How Analytics is organized & who can see what

Last updated: July 22, 2026

What this is for — A practical orientation to the Analytics module: how its five sections are laid out, where to go for what, and how access and permissions decide which tabs you see. For the friendly big-picture introduction, see "Analytics Overview."

What Analytics is

Analytics turns the data already in your practice management system (PMS) into dashboards, goals, and rankings you can act on. It answers everyday questions like "How's production tracking this month?", "Is hygiene staying booked out?", and "How much are we owed?" — without you building a single spreadsheet.

Everything lives under one nav item: Analytics.

How to get here

Analytics (in the left-hand nav)

[SCREENSHOT: Analytics → Overview]

How Analytics is organized

Analytics has five sections. Here's what each one is for and where to go.

  • Overview — Your landing page and daily pulse. A "Big 4" growth sidebar plus tabbed dashboards (Metrics, Financial, Hygiene, Patients, Treatment Plans) for a fast read on the whole practice. Start here. See "The Overview page & your Big 4."

  • Dashboards — The deep dives. One tab per area — Practice, Financial, Hygiene, Patients, Patient Value, Accounting, Treatment Plans, Payroll — each with its own subtabs and charts. Go here when a number on the Overview page prompts a "why?"

  • Goals — Set monthly targets (production, collection, new patients, and more) and track progress against them.

  • Leaderboards — Rank team members against each other — Doctor, Hygienist, Front Desk, and Reactivation boards.

  • Data Search — Ad-hoc lookups of raw records (appointments, procedures, ledgers, patients) when you need the underlying rows rather than a chart.

Rule of thumb: use Overview for the pulse, Dashboards for the story behind a number, Goals/Leaderboards to drive the team, and Data Search when you need the raw records.

The vocabulary used everywhere

These five terms show up across nearly every Analytics page. Learn them once here.

  • Production — The dollar value of dentistry performed (completed procedures) in the selected period. It's what you did, whether or not you've been paid yet.

  • Collection — The money actually received in the selected period. It's what you got paid.

  • Collection Ratio — Collection ÷ Production, as a percentage. Roughly, how much of what you produced you've collected. A ratio near 100% is healthy; consistently low means money is leaking.

  • Hygiene Visits — The count of completed hygiene appointments in the period. A core measure of recare health.

  • New Patients — The count of patients seen for the first time in the period.

Who can see Analytics

  • Analytics requires the Analytics subscription and is available on practice accounts only.

  • Access is permission-gated: staff without the analytics permission won't see the module at all.

  • Individual tabs are permission-gated too. Some tabs need extra permissions — for example, the Hygiene tab requires hygiene-view permission, and Accounting requires an accounting permission. That's why two people at the same practice can open Analytics and see a different set of tabs.

If a teammate has a tab you don't, it's almost always a permissions difference — ask whoever manages your practice's user permissions.

For power users

  • The whole module's structure — its sections, tabs, and subtabs, plus the permission each one requires — comes from a single central navigation configuration. That's why the same access rules apply everywhere Analytics appears.

  • Access to the module as a whole is controlled by permissions and requires the Analytics subscription. The Analytics nav entry always shows up, but it resolves to a paywall or empty state when the subscription isn't active.

  • Individual tabs are gated the same way — Hygiene requires hygiene-view permission, Accounting requires an accounting permission, and each Dashboards and Leaderboards tab carries its own permission. You only ever see the tabs you're authorized for.

  • Analytics reads from data synced out of your PMS, not the PMS directly, so numbers reflect the last successful sync rather than this instant. See "Dates, filters & data freshness."

Common questions

I don't see a tab someone else has. Why? It's a permissions difference. Individual tabs (Hygiene, Accounting, and others) each require their own permission. Ask whoever manages user permissions at your practice to grant it.

Which section should I use for X? Use Overview for a fast pulse, Dashboards for the detailed story behind a metric, Goals and Leaderboards to set targets and drive the team, and Data Search to pull raw records. See "The Overview page & your Big 4."

Why don't the numbers match my PMS exactly? Analytics works off synced data and defined date ranges, so small differences from a live PMS report are normal. See "Dates, filters & data freshness."