natural ask moments — and what stopped us last week: opportunity or comfort?"

Monthly, 45 minutes: trends over single weeks; retire or adjust nothing mid‑quarter; goal‑pace check (22 households ÷ 12 months ≈ 1.8/month — are we pacing?).

Section 5: Data Capture Gaps

• Referral asks — not captured today. Create GoHighLevel contact tag referral-ask; apply it in the meeting note you already write. Zero new admin.
• Founder ops hours — not captured. Tag calendar blocks OPS as you book them; ops manager sums them Friday.
• Review meetings due — GoHighLevel has the appointment history but no "due" logic; add a last-review custom field and a smart list filtered for >11 months.

Compliance note: the close‑rate pressure risk doesn't apply here — no close‑rate KPI was selected. Keep referral‑ask targets framed as invitations offered, never tied to advisor compensation, to stay comfortably inside Marketing Rule territory.