The Operations Dashboard Behind Their Best Year Ever

Jake Muller owns four Mathnasium tutoring center franchises. His centers were growing, but he had a retention problem he couldn't see clearly. The default Mathnasium franchise software (Radius) tracked student data, but it wasn't designed to help his team proactively engage with families before they churned.

Center managers were trying to track student engagement using spreadsheets, but things constantly fell through the cracks. Students who hadn't attended in a week went unnoticed. Parents who completed assessments never received follow-ups. Care calls weren't happening consistently. The result: avoidable churn that was silently eroding the gains from his sales efforts.

Jake needed a system that would automatically surface the students and parents who needed attention — and make it dead simple for his team to act on it every single day.

We built a custom operations dashboard that integrates directly with Mathnasium's Radius system, pulling student, session, and assessment data automatically. Each center manager now logs in every day to a personalized view showing exactly who needs outreach and why.

Touchpoint Management:

• Care calls — automatically scheduled for families who need check-ins, with notes and completion tracking
• No-show follow-ups — flagged immediately when students miss sessions
• Move-up notifications — triggered when assessments show a student is ready for the next level
• Progress checks — scheduled after assessments so parents always hear about their child's growth
• New student onboarding — checklist-driven workflow ensuring no step is missed in the first week

Visibility & Communication:

• At-risk student detection — flags students showing early signs of disengagement
• Cross-location metrics — Jake can see completion rates and trends across all four centers
• Built-in email composer with templates for consistent parent communication
• Session visit tracking — daily attendance data pulled automatically from Radius

Instead of managers hunting through data to find who needs attention, the system tells them exactly what to do each day. Nothing falls through the cracks.

The year after launching the dashboard, Jake had his best year ever. He points to retention as the key driver:

• Record growth — came from keeping more students, not just acquiring new ones
• 10+ hours saved weekly — managers spend time on outreach, not data pulls
• Consistent follow-ups — every care call, no-show, and progress check is tracked and completed
• Cross-location visibility — Jake can compare performance and completion rates across all four centers