CEO Dashboard

The Institute for Arts Integration and STEAM

CEO Dashboard — The Institute for Arts Integration and STEAM

Weekly leadership standup · Built for live decisions · Fetching live data…
Susan · Founder Sally · CEO Kevin · CGO / Sales

Hero metrics — live

Connected: Stripe · ActiveCampaign · Airtable · Google Drive · QuickBooks

MRR Accelerator Airtable · individuals

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Current Member List · Monthly + Annual/12
Includes Stripe, PayPal, and school-paid individual subscriptions. Group licenses tracked separately.

ARR projected

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MRR × 12
Annualized run-rate based on current individual MRR.

Cash on hand net bank + Stripe pending

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Net bank position + Stripe settling
Primary view is editable Account Balances on Finance tab. QB-tracked cash has a ~1-day reconciliation lag (T-1).

Active subscriptions Accelerator Airtable

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individuals in Current Member List
Retention is the core lever. Group licenses shown separately below.

Email list size ActiveCampaign

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General Updates master list
Benchmark: EDU 28–43% open · list health trending strong

30-day blended ROAS Sales from Source

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FB + Google spend vs ad+email revenue
Benchmark: edu paid 3–5x · watch MTD vs 30-day

Recent open rate last campaign

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from ActiveCampaign
Benchmark: 28–43% is healthy for EDU

Conference registrations Airtable 2026

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2026 Conference base
Needs daily registration pacing vs last year.

Group MRR Accelerator school groups

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Large + Small Accelerator Groups
Contract Total $ ÷ 12. Cancelled groups excluded.

School licenses Airtable Accelerator

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active Large + Small groups
Schools paying on multi-year licenses.

Annual revenue pace projection

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Indiv MRR × 12 + Group MRR × 12 + 30-day ad rev × 12
Rough directional; refine as data sources stabilize.

What leadership should watch this week

Revenue focus

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Ad spend vs revenue, MRR delta, cash runway.

Program focus

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Accelerator renewals, school license touchpoints.

Conference focus

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Registration pacing vs 2025 curve, sponsor pipeline.

Finance — at-a-glance

Period loading…
1

How much do we have in the bank right now?

click any tile below to type a value · values persist across refreshes

Capital One operating cash

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click to edit · auto-saves
business checking

Chase credit card

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click to edit · auto-saves
current balance owed

AmEx credit card

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click to edit · auto-saves
current balance owed
Cash in the bank — right now
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Capital One: — + Stripe pending (2–7d): — enter Capital One balance above to see the total
Credit card balances (Chase, AmEx) are tracked above but don't auto-net against cash-on-hand.
2

Money coming in — next 7 & 30 days

Stripe settles in 2–7 days · AR = invoiced and expected
↓ Next 2–7 days

Money coming IN

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click to override
Stripe pending across Institute + ThriveCart
Most certain near-term inflow. Settles automatically into Capital One.
↓ Next 30 days

Money coming IN

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click to override
Stripe pending + total outstanding AR
Invoiced revenue expected to collect. Doesn't include new MRR renewals not yet processed.
3

Money going out — next 7 & 30 days

Budgeted expenses sheet (through Dec 2026) · projected recurring pattern beyond
↑ Next 2–7 days

Money going OUT

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scheduled withdrawals in next 7 days
Sum of budgeted expenses dated within the next week. Click the drill-down below to see line items.
↑ Next 30 days

Money going OUT

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scheduled withdrawals in next 30 days
Sum of budgeted expenses in the next month. After Dec 31, 2026 the model projects recurring items forward.
📅 Budgeted expense line items — next 30 days loading…
DateExpenseAmountDays out
Loading budgeted expenses sheet…
Source: Budgeted Expenses 2026 April - Dec Google Sheet. Includes payroll, loans, CCs, subs, healthcare, speakers, taxes.

➕ Add an unexpected expense

Use this for ad-hoc or unbudgeted expenses. Saved to your browser and included in OUT totals + cash forecasts.

DateDescriptionAmount
No unexpected expenses added yet.
4

When could cash get low — next 30 days?

Inflows: subs + AR + quote pipeline (35/50% weighted) + group renewals (50%) + manual contracts + seasonal baseline · Outflows: budgeted expenses
⚠ LOWEST PROJECTED

Lowest balance ahead

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needs bank balance
The day the projected running balance bottoms out over the next 30 days.
📅 30-DAY END

Projected balance in 30 days

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starting cash + inflows − outflows
Rolling daily projection using subscriptions' renewal dates, invoice AR (17-day collection), 24-mo seasonal income baseline, and the budgeted expense sheet.
Σ NET FLOW

Net flow — next 30 days

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IN − OUT
Positive = building cash · Negative = burning cash
📋 Predicted inflows — quote pipeline, renewals, and manual contracts loading…

➕ Add a manual contract

Use this for known-but-not-yet-quoted contracts. Saved to your browser — 100% probability weight (you're certain it's coming).

ExpectedDescriptionAmount
No manual contracts yet. Add one above.

All predicted inflows — ranked by date

Sources: Master Quotes (2026 views) · Active Groups (2026 end dates) · Manual
ExpectedSourceFace valueProbabilityWeighted
Loading Airtable pipeline…
Quote pipeline: Accelerator Groups 35% · Singles/Conference/Certification 50%. Renewals (Active Groups ending 2026): 50%. Manual: 100%. Payment date = quote expiration + 20 days, or July 31, 2026 if Invoice # = "Incoming". Filters out Timed Out / Did not Commit / Yes w/ Invoice / already-invoiced items.
5

How is this year going vs last year?

loading…

YTD Income 2026

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all income accounts
— vs 2025 YTD · —

YTD Expenses 2026

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total operating
— vs 2025 YTD · —

YTD Net Income 2026

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Net margin: —
— vs 2025 YTD · —

Drill-downs — click to expand

All the detailed data is still here, hidden by default.
💳 Stripe balance & MRR detail Stripe pending · QB cash · MRR

QB-tracked cash Capital One via QB

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ending cash balance (QB)

Stripe pending Institute + ThriveCart

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settling in next 2–7 days

MRR Airtable

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individual Accelerator subs
📋 Accounts Receivable — invoice detail & aging sortable table · aging buckets · 30-day sent vs paid

AR aging

Source: QB Invoices Sync Google Sheet · Zap event-driven

Total outstanding

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loading…

Current not yet due

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—

1–30 days overdue

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—

31–60 days overdue

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—

60+ days overdue risk

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—

Sent — last 30 days

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—

Paid — last 30 days

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—

Invoices — sortable

Click a column header to sort. Unpaid floats above paid.
Invoice #CustomerSentDueAmountBalanceStatusAge
Loading from QB Invoices Sync sheet…
Dedupe by invoice number; most recent synced_at wins.
📊 P&L drill-down — monthly chart & account mix 2026 vs 2025 overlay · income/expense breakdown

Monthly P&L — 2026 vs 2025 overlay

2026 income / expenses / net (solid) vs 2025 (dashed). Source: QuickBooks.

Accelerator subscription mix

Monthly vs annual individual members vs group-license MRR (normalized).

Income mix — YTD

AccountYTD 2026% of income
Loading from QuickBooks…

Top expenses — YTD

AccountYTD 2026% of expenses
Loading from QuickBooks…
Advertising per QB is interim; true ad spend is in the Sales from Source sheet.
💸 Cash flow statement (QuickBooks) YTD operating · financing · net change

Operating activities

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net cash from operations

Financing activities

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loan principal paydown

Net cash change

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beginning → ending cash

Accelerator

Source of truth: Airtable Current Member List + Active Accelerator Groups

Individual members

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Current Member List (Stripe + PayPal + school-paid)

School groups

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Active Large + Small Accelerator Groups

Avg group size

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across active groups

Avg individual value — monthly

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monthly plan average charge

Avg individual value — annual

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annual plan average charge

Avg school group value

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average contract total

Member mix

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monthly · annual · school group

School groups — renewals within 90 days

Active groups with upcoming renewal dates
SchoolPlanContract valueRenewal dateDays out
Loading…
Showing active Large + Small Accelerator Groups with renewal dates in the next 90 days.

Individual Certification

Source: Arts Integration Certification Hub — Full Record View

Total accepted enrolled applicants

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all candidates in full record

Active candidates

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completion date after today

Timed out

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past completion date, no certificate

Total alumni

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certified · link or date on file

School Certification

Source: School Certification Hub

Active school candidates

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Enrollments with status "Contract Received"

Interested schools

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View eligibility quiz results →

Active school certification candidates

Enrollments tab — status: Contract Received
SchoolPrincipalLeadDate startedCompletion due
Loading from School Certification Hub…

Conference 2026 — Revenue & Registrations

Sources: ActiveCampaign list · Airtable · Stripe · QuickBooks

Total registrations

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AC list: 2026 National Conference Attendees

Individual vs Group

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click to edit counts below
Indiv: 265
Group: 176

Avg ticket value

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total revenue ÷ registrations

Speakers confirmed

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presenters in the base

On-Demand registrations

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click to edit
AC tag: 2026 Conference On-Demand · on sale June

Conference revenue manual

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click to edit · enter ThriveCart + QB total
registration + group revenue from ThriveCart & QB

Sponsor total revenue

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avg per sponsor · from Airtable

Total conference revenue

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manual revenue + sponsors

Total conference expenses

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Budget tab · estimate + actual · excl. advertising
Σ NET PROFIT

Conference net P&L

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revenue − expenses
📊 BREAK-EVEN

Break-even registrations

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expenses ÷ avg ticket
🎯 REGS NEEDED

Registrations still needed

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to break even after sponsors

Registration pacing — 2026 vs 2025

2025 data from CSV (625 regs, $988k revenue) · 2026 from AC list
💰 Conference expenses — from Airtable Budget loading…
ExpenseCategoryEstimateActualStatus
Loading from 2026 Conference base…

➕ Add a manual conference expense

For expenses not yet in Airtable. Saved to browser and included in totals.

DescriptionCategoryAmount
No manual conference expenses yet.
📊 2025 vs 2026 comparison benchmarks · pacing · insights

2025 final registrations

625
270 unique paid · 251 group dupes · 104 comp

2025 total revenue

$241.7k
avg $895/paid (270 unique) · $387/all regs

2025 pacing at this point

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regs by this date in 2025

Key 2025 insights

Peak registration month was Nov (76 regs, $25.9k deduped — early bird/group push), then steady climb Feb–Jun. After deduplicating group payments (same person + same amount counted once), 270 unique paid registrations generated $241.7k. 104 registrations were comped. Offline/invoice payments (189 of 625) were primarily group purchases. Average unique paid ticket: $895.

Marketing — ActiveCampaign + Sales from Source

Total contacts

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all active AC contacts

General Updates list

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your core audience

Monthly Newsletter list

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second-tier engagement

Recent campaign open rate

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latest completed campaign

Recent campaigns — last 10 completed

CampaignSentSent toUnique opensOpen rate
Loading from ActiveCampaign…
EDU benchmark: 28–43% unique open rate is healthy.

Sales from Source — daily performance

Open sheet

Ad spend (MTD)

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Total Ad $ Spent across all days

Total revenue in (MTD)

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TOTAL IN column

Blended ROAS (MTD)

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total revenue ÷ ad spend

Net delta (MTD)

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sum of daily deltas
📅 MONTH OVER MONTH

vs prior month

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revenue trend
📊 QUARTER OVER QUARTER

vs prior quarter

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revenue trend
📈 YEAR OVER YEAR

vs prior year

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revenue trend

Revenue by product line (MTD)

ProductRecurring $Email revFB ads revAd spendTotal inDeltaROAS
Loading…

Daily performance

Daily TOTAL IN (green) vs Ad Spend (red) from the Sales from Source sheet.
DayAd spendEmail revFB ads revTotal inDeltaROAS
Loading Sales from Source sheet…
Source: Sales from Source Google Sheet. Each row = TOTAL DAY summary. Ad spend = Total Ad $ Spent column. ROAS = Total In ÷ Ad Spend.

Forecasts — Revenue Projections

Based on live data from all tabs

30-day revenue projection

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MRR + Group MRR + ad revenue run rate

60-day projection

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2× monthly run rate

90-day projection

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quarterly run rate

Revenue by source — projected annual

Accelerator individuals

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individual MRR × 12

Accelerator groups

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group MRR × 12

Ad-driven revenue

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MTD run rate × 12

Conference (projected)

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based on current registrations

Pipeline (weighted)

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open quotes × probability

Total projected annual revenue

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all sources combined

Projected annual profit

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revenue − projected expenses

12-month cash projection — Capital One

Starts at Capital One · uses quote pipeline, renewals, manual contracts, budgeted expenses, seasonality
⚠ LOWEST PROJECTED

Lowest balance in next 12 mo

—
needs Capital One balance
📅 12-MONTH END

Projected balance in 12 mo

—
starting cash + inflows − outflows
Σ NET FLOW

Net flow — 12 months

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IN − OUT

MRR forecast — next 12 months

Flat-line projection of current combined MRR (Individual + Group).

Key assumptions & benchmarks

EDU email open rate

28–43%
Campaign Monitor 2025 edu benchmark

Blended paid ROAS (edu)

3–5x
healthy range for digital edu

Membership annual churn

20–40%
SaaS/edu blended