Dashboard Overview Guide | Documentation

1. Overview

The DojoMaster dashboard is your central hub for managing and monitoring your martial arts club. It provides real-time insights into student enrollment, attendance, grading readiness, and club activities—all in one place.

Key Features

Real-Time Metrics: Monitor total students, active classes, attendance rates, and upcoming gradings
Role-Based Views: Dashboard adapts to your role (OWNER, SENSEI, SEMPAI, STUDENT, PARENT)
Quick Actions: Access frequently used features with one click
Recent Activity: Stay updated on latest club events and changes
Birthday & Anniversary Tracking: Never miss important student milestones
Grading Readiness: See which students are ready for their next belt
AI-Powered Insights: Access retention risk and grading predictions (AI-Enabled tier only)
Mobile-Responsive: Full functionality on desktop, tablet, and mobile devices
Auto-Refresh: Metrics update automatically every 5 minutes

Why Use the Dashboard?

The dashboard gives you an at-a-glance view of your club's health and performance. Instead of navigating through multiple pages, you can see key metrics, identify students needing attention, and take action—all from one screen.

2. Prerequisites

To access the dashboard, you need:

✓Active DojoMaster account (any role: OWNER, SENSEI, SEMPAI, STUDENT, or PARENT)
✓Club membership (must be an active member of at least one club)
✓Internet connection (for real-time data updates)

Dashboard Access by Role

• OWNER/SENSEI/SEMPAI: Full instructor dashboard at /dashboard
• STUDENT/PARENT: Student portal dashboard at /student-dashboard

3. Understanding the Dashboard

The dashboard is designed to provide maximum information with minimal clutter. It uses a card-based layout that adapts to your screen size and role.

What is the Dashboard?

The dashboard is a dynamic, role-based interface that displays:

•Key Performance Indicators (KPIs): Critical metrics about your club's operations
•Actionable Insights: Information that helps you make decisions
•Quick Access: Shortcuts to frequently used features
•Recent Updates: Latest activities and changes in your club

Dashboard Layout Structure

The dashboard follows a consistent layout pattern:

1. Header & Navigation

Top bar with club name, navigation menu, theme toggle, and user profile. Sidebar navigation on desktop, bottom navigation on mobile.

2. Metrics Grid

Four metric cards displaying Total Students, Active Classes, Attendance Rate, and Upcoming Gradings. Updates automatically every 5 minutes.

3. Milestone Cards

Three cards showing Today's Birthdays, Club Anniversaries, and Students Ready for Grading. Helps you celebrate achievements and plan gradings.

4. Main Content Area

Two-column layout with Recent Activity (left, 2/3 width) and Quick Actions (right, 1/3 width). Stacks vertically on mobile.

How Data Updates

Dashboard data refreshes automatically to keep you informed:

•Metrics: Auto-refresh every 5 minutes (cached for performance)
•Birthdays/Anniversaries: Calculated daily at midnight
•Grading Ready: Manual refresh button (click to update)
•Recent Activity: Real-time updates when you perform actions

4. Dashboard Layout and Navigation

DojoMaster uses a responsive layout that adapts to your device and provides intuitive navigation.

Desktop Navigation (Large Screens)

On desktop and laptop computers:

•Left Sidebar: Persistent navigation menu with icons and labels
•Top Header: Club name, theme toggle, and user menu
•Main Content: Full-width dashboard with multi-column layout
•Hover Effects: Interactive elements highlight on hover

Mobile Navigation (Small Screens)

On smartphones and tablets:

•Bottom Navigation: Fixed bottom bar with 5 most important menu items
•Hamburger Menu: Top-left menu icon for additional navigation
•Single Column: Cards stack vertically for easy scrolling
•Touch-Optimized: Larger tap targets and swipe gestures

Navigation Menu Items

Available menu items vary by role and subscription tier:

OWNER/SENSEI/SEMPAI Menu

• Dashboard (home)
• Students
• Classes
• Attendance
• Grading
• AI Insights (AI-Enabled tier only)
• Settings (OWNER/Admin only)
• Billing (OWNER only)

STUDENT/PARENT Menu

• My Dashboard (student portal)
• My Classes
• My Attendance
• My Progress

5. Key Metrics and Widgets

The dashboard displays several key metrics and widgets to help you monitor your club's performance.

Metrics Grid (Top Section)

Four primary metrics displayed in color-coded cards:

📊 Total Students

What it shows: Total number of students enrolled in your club (all club members with STUDENT role)

Subtext: Number of active students (e.g., "45 active")

Why it matters: Tracks club growth and enrollment trends

📅 Active Classes

What it shows: Number of currently active classes in your schedule

Subtext: Total classes including inactive (e.g., "8 total")

Why it matters: Helps you manage class capacity and scheduling

📈 Attendance Rate

What it shows: Percentage of scheduled classes attended by students in the last 30 days

Calculation: (Total attendances ÷ Total possible attendances) × 100

Why it matters: Indicates student engagement and retention

🏆 Upcoming Gradings

What it shows: Number of grading events scheduled in the next 30 days

Includes: All gradings with status SCHEDULED or IN_PROGRESS

Why it matters: Helps you prepare for upcoming belt tests

Milestone Cards (Middle Section)

Three cards highlighting important student milestones:

🎉 Today's Birthdays

Shows students celebrating birthdays today, with age and avatar. Upcoming birthdays this week are also listed below.

Tip: Acknowledge birthdays in class to build community and student engagement.

🥋 Club Anniversaries

Displays students celebrating membership anniversaries today, showing years of training. Upcoming anniversaries this week are also listed.

Tip: Recognize long-term students to encourage retention and loyalty.

✅ Ready for Grading

Lists students who have completed all required stripes for their current belt and are ready to test for their next rank.

Criteria: Student has earned all required stripes (e.g., 4/4 stripes complete).

Recent Activity Widget

Displays the latest 5 activities in your club:

•Activity Types: Student enrollments, class creations, attendance records, grading events, stripe awards
•Time Stamps: Relative time (e.g., "2 hours ago", "Yesterday")
•Icons: Color-coded icons for each activity type
•View All: Button to see complete activity history

Quick Actions Widget

One-click shortcuts to common tasks:

•Add Student: Enroll a new student
•Create Class: Set up a new class
•Record Attendance: Mark attendance for today's classes
•Schedule Grading: Create a new grading event
•View AI Insights: Access AI-powered analytics (AI-Enabled tier only)

6. Role-Based Dashboard Views

The dashboard adapts to your role, showing only the information and actions relevant to your responsibilities.

OWNER Dashboard

Full access to all club management features:

✓All Metrics: Total students, active classes, attendance rate, upcoming gradings
✓All Milestone Cards: Birthdays, anniversaries, grading readiness
✓Recent Activity: Complete activity feed
✓All Quick Actions: Add student, create class, record attendance, schedule grading, view AI insights
✓AI Insights Dashboard: Full access to retention risk, grading readiness, top performers (AI-Enabled tier)
✓Settings Access: Belt system, curriculum, club settings, user management
✓Billing Access: Subscription management, payment history, plan upgrades

SENSEI Dashboard

Instructor-level access for teaching and student management:

✓All Metrics: Same as OWNER
✓All Milestone Cards: Same as OWNER
✓Recent Activity: Same as OWNER
✓Most Quick Actions: Add student, create class, record attendance, schedule grading, view AI insights
✓AI Insights Dashboard: Full access (AI-Enabled tier)
✓Settings Access: Only if marked as admin SENSEI
✗Billing Access: Not available

SEMPAI Dashboard

Assistant instructor access with limited permissions:

✓All Metrics: Same as OWNER/SENSEI
✓All Milestone Cards: Same as OWNER/SENSEI
✓Recent Activity: Same as OWNER/SENSEI
✓Limited Quick Actions: Record attendance, view AI insights (cannot add students or create classes)
✓AI Insights Dashboard: Full access (AI-Enabled tier)
✓Settings Access: Only if marked as admin SEMPAI
✗Billing Access: Not available

STUDENT Dashboard (Student Portal)

Personal dashboard focused on individual progress:

✓Profile Summary: Avatar, name, student number, current belt rank, club name
✓Personal AI Insights: Retention risk, grading readiness, personalized recommendations (AI-Enabled tier)
✓Statistics Grid: Enrolled classes, attendance rate, current streak, total training duration
✓Belt Progress: Current belt, stripes earned, progress toward next belt
✓Weekly Schedule: Upcoming classes for the week
✗Club-Wide Metrics: Not available (students see only their own data)

PARENT Dashboard

Access to child's student dashboard:

✓Child's Dashboard: Same view as STUDENT dashboard, but for their child
✓Multiple Children: Can switch between children if multiple are enrolled
✗Club-Wide Metrics: Not available

7. Using Dashboard Analytics

The dashboard provides actionable insights to help you make informed decisions about your club.

Monitoring Attendance Trends

Use the Attendance Rate metric to track student engagement:

•Healthy Range: 70-85% attendance is typical for martial arts clubs
•Low Attendance (<60%): May indicate scheduling issues, student disengagement, or external factors
•High Attendance (>90%): Excellent engagement, but watch for class overcrowding
•Action: If attendance drops, check AI Insights for at-risk students and reach out proactively

Identifying At-Risk Students

Combine dashboard metrics with AI insights to identify students who may need extra attention:

•Low Attendance: Students with <50% attendance in last 30 days
•High Retention Risk: AI predicts >70% chance of dropout (AI-Enabled tier)
•Slow Progress: Students who haven't earned stripes in 3+ months
•Action: Schedule one-on-one conversations, offer extra support, adjust training plans

Planning Grading Events

Use the "Ready for Grading" widget to plan belt tests:

•Optimal Timing: Schedule gradings when 5-10 students are ready
•Preparation Time: Give students 2-4 weeks notice before grading
•AI Grading Readiness: Check AI predictions for students' likelihood of passing (AI-Enabled tier)
•Action: Click "Schedule Grading" in Quick Actions to create a new grading event

Celebrating Milestones

Use birthday and anniversary cards to build community:

•Birthdays: Acknowledge in class, send personalized messages, offer birthday discounts
•Anniversaries: Recognize years of training, award special patches, share student stories
•Impact: Celebrating milestones increases student retention and club loyalty

Tracking Club Growth

Monitor the Total Students metric over time:

•Growth Trend: Compare total students month-over-month
•Active vs. Inactive: Monitor the ratio of active to total students
•Capacity Planning: Use student count to determine if you need more classes or instructors
•Action: If growth stalls, review marketing efforts and student retention strategies

8. Customizing Your Dashboard

Currently, the DojoMaster dashboard uses a fixed layout optimized for martial arts club management. While custom layouts are not yet available, you can personalize your experience in several ways:

Theme Customization

Adjust the visual appearance to match your preferences:

•Dark/Light Mode: Toggle between dark and light themes using the theme switcher in the header
•System Preference: Dashboard respects your device's theme setting by default
•Persistent Choice: Your theme preference is saved and applied across all sessions

Navigation Preferences

Optimize navigation for your workflow:

•Sidebar (Desktop): Always visible on large screens for quick access
•Bottom Nav (Mobile): Fixed bottom bar on small screens for thumb-friendly navigation
•Keyboard Shortcuts: Use Tab and Enter to navigate without a mouse

Data Refresh Settings

Control how often dashboard data updates:

•Auto-Refresh: Metrics update every 5 minutes automatically
•Manual Refresh: Click the refresh icon on individual cards to update immediately
•Page Reload: Refresh the entire page (Ctrl+R or Cmd+R) for a complete data update

Future Customization Features

We're planning to add customizable dashboard layouts in a future update, including: widget reordering, custom metric cards, personalized quick actions, and saved dashboard views. Stay tuned!

9. Common Pitfalls and Troubleshooting

Here are solutions to common issues you might encounter with the dashboard.

❌ Dashboard Metrics Not Loading

Problem: Metric cards show loading spinners indefinitely or display "0" for all values.

Causes:

• Network connectivity issues
• API endpoint errors
• Insufficient permissions for your role
• Browser cache issues

Solutions:

• Check your internet connection and refresh the page
• Clear browser cache (Ctrl+Shift+Delete or Cmd+Shift+Delete)
• Log out and log back in to refresh your session
• Verify you have the correct role (OWNER, SENSEI, or SEMPAI for instructor dashboard)
• Try accessing the dashboard in an incognito/private window
• Contact support if the issue persists

❌ Attendance Rate Seems Incorrect

Problem: The attendance rate doesn't match your expectations or seems too low/high.

Causes:

• Calculation is based on last 30 days only
• Includes all enrolled students, not just active ones
• Missing attendance records for some classes
• Students enrolled in multiple classes affect the calculation

Solutions:

• Remember: Attendance rate = (Total attendances ÷ Total possible attendances) × 100
• Review attendance records for the last 30 days to ensure all classes are marked
• Check if inactive students are still enrolled in classes (they count toward the denominator)
• Verify that class schedules are accurate and up-to-date
• Use the Attendance Tracking page for detailed attendance reports

❌ No Students Showing in "Ready for Grading" Widget

Problem: The "Ready for Grading" card is empty even though you know students have completed their stripes.

Causes:

• Students haven't completed ALL required stripes for their current belt
• Belt system configuration doesn't specify required stripes
• Stripe awards haven't been recorded in the system
• Widget needs manual refresh

Solutions:

• Click the refresh button on the "Ready for Grading" card
• Verify belt system configuration: Settings → Belt System → Check "Required Stripes" for each belt
• Review student progress: Students → Select student → Check stripe count
• Award missing stripes: Students → Select student → Award Stripe
• Note: Students must have 100% of required stripes (e.g., 4/4, not 3/4)

❌ AI Insights Dashboard Not Appearing

Problem: The AI Insights section is missing from your dashboard.

Causes:

• Your club is on the Basic subscription tier (AI requires AI-Enabled tier)
• Insufficient permissions (STUDENT/PARENT roles don't see club-wide AI insights)
• AI insights haven't been generated yet (requires at least 10 students with 30+ days of data)

Solutions:

• Check your subscription tier: Settings → Billing → Current Plan
• Upgrade to AI-Enabled tier: Settings → Billing → Upgrade Plan
• Verify you have OWNER, SENSEI, or SEMPAI role
• Ensure your club has at least 10 students with 30+ days of attendance data
• Wait 24 hours after upgrade for initial AI insights to generate

❌ Birthday/Anniversary Widgets Are Empty

Problem: Birthday and anniversary cards show "No birthdays today" even though you know students have birthdays.

Causes:

• Student date of birth not recorded in the system
• Student enrollment date missing (for anniversaries)
• No birthdays/anniversaries today or this week
• Timezone differences affecting date calculations

Solutions:

• Add missing dates: Students → Select student → Edit → Enter Date of Birth
• Verify enrollment dates: Students → Select student → Check "Enrolled On" date
• Check if dates are in the correct format (YYYY-MM-DD)
• Refresh the page to recalculate dates
• Note: Widgets show today + upcoming this week only

❌ Recent Activity Feed Is Empty

Problem: The Recent Activity widget shows "No recent activity" even though you've been using the system.

Causes:

• Activity logging feature not yet fully implemented
• No activities in the last 7 days
• Activities are being logged but not displayed correctly

Solutions:

• This is a known limitation—activity logging is being enhanced in a future update
• For now, use individual feature pages (Students, Classes, Attendance) to view recent changes
• Check the "Last Updated" timestamps on student and class records
• Activity feed will populate automatically once the feature is fully implemented

❌ Quick Actions Are Disabled

Problem: Quick action buttons are grayed out or show "No students enrolled" message.

Causes:

• No students enrolled in your club yet
• Insufficient permissions for your role
• Some actions require specific prerequisites (e.g., classes must exist to record attendance)

Solutions:

• Enroll your first student: Students → Add Student
• Verify your role: SEMPAI cannot add students or create classes (OWNER/SENSEI only)
• Create classes before recording attendance: Classes → Create Class
• Set up belt system before scheduling gradings: Settings → Belt System
• Quick actions will enable automatically once prerequisites are met

❌ Dashboard Looks Different for Different Users

Problem: Your dashboard doesn't match what another instructor sees, or students report seeing different information.

Causes:

• This is expected behavior—dashboards are role-based
• Different roles see different views (OWNER vs. SENSEI vs. STUDENT)
• Different subscription tiers show different features (AI-Enabled vs. Basic)

Solutions:

• This is not a bug—it's a feature! Role-based views ensure users see only relevant information
• OWNER/SENSEI/SEMPAI see instructor dashboard at /dashboard
• STUDENT/PARENT see student portal at /student-dashboard
• Review Section 6 (Role-Based Dashboard Views) to understand what each role sees
• Verify subscription tier: Settings → Billing → Current Plan

10. Related Features

The dashboard integrates with many DojoMaster features. Explore these related guides to get the most from your system:

📝 Student Enrollment & Management

Learn how to enroll students and manage their profiles. The "Total Students" metric on your dashboard reflects enrollment data.

✅ Attendance Tracking

Understand how to record and monitor attendance. The "Attendance Rate" metric is calculated from attendance records.

🥋 Grading Event Setup and Execution

Set up and run belt tests. The "Upcoming Gradings" and "Ready for Grading" widgets link to grading features.

🤖 AI-Powered Insights

Leverage AI predictions for retention risk and grading readiness. The AI Insights dashboard appears on your main dashboard (AI-Enabled tier).

📊 Student Progress Tracking

Track individual student progress and skill development. Progress data feeds into dashboard metrics and AI insights.

📅 Class Scheduling and Enrollment

Create and manage class schedules. The "Active Classes" metric shows your current class count.

🎨 Stripe/Theme System Management

Configure your curriculum and stripe requirements. Stripe data determines which students appear in "Ready for Grading."

👥 User Roles & Permissions

Understand role-based access control. Your role determines which dashboard view you see and what actions you can perform.

11. Next Steps

Now that you understand the dashboard, here's how to get the most value from it:

Make the Dashboard Your Daily Starting Point

Start each day by reviewing your dashboard. Check attendance rates, upcoming gradings, and student milestones. This 2-minute routine keeps you informed and proactive.

Set Up Weekly Dashboard Reviews

Schedule a weekly 15-minute review of dashboard metrics. Track trends over time: Is attendance improving? Are more students ready for grading? Use these insights to adjust your teaching and retention strategies.

Celebrate Milestones Consistently

Use the birthday and anniversary widgets to recognize students. Acknowledge birthdays in class, send personalized messages, and celebrate training anniversaries. This builds community and increases retention.

Leverage AI Insights for Retention

If you're on the AI-Enabled tier, review the AI Insights dashboard weekly. Identify at-risk students and reach out proactively. A simple check-in can prevent dropouts and improve student satisfaction.

Use Quick Actions to Save Time

Bookmark common tasks using the Quick Actions widget. Instead of navigating through menus, click "Add Student" or "Record Attendance" directly from the dashboard. This saves time and streamlines your workflow.

Explore Related Features

The dashboard is just the beginning. Dive deeper into Student Progress Tracking, AI-Powered Insights, and Grading Events to unlock the full potential of DojoMaster. Each feature builds on dashboard data to give you comprehensive club management.

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