State Dashboards

What This Guide Covers

• What the State Dashboard is: central reporting hub for high level state‑wide stats and trends
• How to log in and get started
• Home Page layout: main features & Quick Search tool
• Athlete Activations & Growth: graphs & tables
• Centre Growth Reporting: Centre performance and growth data
• Retention & Churn: new vs returning members, churn rates by centre and age
• Standard Exports: download current season athlete reports
• Quick Search / User / Family / Athlete pages: view/edit profiles, history, results
• State ​Dashboard Billing Notes: How to View Athlete Data Used for Billing
• FAQs: common questions (e.g. password resets, editing family details etc)

❓What is the State Dashboard?

The State Dashboard is a centralised hub that provides a clear, real-time view of key data across all Centres in your state. It’s designed to help you easily monitor athlete numbers and access reports. 

With the Dashboard, you can:

• Track athlete growth and retention trends
• View detailed athlete and user information
• Edit family or user detail
• Perform password resets
• Generate standard athlete exports for reporting
• Gain visibility over state-wide statistics and insights

The Dashboard is a valuable tool for both strategic decision-making and day-to-day administrative support.

Key Note: Athlete numbers shown in the Dashboard are based on the latest sync from your registration platform.

Getting Started

Login

To access the Dashboard:

1. Navigate to the URL : https://dashboards.resultshq.com.au/Login 

2. Go to the system login page.

3. Enter your email address and password (Please use you ResultsHQ State Admin Login details and password). 

4. Click Login.

Home Page Overview

After logging in, you'll land on the Dashboard Home Page. Key features on this page include:

Main Feature Buttons

You will see four main buttons:

• Athlete Activations and Growth

• Centre Growth Reporting

• Retention and Churn Analysis

• Standard Exports

Each button includes a pink “!” icon. Click the icon to view a short description of the feature.

Quick Search

The Quick Search bar lets you find users and records quickly:

1. Type in a name.

2. Press Enter or click the Search button.

3. A pop-up will appear showing relevant results across:

   • Users

   • Families

   • Athletes

Click on the eye icon to view more details.

You can find more details in the  Feature: Quick Search  section further below. 

1st Tab "ACTIVE ATHLETES': Athlete Activations and Growth

This section includes several visual tools to track athlete trends over time:

Graphs and Charts

1. Season-to-Date Comparison by Month

• A bar graph displays the number of active athletes each month for the current season and the past three seasons.

• Hover over any bar to see exact totals and corresponding dates.

• Note: athlete numbers are determined by the latest sync from the registration platform. 

2. Cumulative Active Athlete Totals

• A graph showing how the number of active athletes accumulates month by month across four seasons (current + 3 previous).

• Hovering over the bars reveals the total counts for each point.

3. Gender Distribution Pie Chart

• Pie charts show the percentage of male and female active athletes for a selected season.

• Hover over each section to see exact numbers.

Tables

1. Monthly Active Athlete Registrations (4 Seasons)

• Displays monthly totals of active athletes across the current and previous three seasons.

• Month-to-Date (MTD): Total active athletes registered in each individual month.

• Season-to-Date (STD): Running total of athletes from the start of the season to that month.

  • Example: If March is selected, and the season commenced in January, then STD includes January, February, and March totals.

By default, the months are set to 12. However, if a centre extends beyond 12 months, the additional months will also be displayed. 

• A Grand Total column is available at the end for a quick summary.

   

• Please note: the numbers in this section may vary slightly to numbers in the "Centre" and "Churn" tabs due to this tables being confined to a specific start and end month vs the other tables representing complete season data.  

• If there is a slight discrepancy, it's largely due to Centres accidentally syncing prior to rolling over. 

• Slight discrepancies can also be triggered by the season in prior years spanning over 12 months. 

2. Current Season Summary (All Registrations)

• Shows MTD and STD totals for all registered athletes (active and inactive) across each month.

• Only data from the current season is displayed.

• This is what's used for billing purposes. 

Filters

Users can filter the data to tailor the dashboard to their needs.

Age Group Filter

You can select one age group at a time:

• Age 6–17 - Little Aths (default)

• Age 4–5 - Tiny Tots

• Age 18–99 - Senior Aths

• All - Includes all age groups

• Custom - you can use the slider to select a specific age group

Season Filter

• Select up to 4 seasons to compare data.

2nd Tab 'CENTRE': Centre Growth Reporting

Navigating to the Centre Page

1. From the Home Page, click on the “Centre Growth Reporting” tab.

2. This will take you to the Centre section.

Understanding the Layout

The page includes:

• One main table

• Note: the table is sorted by % growth for the latest season. 

• Please note: the numbers only include Centres that have completed their rollover, so early in the season some Centres may be missing from the data - this will be complete once ALL centres have rolled over.

1. Growth by Centre and Season Table: 

This table displays:

• Region

• Centre

• Total active athletes for the season

• Growth of the active athletes for the season

• % Growth 

This table gives a quick snapshot of active athletes for each centre throughout the current season and 2 prior seasons.

3rd Tab 'CHURN': Retention & Churn Analysis

Navigating to the Retention & Churn Analysis Page

1. From the Home Page, click on the “Churn” tab.

2. This will take you to the Retention & Churn Analysis section.

Understanding the Layout

The page includes:

• Three data tables

• One visual graph for Year-Over-Year (YOY) churn trends

• Note: All tables are sorted by highest churn% for the latest season. 

1. Member Summary Table (By Gender and Membership Type)

This table displays:

• Returning Members: The number of athletes who have returned from a previous season

• New Members: First-time registered athletes for that season

• Total Members: Combined total of returning and new athletes

• Data is broken down by gender (male and female) and season

This table gives a quick snapshot of member retention and growth trends over time.

2. Centre-Based Churn Table

This table provides churn insights for each Centre, including:

• Region Name

• Centre Name

• Returning Members (from that Centre)

• New Members (from that Centre)

• Total Members (combined returning and new)

• Churn Percentage

Data is shown for both the current and previous seasons.

Please note: the numbers only include Centres that have completed their rollover, so early in the season some Centres may be missing from the data - this will be complete once ALL centres have rolled over.
 

3. Age-Based Churn Table

This table shows:

• Returning Members by age group

• New Members by age group

• Total Members by age group

• Results are displayed for the current and previous seasons

This helps identify retention patterns and recruitment success by age bracket.

4. Churn Graph (Year-Over-Year by Age Group)

The graph presents:

• YOY churn percentage for each age group in the current season

• A red line indicating the average churn rate across all age groups for the season

This visual allows you to:

• Quickly spot which age groups have higher-than-average churn

• Understand where retention efforts may need improvement

• Churn Rate = % of athletes from the previous season who did not return in the current season.

4th Tab 'EXPORTS': Standard Exports

Navigating to the Exports Page

1. From the Home Page, click on the “Exports” tab.

Using the Exports Feature: 

All Athletes

• The All Athletes tab page allows you to download standardised reports showing monthly member counts for the current season.

• The numbers correspond with the "Total Athletes" numbers that are used for billing purposes. 

• These reports are provided in Excel format for easy access and offline analysis.

• Navigate to the relevant season and select the required month. 

• Use this tool when you need a quick, ready-to-download summary of athlete registrations across each month.

Counting Logic (2025/26 Season Onwards)

From the 2025/26 season onwards, athletes are counted only once in the Total Athletes table and exports, even if they are associated with more than one centre during the season. This ensures the Dashboard totals, exported totals, and state-level reporting all match.

• Each athlete is counted once and attributed to their first associated centre for the season.
• Prior seasons are unchanged — existing historical numbers remain as previously reported.

Transfers Sheet

When an athlete has been linked to more than one centre within the same season, the export includes a separate Transfers sheet alongside the main Athlete Details sheet.

• The Transfers sheet lists athletes with multiple centre associations for the selected month.
• The athlete will appear in the Athlete Details sheet under their first centre only — their other centre associations are shown in the Transfers sheet for visibility.
• The Transfers sheet is for reference only and does not affect the totals.

Trialist Inclusion

Trialist athletes are added to the Total Athletes count on the date their 3rd result is entered, not based on the meet date.

• This means a trialist will only appear in a given month's totals once 3 results have been entered for them within (or up to) that month.
• Edits made to results in a previous month — after that month's billing has been finalised — will not retroactively change the totals for the finalised month.
• This ensures finalised billing periods remain stable and that future-dated meets don't pull results forward or backward incorrectly.

Chargeable Nominations

• Exports are Coming Soon!

Chargeable Nominations

• Exports are Coming Soon! 

Feature: Quick Search

The Quick Search bar lets you find users and records quickly:

How to Use

• Type in a name.

• Press Enter or click the Search button.

• A pop-up will appear showing results across:

  • Users

  • Families

  • Athletes

Click the eye icon (👁️) next to each result to see more.

USER Section

• View personal details: name, email, phone, etc.

• See which Centres the user is linked to

• Send a password reset

• View action history

• Edit user info via the Edit button

FAMILY Section

• View and edit family details

• See all members within the family

• View each member’s Centre and personal data

• Click View for member profiles

• Edit member info via Edit

ATHLETE Section

• View and edit athlete records

Access:

• Member History – Displays any previous season registrations and competition history for the athlete.

• Season Bests – Shows the athlete's best performance per event type across the selected season range.

• Event Results – Lists all individual event results the athlete has participated in.

• Progression – Visualizes improvement or decline across events from the same category over time.

State ​Dashboard -  How to View Athlete Data Used for Billing

To view athlete data used for monthly billing, please follow these steps:

Step 1. Log into the Dashboards 

RHQ Dash - Dashboards 

Step 2. Access Active Athletes

• Go to the “Active Athletes” tab in your State Dashboard.

Step 3. Filter by Age Group

Choose the relevant age groups for your billing category:

• Little Athletics: Ages 6–17
• Senior Athletics: Ages 18–99

Alternatively, you can:

• Use the Custom Age Filter
• Select ages using the slider (e.g 6-99)

• Click “Go” to view the total for the selected ages

   

Step 4. Scroll to the Summary Table

Scroll down to the “Total Athletes” table.

• The Season to Date number (as at end of September) is used for this month’s billing
• The Month to Date numbers will be used for billing in subsequent months

ℹ️ Definitions (from the pink info icon):

• Active Athletes: Athletes activated via a season sync and still marked as active
• Total Athletes: All athletes activated during the season, regardless of current status

💰 Billing is based on Total Synced Athletes

This includes athletes who may have since become inactive due to:

• Refunds
• Transfers
• Expired trials
• Paused memberships
• Changes to history status

Step 5. Export Athlete Details

To view detailed athlete and centre information for billed athletes  (e.g. age groups, gender, etc.):

• Go to the “Exports” tab
• Select the relevant age group
• Choose the month you want to view and export the data

Note: Exports are available by month for the current season only.

Frequently Asked Questions (FAQ)

Q1: Why can’t I see athlete data before March?

A: The dashboard data starts from your state’s season rollover month. If your state’s rollover is in March, then March will be the first month of data.

Q2: Can I compare multiple seasons at once?

A: Yes, use the Season filter to select up to 4 seasons for comparison across most dashboards.

Q3: Can I edit user or athlete details directly from Quick Search?

A: Yes, click the eye icon, then select Edit on the user, family, or athlete profile.

Q4: Are exports only available for the current season?

A: Yes, the Exports tab provides reports only for the current season. 

Q5: What happens if a user forgets their password?

A: Use Quick Search, find the user under the USER section, click the eye icon, and click Send Password Reset.