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{{PUBLIC_BRAND_NAME}} Operator Academy · Module 5

OPERATIONS & NUMBERS

Marketing gets the attention. Operations keeps the promise. This module is the weekly discipline that makes every Atlas review useful, every reorder on time, and every problem visible while it is still small. Nothing here takes more than 20 minutes a week - and skipping it is the single most common way partners go blind.

After this module you will be able to

  • Log the 6 weekly numbers in tools/partner-kpi-tracker.html every Monday and read the dashboard honestly
  • Compute and interpret the 3 conversion rates - and name which funnel stage is broken from the rates alone
  • Run the weeks-of-stock vs lead-time reorder rule and place portal reorders before the shelf goes empty
  • Keep order confirmations and invoices reconciled and filed without thinking about it
  • Build your day-30 and day-90 QBR prep block in one click and send it 48 hours ahead
  • Recognize the at-risk triggers from your 90-Day Success Program and raise your hand early
Est. 60 min Uses: tools/partner-kpi-tracker.html Uses: success-program/PARTNER_SUCCESS_PROGRAM_90DAY_MASTER.md Quiz: 8 questions
1

THE MONDAY RITUAL - YOUR WEEKLY KPI TRACKER

tools/partner-kpi-tracker.html · 6 numbers · one entry per week
Concept A business you do not measure weekly is a business you are guessing about. Atlas built you a single-file tracker - tools/partner-kpi-tracker.html in your partner build folder - that holds the exact 6 numbers your Atlas reviews run on. One entry per week, Monday-dated. The tracker lives entirely in your browser (localStorage): nothing transmits anywhere, and a CSV export is your backup. Log every Monday, even when the numbers are embarrassing. Especially then - Standing Rule 5 of your 90-Day Success Program says exactly that, because the log is what lets Atlas actually help you at every review.

The 6 metrics - know them cold

#MetricWhat counts
1Site leadsEvery new inbound contact this week - site form on {{DOMAIN}}, phone call to {{APPROVED_PHONE}}, walk-in - tagged with a source in your CRM (you set that hygiene up in Module 2's CRM work).
2Consults bookedConsults scheduled this week through {{BOOKING_ROUTE}} or by phone - counted when booked, not when held.
3Consults heldConsults that actually happened. The gap between booked and held is your no-show problem, and it has its own email sequence (Module 4).
4Consumer enrollmentsNew enrollments into your consumer program this week. This is the number the whole funnel exists to produce.
5Portal reorder $Your ordering-portal supplement reorders for the week - the repeat-purchase signal. The tracker's footer defines it the same way.
6New reviewsNew public reviews landed this week. You control the asks (the scripts are in your local SEO kit); this counts what landed.

Exactly how to run it

Open tools/partner-kpi-tracker.html from your partner build folder. Bookmark it. Put a recurring 15-minute Monday event on your calendar titled "Log the 6."
Press L (or click into the Log a Week form). Pick any day of the week you are logging - the tracker snaps it to that week's Monday automatically and warns you if the week is already logged (re-saving overwrites it).
Enter the 6 numbers from your CRM pipeline counts and portal order history. Use the Notes field for the two things the QBR will ask anyway: what died, what surprised you. One sentence is plenty.
Hit SAVE WEEK. The dashboard rebuilds itself: latest week vs the prior 4-week average, a 12-week sparkline per metric, and a delta arrow (up/down/flat - the tracker calls anything within about 3 percent flat, so tiny wiggles do not fake a trend).
Read the bottom strip: WHAT GOOD LOOKS LIKE shows starting benchmarks. They are deliberately marked as defaults your Atlas success manager tunes with you - read them as a conversation, not a verdict.
Press E (Export CSV) once a month and drop the file in your records folder. Import replaces everything, so export before you ever import.
Fix-it-later is a myth. The tracker lets you back-fill a missed week (pick any date in that week), but memory-based numbers are soft numbers. The whole value is the honest weekly stamp. If two Mondays in a row pass unlogged, that is itself an at-risk trigger - see Lesson 5.
Do this now Open tools/partner-kpi-tracker.html and log your most recent full week - even if some numbers are zero or you have to pull them from the CRM right now. Then create the recurring Monday calendar event. Two minutes. If you cannot produce one of the 6 numbers, that is a CRM hygiene gap: go back to your Module 2 pipeline setup and fix the source tagging before next Monday.
2

THE 3 CONVERSION RATES - READING THE FUNNEL

lead to booked · booked to held · held to enrolled
Concept Raw counts tell you how big the machine is. Conversion rates tell you where it leaks. Your tracker computes three of them automatically from the 6 numbers, over the last 4 logged weeks and for the latest week side by side. When something feels wrong in the business, the rates almost always name the stage before your gut does.
Lead -> booked = consults booked / site leads Booked -> held = consults held / consults booked Held -> enrolled = enrollments / consults held

What each rate is telling you

RateWhen it sags, the problem isWhere the fix lives
Lead -> bookedSpeed and follow-up. Leads are arriving but nobody converts interest into a calendar slot - usually the 15-minute response rule slipping, or {{BOOKING_ROUTE}} being broken or buried.Module 4 (leads and follow-up), the 15-minute standard from your 90-day program week 1, and a same-day live test of {{BOOKING_ROUTE}}.
Booked -> heldNo-shows. People book and evaporate.The no-show recovery emails in marketing/email-bank/consumer-email-bank.html, plus reminder habits at the desk.
Held -> enrolledThe offer conversation. People show up, hear you out, and do not enroll - a framing or courage problem, not a traffic problem.Your consumer-program presentation (Module 5 of the program materials) and the day-30 diagnosis in Lesson 5 below.

Exactly how to read them

Every Monday after saving the week, read the three conversion cards under the dashboard in tools/partner-kpi-tracker.html. Each shows the 4-week rate big, latest week small.
Compare latest week against the 4-week number. One bad week is noise. Two consecutive weeks below your 4-week average on the SAME rate is a signal - act on it.
Fix the LEFTMOST sagging rate first. A brilliant close rate cannot save you if nobody books; pouring leads in cannot save a broken offer conversation. Left to right, always.
Check the WHAT GOOD LOOKS LIKE strip for the starting benchmark on each rate, and raise mismatches with your Atlas success manager at the next review rather than silently redefining what counts.
Never buy traffic to outrun a conversion problem. More leads into a leaky funnel is the most expensive mistake in local marketing - your 90-day program's day-30 gate says the same thing in bold.
Small-number sanity: at low weekly volume, rates jump around wildly - 3 of 5 and 2 of 5 look dramatically different and mean nothing. That is why the tracker leads with the 4-week aggregate. Judge trends on the aggregate; use the single week only to catch something breaking suddenly (like a dead booking link).
Do this now With at least one week logged, write one sentence on paper: "My weakest rate is ___ and the first thing I will check is ___." Then actually check it - call {{APPROVED_PHONE}} as a stranger would, or submit a test booking through {{BOOKING_ROUTE}} on your phone. You are rehearsing the exact diagnostic loop you will run weekly for the life of the business.
3

INVENTORY, REORDERING & INVOICES

the weeks-of-stock vs lead-time rule · the partner portal · clean paper trail
Concept Standing Rule 6 of your 90-Day Success Program: an empty shelf is a paused business. Stockouts do not just cost the sale in front of you - they kill the momentum your marketing already paid for, and they break the reorder habit your customers were forming. The defense is one small weekly calculation, done the same Monday you log your KPIs, plus a reorder placed through the Atlas partner portal with lead time to spare.

The rule

weeks of stock = units on hand / average weekly units sold (last 4 weeks) REORDER WHEN: weeks of stock <= supplier lead time (in weeks) + safety buffer lead time: [CONFIG: portal lead time for your area, confirmed at onboarding] safety buffer: [CONFIG: buffer weeks - your Atlas success manager sets the starting value]

Read it plainly: the moment your remaining stock covers no more time than it takes a new order to arrive (plus buffer), you order. Not when the shelf looks thin. Not when you remember. The math decides, which is the entire point - your week 7-8 program milestone ("Reorder before you run out") is built on this rule, and the day-60 gate checks that your first reorder actually happened.

Exactly how to run the Monday inventory check

Right after logging KPIs, count (or pull from your system) units on hand per product.
Take average weekly units sold from your last 4 weeks of sales - your portal order history and CRM enrollments give you the run-rate. Divide: that is weeks of stock.
Compare against lead time + buffer. Above the line: note it and move on - the whole check is 5 minutes. At or below the line: place the reorder TODAY through the Atlas partner ordering portal (your reorder route from the ordering-system install - it is on your build's install sheet).
Save the order confirmation the portal gives you. Every confirmation gets filed - see the invoice discipline below.
Log the reorder dollars into metric 5 of your KPI tracker so your reviews see the repeat-purchase signal without extra work.

Clinic model physical shelf on site

  • You hold real inventory: count actual units weekly, same day, same person.
  • First-in-first-out on the shelf; check dating when you restock.
  • Front desk owns the count; the owner owns the reorder decision - put both names in your "who does what, when" page (program week 11).
  • A stockout is visible to walk-ins, so your buffer should respect how spiky your local demand is - tune it with your success manager.

Platform model fulfillment without a physical shelf

  • Your "shelf" is fulfillment capacity and any staged stock in the fulfillment path - the same weeks-of-stock math applies to whatever buffer sits between customer orders and replenishment.
  • Watch the portal's availability signals weekly even when you hold nothing physically; your customers still feel upstream gaps.
  • Run-rate comes entirely from portal order history - which makes the weekly export habit even more important.
  • Your build report states which model you are; if any of this does not match your setup, that is a question for your Atlas contact, not a guess.

Invoices - the 10-minute paper discipline

Boring, and worth it the first time anything needs untangling. The habit has four moves:

Capture. Every portal order produces a confirmation; every fulfilled order produces an invoice via [CONFIG: invoice delivery channel - confirmed at onboarding]. Both go into one folder per month (digital is fine: records/2026-07/ style).
Reconcile. When the invoice arrives, check it line by line against the saved confirmation: products, quantities, unit terms per your partner agreement. Mismatch: flag it to Atlas the same day, before paying.
Pay on terms. Payment timing follows your partner agreement - [CONFIG: payment terms per signed agreement]. Put the due date on the calendar the day the invoice arrives.
Summarize monthly. End of month, one line in your records: orders placed, invoice totals, any open flags. This line feeds straight into your day-90 review pack (program week 11 asks for reorder history assembled - this is how it is already assembled).
Never run the shelf to zero to "use up" stock before a review, and never over-order to look committed. Reviews reward accurate numbers, not flattering ones. The reorder rule is mechanical on purpose - let it be.
Do this now Do one full weeks-of-stock calculation with today's real numbers, on paper. Then create your records/ monthly folder and drop in every confirmation and invoice you have so far. If you do not know your lead time or buffer values, that is agenda item one for your next Atlas check-in - write it down now.
4

THE QBR RHYTHM - DAY 30 & DAY 90

what Atlas asks · one-click prep · 48 hours ahead
Concept Your reviews with Atlas are not report cards - they are working sessions where someone who has seen many partner launches looks at YOUR numbers and helps you decide the next move. The day-14 call unsticks your launch; the day-30 review inspects the funnel; the day-60 conversation separates slow from stalled; the day-90 review writes your next-90 plan with you. Your 90-Day Success Program (success-program/PARTNER_SUCCESS_PROGRAM_90DAY_MASTER.md) defines every gate. The reviews are only as good as the numbers you bring - and the tracker builds those in one click.

What Atlas asks at each review

ReviewWhat is on the table (straight from your 90-day program)
Day 14Site fully tested end to end - CRM clean, every lead tagged and worked inside 24 hours - GBP live and posting (clinic) - 3+ social posts up - the lead log exists with real numbers. If items are red, you say which ones: the call exists to unstick you, not to grade you.
Day 30First consumer-program sales on the books - welcome and no-show sequences live and tested - referral cards moving - 5 review asks made - funnel log current. Plus the honest funnel: leads, offers made, offers accepted.
Day 60Cadence running without heroics - all four email sequences live - FIRST REORDER PLACED - reviews accumulating - the 60-day funnel snapshot showing whether sales continued past the week-3 burst.
Day 90The full pack: program sales count, reorder history, review count, referral count, lead sources ranked, cost-per-lead if paid traffic is running - sent 48 hours BEFORE the review - and together you write the next-90 plan, one page, both parties holding a copy.

Exactly how to prep - the one-click block

Open tools/partner-kpi-tracker.html. In the QBR PREP BLOCK panel, click BUILD 30-DAY BLOCK (last 4 weeks - or just press Q) for the day-30 review, or BUILD 90-DAY BLOCK (last 12 weeks) for day-90.
The tracker assembles the 6 numbers, the 3 conversion rates, and a trend word per metric (rising / steady / falling - back half of the period vs front half), plus any weekly notes you logged. It copies the whole block to your clipboard automatically.
Before sending, fill in the two blanks the block leaves for you: What died? (the thing you tried that flatly did not work) and What surprised you? (the thing that worked better than expected). These two lines drive the best half of every review.
Paste into your review email to your Atlas contact and send it 48 hours before the call - program action 11.3 makes this explicit for day-90, and it is the right habit for every review.
For day-60 and day-90, attach the extras the program names: the funnel snapshot page (program action 7.4) and, at day-90, lead sources ranked and the reorder history line from your monthly records (Lesson 3).
Why the block reconciles: the tracker uses the SAME 6 numbers as the Atlas partner health scorecard, so your weekly log and Atlas's view total 1:1. No translation layer, no "my numbers vs your numbers" conversation - which is exactly what makes the reviews fast.
Do this now With 2+ weeks logged, press Q in the tracker and read the block it builds. Answer the two blanks out loud right now, even rough. Then open your calendar and place holds for your day-30, day-60, and day-90 reviews counted from your launch date, each with a reminder 3 days prior that says "build and send the QBR block."
5

WHEN TO RAISE YOUR HAND

at-risk triggers from the 90-day program · early beats polished
Concept The 90-Day Success Program has a sentence worth memorizing: being 5 days late and honest beats being "on track" and blind. Atlas has run this playbook with partners before you - the failure patterns are known, named, and fixable when caught early. Your job is not to hide a wobble until it becomes a stall; it is to recognize the trigger and bring it to your Atlas contact while it is still a two-week fix.

The trigger list - raise your hand when any of these is true

TriggerWhat it usually means (per your 90-day program)First move
Day-14 gate redA broken or slow lead-handling loop hiding under "we've been busy" - the most common day-14 failure.Stop adding new activity. Re-run the full site live-check (program action 1.1), re-commit to the 15-minute rule, clear the pipeline backlog in one sitting, and tell your Atlas contact exactly which items are red.
Leads but no bookingsDay-30 pattern (a)-adjacent: visibility is fine, follow-up or the booking path is not.Test {{BOOKING_ROUTE}} live today; audit response times against the 15-minute standard.
No leads at allDay-30 pattern (a): a visibility problem.Double the GBP and social cadence from your kits, verify the site's inquiry paths, bring the lead-flow numbers to your review.
Leads but no offers madeDay-30 pattern (b): a courage problem, and it is the owner's. The program's words, not ours.Offer the program to every qualified lead starting tomorrow, scripted, no exceptions, for a full week before judging anything.
Offers but no enrollmentsDay-30 pattern (c): a framing problem.Return to the kit's positioning - what the program supports and what is included BEFORE the price - and rehearse it once with your Atlas contact.
Week-3 burst, then silenceDay-60 "stalled": the cadence actions quietly stopped around week 5 - posts, sequences, or the reorder.Check honestly which pieces stopped and restart them. If cadence truly ran and two more honest weeks stay flat, that IS the day-60 conversation - bring the snapshot and sequence enrollment counts.
KPI log has gapsTwo unlogged Mondays. You are going blind, whatever else is true.Back-fill from the CRM today, then take WHY it stopped as the real finding.
Weeks-of-stock at the line with no order placedStanding Rule 6 about to break - a paused business in the making.Place the portal reorder today; if something blocks it, that is a same-day message to Atlas.
Any dead routeStanding Rule 1 broken: something public points at a page or number that fails.Pull or fix the pointing asset the same day; a broken link teaches your market to ignore you.

How to raise it - exactly

Do not wait for the next scheduled review. Message your Atlas contact the day the trigger fires.
Lead with numbers, not narrative: press Q in the tracker, paste the block, add one line naming the trigger from the table above.
Name what you already tried. "Trigger: leads but no bookings. Tested {{BOOKING_ROUTE}} - works. Response-time log attached - we are missing the 15-minute window on afternoons." That message gets you a useful answer in one round-trip.
Ask for the specific asset or fix, not general reassurance. Everything the program prescribes maps to a file that already exists in your build - the fix is usually "run this asset properly," not "build something new."
What is never on the table (the program's own day-90 language): quitting the cadence, skipping the review, or scaling spend to outrun a broken stage. The partners who win year one are rarely the ones who started fastest - they are the ones who kept the loop honest.
Do this now Save your Atlas contact's details where the whole team can find them, and read the trigger table once with whoever runs your front desk ({{SIGNATURE_NAME}} - this one is worth 10 minutes of a team huddle). Agree out loud: anyone on the team can call a trigger, and calling one is a good day's work, not an alarm.

OPERATIONS & NUMBERS - ONE-PAGE CHECKLIST

Every Monday (15-20 min)

Log the 6 numbers in tools/partner-kpi-tracker.html (press L) One-line note: what died / what surprised us Read the 3 conversion cards - 4-week vs latest Two weeks sagging on the same rate? Act on the leftmost one Weeks-of-stock check: on hand / weekly run-rate At or below lead time + buffer? Portal reorder placed TODAY Confirmation saved to this month's records folder

Every month

Export tracker CSV (press E) to the records folder Reconcile every invoice line-by-line vs its confirmation Invoice due dates on the calendar; paid on terms One summary line: orders, totals, open flags

Before every Atlas review

Build the QBR block (Q = 30-day, or 90-day button) Fill the two blanks: what died / what surprised you Attach funnel snapshot (day-60+) and reorder history (day-90) Send to your Atlas contact 48 hours before the call

Raise your hand same-day if

Any gate item is red at day 14 / 30 / 60 / 90 Leads but no bookings - or no leads at all Offers made but nobody enrolls Week-3 burst then silence (check what quietly stopped) Two Mondays unlogged in the KPI tracker Stock at the reorder line with no order placed Anything public points at a dead route

The standing rules (never expire)

Log weekly even when it is embarrassing - especially then Reorder ahead of run-rate - an empty shelf is a paused business 15-minute lead response during business hours Nothing points at a dead route - test every link the day it ships Program language stays clean: products and programs SUPPORT wellness goals
{{PUBLIC_BRAND_NAME}} · {{AREA_NAME}} · Operator Academy Module 5 · Sources: tools/partner-kpi-tracker.html, success-program/PARTNER_SUCCESS_PROGRAM_90DAY_MASTER.md. Post where the Monday ritual happens.

SELF-CHECK - 8 QUESTIONS

Score 75% or better to mark this module complete on your Academy Hub. Your best attempt is saved in this browser. The answer key appears after you submit.

1. What is the KPI tracker discipline?
Key: one Monday-dated entry per week, no exceptions. Standing Rule 5 of the 90-day program: log weekly even when it is embarrassing - especially then. Monthly back-fill produces soft numbers and blind weeks.
2. Which of these is NOT one of the 6 tracked metrics?
Key: the 6 are site leads, consults booked, consults held, consumer enrollments, portal reorder dollars, and new reviews. Raw traffic is not one of them - the tracker measures the funnel, not the noise.
3. Your Lead -> booked rate has sagged for two straight weeks while the other two rates hold. Where do you look first?
Key: Lead -> booked is the follow-up stage: response speed and the booking path. No-shows live at Booked -> held; the offer lives at Held -> enrolled. And you never buy traffic to outrun a conversion leak.
4. The reorder rule says place a portal reorder when...
Key: weeks-of-stock vs lead-time. When remaining stock covers no more time than a new order takes to arrive (plus buffer), you order that day. The math decides, not the eyeball - an empty shelf is a paused business.
5. Where does your KPI tracker data live, and what is the backup habit?
Key: all data lives in your browser's localStorage - nothing transmits. Press E monthly to export the CSV into your records folder. Import replaces everything, so always export before importing.
6. Correct QBR prep for a day-90 review:
Key: the tracker's BUILD 90-DAY BLOCK assembles the 6 numbers, 3 rates, and trend words and copies them to your clipboard. You add the two honest blanks, attach the day-90 pack, and send 48 hours ahead so the call is a working session, not a data hunt.
7. Your log shows plenty of consults held, but the program is barely being offered. Per the day-30 gate, this is...
Key: pattern (b) - leads but no offers made. The program's own words: a courage problem, and it is the owner's. Framing (pattern c) only becomes the question once offers are actually being made consistently.
8. Which of these should make you message your Atlas contact the SAME DAY, before the next scheduled review?
Key: a blocked reorder at the line threatens Standing Rule 6 - a paused business in the making - and is a same-day raise-your-hand trigger. One soft week is noise; judge trends on the 4-week aggregate. Lead with the numbers: press Q, paste the block, name the trigger.
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