PET Manager Guide
How to read the dashboard, what every number means, and the math behind the metrics.
Overview
The Project Enrollment Tracker (PET) replaces the manual Google Sheets workbook. It pulls enrollment data automatically each morning from Beyond Finance and Achieve, combines them with Salesforce conversion data and Twilio tier assignments, and builds a live scoreboard by noon.
There are two goal systems running in parallel:
| Goal type | Set by | Used in | Values |
|---|---|---|---|
| System goal | Automatic (tenure-based) | Rep table, KPI rail, Power Rankings | 15 / 20 / 25 units |
| Personal goal | You (manager-set per rep) | Projections table only | Any number you choose |
Daily Workflow
PET is designed to be scanned in 2–3 minutes by noon. Here's the recommended order:
| # | What to check | Looking for |
|---|---|---|
| 1 | Team KPI rail | Are we on pace for units and volume this month? |
| 2 | Rep table | Red rows = reps projected to miss goal. Who needs a conversation today? |
| 3 | Power Rankings | Who's climbing? Who's slipping? Check Focus column for coaching targets. |
| 4 | Daily grid | Mark any OOO, callouts, or non-standard days before noon. |
| 5 | Projections | Is anyone at risk of missing their personal goal by end of month? |
Navigation
The dashboard opens to All Teams by default. Use the team picker in the top navigation to switch to your team. Your bookmark should include ?team=Your+Name so it opens directly to your view.
The month arrows (← →) at the top let you browse historical months. Historical months show final enrollment counts with a FINAL badge and no projections or goals (since the month is closed).
Team KPIs
The KPI section at the top of each team view shows two progress rails — one for units, one for volume — and a status verdict.
Progress rails
Each rail shows:
- Filled bar — current month-to-date (green for units, blue for volume)
- Hatched zone — projected month-end range based on current pace
- Dashed line — the pace marker showing where you'd be if progressing linearly toward goal
If the filled bar passes the pace marker, you're ahead. If it's behind, you're trailing the pace needed to hit goal.
Status verdict
| Verdict | Meaning |
|---|---|
| CRUSHING IT | Significantly ahead of pace |
| AHEAD | Above pace — on track to exceed goal |
| ON TRACK | At or near pace — goal is achievable |
| BEHIND | Below pace — need to accelerate |
| TRAILING | Significantly behind pace |
The subtitle shows Day X of Y (business days) and N business days left, so you always know your position in the month.
Power Rankings
Power Rankings score every rep across five dimensions and combine them into a single 0–100 score. Higher is better. Rankings are recalculated live every time data updates.
How scores work
Each dimension is a percentile rank among your peers — not a raw number. A rep in the top 10% of production scores ~0.90 there, regardless of the raw count. This makes rankings fair across team sizes and different parts of the month.
The 5 dimensions
| Dimension | What it measures | Source |
|---|---|---|
| Production | Enrollment units per worked day — how productive on days present | Beyond / Achieve |
| Conversion | Adjusted conversion rate (call-to-enrollment %, corrected for debt tier difficulty) | Salesforce + Twilio |
| Volume | Enrolled debt dollars per worked day | Beyond / Achieve |
| Reliability | Attendance quality — callouts count double against PTO | Manager-marked grid |
| Consistency | Day-to-day enrollment variance — lower variance scores higher. Requires 5+ days worked; otherwise neutral (0.5). | Beyond / Achieve |
Status labels
| Label | Score threshold | Extra condition |
|---|---|---|
| DOMINANT | ≥ 60% | Lowest single dimension also ≥ 20% — no weak spots |
| STAR | ≥ 60% | Has at least one weaker dimension |
| CRUSHING IT | ≥ 45% | Lowest dimension ≥ 10% |
| RESPECTABLE | ≥ 45% | — |
| GRINDING | ≥ 35% | — |
| DEVELOPING | ≥ 25% | — |
| NEEDS PUSH | < 25% | — |
The Focus column shows a rep's strongest and weakest dimension — a quick signal for coaching conversations.
Debt tier adjustment
Reps working higher-debt clients face harder conversions. The Conversion dimension uses an adjusted conversion rate that levels the playing field:
| Tier | Debt range | Multiplier | Effect |
|---|---|---|---|
| L | $20k – $30k | ×1.00 | Baseline |
| M | $30k – $50k | ×1.05 | +5% boost |
| H | $50k+ | ×1.10 | +10% boost |
| VH | $70k+ | ×1.15 | +15% boost |
| U | $100k+ | ×1.20 | +20% boost |
A rep with tiers spanning multiple debt levels (e.g., M and H) uses the highest tier multiplier. Tier assignments come from Twilio TaskRouter and update nightly.
Rep Table
The rep table loads sorted by most at-risk first (largest remaining goal at top). Click any column header to re-sort.
Columns
| Column | What it shows |
|---|---|
| Name | Rep's full name. Their debt tier badge appears next to it (L/M/H/VH/U). |
| Conv Rate | Call-to-enrollment conversion rate from Salesforce (current calendar month, rolling). N/A if Salesforce data isn't available for this rep. |
| Calls <5min | Percentage of calls under 5 minutes (from Salesforce). High percentages often indicate disconnected calls or short interactions. |
| Goal | System goal for the month (15, 20, or 25 based on tenure). Prorated for reps in their first partial month. |
| Enrolled | Month-to-date enrollment count across Beyond Finance and Achieve. |
| Volume | Month-to-date enrolled debt in dollars. Abbreviated as $K or $M. |
| Remaining | Units left to hit goal (Goal − Enrolled). Shows ✓ Met when goal is reached. |
| Goal % | Pace-adjusted progress pill. Color reflects pace, not raw percentage — see below. |
Click Show details to reveal 6 additional reference columns: Proj Units, Pace Needed, Conv Rate (raw), Cleared, Prior Month, and Tenure.
Row colors and pill colors
The Goal % pill is pace-based, not raw percentage:
| Pill color | Meaning |
|---|---|
| Green | On pace — projected to meet or exceed goal at current rate |
| Yellow | Within 75% of required daily pace — slightly behind but recoverable |
| Red | Genuinely behind pace — projected to miss goal |
A red 3px border on the left edge of a row marks the rep as "at-risk" — projected to miss their monthly goal at current pace. These rows always sort to the top.
Daily Enrollment Grid
The daily grid shows each rep's enrollment count (and volume) for every calendar day. Weekends default to W (day off). You can switch between the enrollment and volume views using the toggle above the table.
Status codes
| Code | Meaning | Effect on Power Rankings |
|---|---|---|
| W | Scheduled day off (weekend or non-standard schedule). Rep works a different 2-day weekend. | Excluded from worked-day count and consistency calculation — not penalized |
| OOO | Pre-approved time off (vacation, personal day, etc.) | Excluded from worked-day count. Counts once against reliability denominator. |
| X | Callout (unexcused or last-minute absence) | Excluded from worked-day count. Counts twice against reliability — the biggest reliability penalty. |
Editing days
Click any cell in the Name column's day grid to cycle through statuses: blank → OOO → X → W → blank. Volume cells stay in sync automatically.
The enrollment/volume grids are scrollable. The today column is highlighted and the grid scrolls to land approximately 4 days before today on load.
For reps with non-standard weekend schedules (e.g., Tuesday/Wednesday off), mark their off days as W manually. Saturday and Sunday auto-populate as W by default.
Projections
The Projections table is a coaching reference — it shows where each rep is likely to end the month based on current pace, against their personal goal (not the system goal).
Columns are grouped into two tracks:
| Column | What it shows |
|---|---|
| Proj Units | Projected month-end enrollment at current pace: enrolledMTD ÷ daysElapsed × totalWorkDays |
| Unit Gap | Difference between projected units and personal goal. Negative = projected miss. Shows ✓ Met when ahead. |
| Unit % | Projected units as % of personal goal (pace-colored) |
| Pace Needed | Units/day required for the rest of the month to still hit personal goal: (personalGoal − enrolled) ÷ daysRemaining |
| Proj Volume | Projected month-end enrolled debt at current pace |
| $ Gap | Volume gap vs debt goal (personal goal × $50K) |
| Vol % | Projected volume as % of debt goal |
| Debt Goal | Manager-set volume target. Editable inline (yellow background). Defaults to personal goal × $50K. |
The pill colors in the Projections table reflect pace against the personal goal:
| Color | Meaning |
|---|---|
| Green | On pace to hit personal goal |
| Yellow | Behind personal goal but still on pace for system goal (15/20/25) |
| Red | Projected to miss even the system goal |
Setting Goals
Both goal fields are editable inline in the Projections table. They have a yellow background to indicate they're manager-owned.
| Field | Where to edit | Effect |
|---|---|---|
| Personal Goal | Projections table, "Personal Goal" column | Updates all Projections calculations for that rep immediately. Saved to the database — persists across builds. |
| Debt Goal | Projections table, "Debt Goal" column | Sets the volume target for the rep. Defaults to Personal Goal × $50K if not manually set. |
Click the cell, type the new number, then press Enter or click away to save. Changes save to the database immediately and persist after the next daily build.
Data Sources & Timing
| Source | What it provides | Coverage |
|---|---|---|
| Beyond Finance | Enrollment units, volume, first draft status (Cleared/Scheduled/Failed) | ~84% of total enrollments |
| Achieve | Enrollment units, volume, first draft status | ~16% of total enrollments |
| Salesforce | Conversion rate, calls under 5 minutes, team roster membership | Current calendar month only (rolling) |
| Twilio TaskRouter | Debt tier assignments (L/M/H/VH/U) | All reps in Twilio workspace |
| Supabase | Rep roster, personal goals, debt goals, status codes, prior month data | All reps |
Update timing
PET rebuilds automatically once per day. The build is triggered after both the Beyond Finance file and the Achieve file have confirmed dropped for the day. Builds typically complete between 7:00 AM and noon EDT.
After a successful build, all users see the updated dashboard automatically on next load — no manual refresh needed.
The 1-day lag
What this means in practice:
- When you open PET on Tuesday morning, you're seeing Monday's final enrollment totals.
- Any enrollments entered by reps on Tuesday won't appear until Wednesday's build.
- On Mondays, PET shows Friday EOD data. Monday's enrollments appear Tuesday morning.
If PET is showing numbers significantly lower than the spreadsheet on a given day, first check whether the gap equals today's same-day enrollments. If yes, that's the expected lag. A larger gap suggests a build failure — check the Slack alerts.
Formula Reference
All calculations are deterministic and run identically at build time and in your browser.
System goal (tenure-based)
Volume goal
Working days
Projections
Pace needed
Reliability
Consistency
Adjusted conversion rate
Power Rankings score
FAQ
Why is my rep's count lower than the spreadsheet?
PET shows the previous business day's EOD data. The gap is almost always equal to enrollments entered today — which won't appear until tomorrow's build. If the gap is larger than today's activity, a build may have failed (check Slack).
Why does my rep's conversion rate show N/A?
Salesforce data is only available for reps who appear in Salesforce this calendar month. Reps without Salesforce activity — or those not yet synced — show N/A. The Salesforce sync runs daily before the build.
Why is my rep's tier blank?
Tiers come from Twilio TaskRouter. A blank tier means the rep isn't in Twilio or isn't assigned to a debt tier queue. Contact whoever manages Twilio to get them assigned. Reps with blank tiers use the baseline multiplier (×1.00) for Power Rankings.
Why did my rep's Power Rankings position jump up/down overnight?
Power Rankings are percentile-based. If another rep had a great day, everyone else drops one position — even if they performed the same. The score itself is what matters, not just the rank number.
Can I mark a callout retroactively?
Yes. Click the cell for any past day in the daily grid and cycle to X. The rep's reliability score updates immediately in your browser, and the change is saved to the database for the next build.
What happens to a rep's Power Rankings score when they have fewer than 5 worked days?
The Consistency dimension defaults to a neutral 0.5 (50th percentile) until the rep has 5+ worked days. All other dimensions calculate normally from day one.
How is "Cleared" different from "Enrolled"?
Enrolled = the enrollment was submitted. Cleared = the first ACH draft processed successfully. A rep can have more enrollments than cleared enrollments if clients cancel or fail their first draft.
A rep has multiple tiers (e.g., M, H). Which multiplier applies?
The highest tier's multiplier applies. A rep showing "M, H" uses the H multiplier (×1.10).
What's the "Other" team in All Teams view?
Reps who are in the enrollment data but aren't assigned to any of the six main teams appear under "Other." This catches reps during onboarding transitions or whose team assignment hasn't been synced yet.