Dashboard Architecture
How data flows from individual client dashboards up through team leaders, managers, and the executive level. Each layer aggregates and surfaces the metrics that matter most for that role.
Executive Level
Account Manager
Operations Manager
Team Leader
Client-Facing
Internal Only
Level 5 — Executive
Executive Dashboard
1 user — CEO / Brad Stevens
- Master roll-up of all 130 clients
- Revenue, retention & growth KPIs
- Team performance comparisons
- Client satisfaction trends
- Turnover & capacity forecasting
- Drill-down to any level below
Data aggregation
Level 4 — Managers
Account Manager Dashboard
3 AMs — Client relationship focused
- Client satisfaction & NPS scores
- Retention risk indicators
- Expansion opportunities
- Revenue per client
- Turnover tracking by TL & client
- Access to all client dashboards
Operations Manager Dashboard
3 OMs — Operational performance focused
- VA utilization rates
- Task completion rates & quality scores
- Response time tracking
- Turnover tracking by TL & client
- Capacity planning data
- Access to all client dashboards
Roll-up metrics
Level 3 — Team Leaders
Team Leader Dashboard
~7 TLs — each managing ~20 clients
- Snapshot of all ~20 client dashboards
- Master key metrics aggregation
- Performance comparison across clients
- Alert flags for underperformers
- VA attendance & availability
- Quick-access to individual client views
Per-client data feeds
Level 2 & 1 — Client Dashboards
Client-Facing Dashboard
130 dashboards — Visible to the client
- VA hours logged & utilization
- Tasks completed this period
- Satisfaction scores
- Activity timeline & milestones
- Communication log
Internal Dashboard
130 dashboards — OA staff only
- Granular activity logs
- Detailed time tracking
- Quality scores & review data
- Response time analytics
- Internal notes & flags
Client Dashboard Grid
Each of our 130 clients will get a dedicated dashboard. Active Armor Pest Control is the live prototype. All others are queued for rollout.
Dashboard Examples by Level
Our dashboard system has two distinct tiers: a Client-Facing Dashboard that clients can access directly, and Internal OA Dashboards for our management team at each level.
CLIENT-FACING
Client Level Dashboard
Active Armor Pest Control
Live Prototype ... the only dashboard tier visible to clients
VA ASSIGNED
Maria S.
Dedicated full-time
HOURS THIS WEEK
38.5
On track
TASKS COMPLETED
47
+12% vs last week
SATISFACTION
4.8
Excellent
What clients see: Task tracking, hours logged, weekly summaries, satisfaction scores, direct communication channel with their VA and Team Leader. This is the only tier that is client-facing. All dashboards below are internal OA management tools.
INTERNAL OA
Management Dashboards
These dashboards are internal only, visible to OA management staff. Each level aggregates data from the levels below it, giving progressively broader views of operations, performance, and client health.
Team Leader Dashboard
Sarah M. — Managing 19 Clients
Export
View Alerts
Active Clients
19
+1 this month
Avg Satisfaction
4.6
+0.2 vs last month
Task Completion
94%
+3% vs last month
Open Alerts
2
Needs attention
Client Performance Snapshot
| Client | VA | Hours This Week | Tasks Done | Satisfaction | Status |
|---|---|---|---|---|---|
| Active Armor Pest Control | Maria S. | 38.5 | 47 | 4.8 | Excellent |
| Precision Plumbing Co | James R. | 40.0 | 52 | 4.5 | On Track |
| Summit HVAC Services | Ana L. | 35.0 | 38 | 4.2 | On Track |
| Greenfield Landscaping | Carlo M. | 28.5 | 31 | 3.8 | Watch |
| Metro Electrical Solutions | Rina T. | 22.0 | 19 | 3.2 | Alert |
Hours Utilization by Client
Alert Flags
Critical Metro Electrical — VA utilization below 60% for 2 weeks
Watch Greenfield — Client satisfaction dropped from 4.3 to 3.8
Account Manager Dashboard
Portfolio Overview — 44 Clients
Filters
Retention Report
Total MRR
$83.4K
+$4.2K this quarter
Avg Client NPS
72
+5 pts vs Q1
Retention Rate
96.2%
Above 95% target
Expansion Pipeline
8
Clients ready for 2nd VA
Retention Risk Tracker
| Client | Team Leader | MRR | NPS | Tenure | Risk Level |
|---|---|---|---|---|---|
| Metro Electrical Solutions | Sarah M. | $1,895 | 42 | 4 mo | High |
| Greenfield Landscaping | Sarah M. | $1,895 | 55 | 8 mo | Medium |
| Valley Veterinary Clinic | Mark T. | $2,495 | 61 | 3 mo | Medium |
| Active Armor Pest Control | Sarah M. | $1,895 | 89 | 14 mo | Low |
| Apex Dental Group | Lisa C. | $2,495 | 85 | 22 mo | Low |
Turnover by Team Leader
Expansion Opportunities
Ready Active Armor — Growing workload, client expressed interest in 2nd VA
Ready Apex Dental — Opening 2nd location, needs admin support
Ready Harbor Marine — Seasonal ramp-up request for Q3
Operations Manager Dashboard
Operational Health — 44 Clients
Date Range
Capacity Plan
Avg VA Utilization
87%
+4% vs last month
Task Completion
91%
On target
Avg Quality Score
4.4
Stable
Avg Response Time
18m
-6m vs target
VA Performance Overview
| VA Name | Client | Utilization | Tasks/Week | Quality | Response Time | Status |
|---|---|---|---|---|---|---|
| Maria S. | Active Armor | 96% | 47 | 4.8 | 12m | Top Performer |
| James R. | Precision Plumbing | 100% | 52 | 4.5 | 15m | On Track |
| Ana L. | Summit HVAC | 88% | 38 | 4.2 | 22m | On Track |
| Carlo M. | Greenfield | 71% | 31 | 3.8 | 28m | Watch |
| Rina T. | Metro Electrical | 55% | 19 | 3.2 | 45m | Action Needed |
Quality Scores by Team Leader
Capacity Planning
Over James R. at 100% — Consider redistributing 2 tasks
Under Rina T. at 55% — Investigate client engagement
Optimal 3 VAs running 85-95% utilization
Executive Dashboard
Outsource Access — Full Portfolio View
Q2 2026
Download Report
Total Active Clients
130
+12 this quarter
Monthly Revenue
$246K
+8.4% vs Q1
Client Retention
95.8%
Above 93% target
Overall NPS
68
+7 vs last quarter
VA Utilization
87%
+3% vs target
Team Performance Comparison
| Team Leader | Clients | MRR | Retention | Avg NPS | VA Util. | Turnover (YTD) | Grade |
|---|---|---|---|---|---|---|---|
| Lisa C. | 20 | $40.3K | 100% | 78 | 91% | 0 | A |
| Sarah M. | 19 | $37.8K | 95% | 72 | 88% | 1 | A- |
| Mark T. | 18 | $36.1K | 94% | 65 | 85% | 2 | B+ |
| Dan P. | 21 | $39.9K | 90% | 58 | 82% | 3 | B |
| Amy K. | 17 | $32.3K | 94% | 70 | 86% | 1 | B+ |
| Ron W. | 18 | $34.2K | 97% | 74 | 89% | 0 | A- |
| Jen H. | 17 | $32.3K | 100% | 76 | 90% | 1 | A |
Revenue Growth Trend
Q3'25
Q4'25
Q1'26
Q2'26
Key Executive Insights
📈 Revenue on track to hit $3M ARR by Q4
⚠️ Dan P.'s team has 3 YTD turnovers... warrants conversation
🌟 Lisa C. and Jen H. at 100% retention... recognize them
🚀 8 clients flagged as expansion-ready (2nd VA potential)
Dashboard Feedback
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