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Subscriptions Schedule Totals Documentation

Menu Location: Reports > Subscriptions > Subscriptions Schedule Totals

Access Level: Manager and above

Last Updated: 2026-03-01

Overview

The Subscriptions Schedule Totals report provides a comprehensive breakdown of active subscriptions by delivery schedule (weekly, bi-weekly, monthly, etc.). This helps understand customer delivery preferences, optimize routing and capacity, and forecast recurring order volumes.

Primary Functions:

  • View subscription counts by delivery schedule
  • Understand delivery frequency distribution
  • Plan fulfillment capacity by schedule
  • Track schedule preference trends
  • Forecast recurring revenue by schedule
  • Optimize operational resources

Page Layout

Header Section

  • Report Title: "Subscriptions Schedule Totals"
  • Refresh Button: Recalculate current counts
  • Export Button: Download schedule data
  • As Of Date: Data snapshot timestamp

Summary Dashboard

  • Total Active Subscriptions: All active subscriptions
  • Most Common Schedule: Highest count schedule type
  • Weekly Recurring Orders: Orders per week
  • Monthly Recurring Revenue: Projected MRR

Schedule Breakdown Table

Schedule Type Subscription Count % of Total Avg Box Value Weekly Orders Monthly Revenue
Weekly 450 56% $48.50 450 $87,300
Bi-Weekly (Every Other Week) 240 30% $52.00 120 $24,960
Monthly 85 11% $65.00 21 $5,525
Custom (Every 3 Weeks) 25 3% $55.00 8 $1,375
Total 800 100% $51.25 599 $119,160

Trend Chart

  • Line Graph: Schedule counts over time
  • Shows: How schedule preferences change
  • Filters: Last 30, 90, 180 days, 1 year

Schedule Distribution Pie Chart

  • Visual: Percentage breakdown by schedule
  • Color-coded: Each schedule type
  • Hover: Exact counts and percentages

Understanding Schedule Types

Standard Schedules

Weekly:

  • Delivery every week
  • Most common schedule
  • Consistent weekly fulfillment
  • Highest frequency customers

Bi-Weekly (Every Other Week):

  • Delivery every 2 weeks
  • Second most common
  • Alternating week fulfillment
  • Good for smaller households

Monthly:

  • Delivery once per month
  • Less frequent commitment
  • Lower volume but higher box value
  • Trial customers, snowbirds

Custom Schedules

Every 3 Weeks:

  • Delivery every 21 days
  • Uncommon but available
  • Special customer needs

Every 4 Weeks:

  • Different from monthly (28 days vs. calendar month)
  • Precise 4-week cycle

Custom Intervals:

  • System may support other intervals
  • Based on customer needs
  • Tracked separately

Metrics Explained

Subscription Count

  • Definition: Number of active subscriptions on this schedule
  • Includes: Active and paused (if configured)
  • Excludes: Cancelled, expired, dead status

% of Total

  • Calculation: (Schedule Count ÷ Total Subscriptions) × 100
  • Purpose: Understand preference distribution
  • Benchmark: Weekly often 50-70%, Bi-weekly 20-35%, Monthly 5-15%

Avg Box Value

  • Calculation: Mean subscription price for this schedule
  • Insight: Higher values often on less frequent schedules
  • Use: Revenue forecasting

Weekly Orders

  • Calculation: How many orders per week from this schedule
  • Weekly: Count × 1
  • Bi-weekly: Count ÷ 2
  • Monthly: Count ÷ 4.33
  • Purpose: Fulfillment capacity planning

Monthly Revenue

  • Calculation: Projected monthly recurring revenue
  • Weekly: Count × Avg Value × 4.33
  • Bi-weekly: Count × Avg Value × 2.17
  • Monthly: Count × Avg Value
  • Purpose: Financial forecasting

Using the Report

Capacity Planning

Calculate Fulfillment Capacity Needed:

Example:

  • 450 weekly subscriptions = 450 orders/week
  • 240 bi-weekly subscriptions = 120 orders/week (average)
  • 85 monthly subscriptions = 21 orders/week (average)
  • Total average: 591 orders/week

Plan staffing:

  • 591 orders ÷ 20 orders per staff per day = ~30 staff needed
  • Adjust for peak/off weeks (bi-weekly rotation)

Revenue Forecasting

Monthly Recurring Revenue (MRR):

  • Sum of Monthly Revenue column
  • Example: $119,160 MRR
  • Annual projection: $119,160 × 12 = $1,429,920

Revenue by Schedule:

  • Weekly contributes: $87,300/month (73% of MRR)
  • Bi-weekly contributes: $24,960/month (21% of MRR)
  • Monthly contributes: $5,525/month (5% of MRR)

Strategic Insight:

  • Weekly customers are revenue core
  • Protect weekly retention rate
  • Consider incentives for weekly vs. less frequent

Route Planning

Week-by-Week Variability:

  • Every Week: 450 orders (weekly subscriptions)
  • Week 1 of bi-weekly cycle: +120 orders = 570 total
  • Week 2 of bi-weekly cycle: +0 orders = 450 total

Plan routes:

  • Alternating week capacity
  • More routes needed Week 1 vs. Week 2
  • Flex staffing for bi-weekly rotation

Common Use Cases

Use Case 1: Forecast Next Week's Orders

Goal: Predict order volume for upcoming week

Steps:

  1. View current report
  2. Note weekly subscriptions: 450 orders
  3. Determine bi-weekly week (Week 1 or 2 of cycle)
  4. If Week 1 (bi-weekly delivery week): +120 orders
  5. Add monthly (if first week of month): +85 orders
  6. Total forecast: 450 + 120 + 85 = 655 orders

Adjustments:

  • Account for paused subscriptions
  • Add one-time orders
  • Subtract expected cancellations

Result: Accurate order forecast for staffing

Use Case 2: Optimize Schedule Mix

Goal: Understand if schedule distribution is ideal

Steps:

  1. Review current breakdown:
    • 56% weekly
    • 30% bi-weekly
    • 11% monthly
  2. Consider operational efficiency:
    • Weekly = most consistent, easiest fulfillment
    • Bi-weekly = alternating weeks, more complex
    • Monthly = sporadic, harder to plan
  3. Calculate revenue per schedule
  4. Determine if encouraging weekly makes sense:
    • Weekly: Higher MRR
    • Better inventory planning
    • More consistent staffing
  5. Consider incentives:
    • "Switch to weekly, save 10%"
    • Feature weekly most prominently
  6. Monitor trend over time

Result: Shift more customers to operationally optimal schedule

Use Case 3: Calculate Staffing Requirements

Goal: Determine fulfillment team size needed

Steps:

  1. Total weekly orders average: 591
  2. Orders per staff per day: 20
  3. Orders per staff per week: 100
  4. Staff needed: 591 ÷ 100 = ~6 full-time staff
  5. Account for peaks:
    • Bi-weekly Week 1: 711 orders = ~7 staff
    • Bi-weekly Week 2: 471 orders = ~5 staff
  6. Hire 6 FT staff + 1 PT for bi-weekly peaks

Result: Right-sized fulfillment team

Goal: Understand if customers shifting to less frequent deliveries

Steps:

  1. View trend chart (last 180 days)
  2. Note changes in schedule counts:
    • Weekly: 500 → 450 (declining)
    • Bi-weekly: 200 → 240 (growing)
    • Monthly: 80 → 85 (stable)
  3. Investigate why shift happening:
    • Price sensitivity?
    • Too much food?
    • Seasonality?
  4. Survey customers
  5. Address root cause:
    • If price: Offer payment plans
    • If too much food: Smaller box options
    • If seasonality: Normal summer dip
  6. Monitor if trend reverses

Result: Proactive response to customer behavior

Use Case 5: Financial Forecasting

Goal: Project revenue for next quarter

Steps:

  1. Current MRR: $119,160
  2. Historical growth rate: 5% per month
  3. Projected MRR:
    • Month 1: $119,160
    • Month 2: $125,118 (5% growth)
    • Month 3: $131,374 (5% growth)
  4. Quarterly revenue projection: $375,652
  5. Account for seasonality:
    • Summer months: -10% adjustment
    • Holiday months: +15% adjustment
  6. Present forecast to leadership

Result: Data-driven financial planning

Export and Analysis

Export Options

CSV Export:

  • Schedule breakdown data
  • Subscription counts
  • Revenue figures
  • Import to Excel for deeper analysis

PDF Report:

  • Formatted summary report
  • Charts and graphs
  • Executive summary
  • Share with stakeholders

Advanced Analysis in Excel

After export:

  1. Create pivot tables
  2. Compare month-over-month
  3. Calculate trends
  4. Build custom charts
  5. Forecast models

Troubleshooting

Counts Don't Match Expected

Check:

  1. Are paused subscriptions included?
  2. Does "active" include certain statuses?
  3. When was data last refreshed?
  4. Timezone affecting date boundaries?

Solutions:

  1. Verify status filter settings
  2. Click "Refresh" to recalculate
  3. Check data timestamp
  4. Review status definitions

Revenue Projections Seem Wrong

Check:

  1. Are variable pricing subscriptions calculated correctly?
  2. Are discounts factored in?
  3. Is avg box value accurate?
  4. Are delivery fees included?

Solutions:

  1. Verify calculation methodology
  2. Check if discounts reduce avg value
  3. Recalculate with current pricing
  4. Clarify if fees included in revenue

Schedule Categories Missing

Check:

  1. Do you have customers on all schedule types?
  2. Are custom schedules grouped separately?
  3. Filter applied?

Solutions:

  1. Only schedules with subscriptions appear
  2. Check "Custom" category for non-standard schedules
  3. Clear filters to see all
  • Customers - Filter by subscription schedule
  • Future Demand - Forecast based on schedules
  • Box Count Breakdown Over Time - Subscription trends
  • Weekly Open to Closed Comparison - Fulfillment tracking
  • Orders - View actual orders by schedule

Best Practices

Regular Monitoring

  1. Weekly review - check for unexpected changes
  2. Monthly analysis - track trends
  3. Quarterly planning - adjust operations based on mix
  4. Annual forecast - long-term capacity planning

Strategic Applications

  1. Pricing strategy - incentivize optimal schedules
  2. Marketing focus - promote weekly for stability
  3. Operational efficiency - minimize bi-weekly complexity
  4. Capacity management - plan for schedule-driven peaks

Financial Management

  1. MRR tracking - monthly recurring revenue health
  2. Revenue per schedule - understand value by frequency
  3. Churn by schedule - retention rates differ by schedule
  4. Lifetime value - weekly often higher LTV

Things to Monitor

  1. Declining weekly % - may indicate price resistance
  2. Growing monthly % - customers reducing frequency (concern)
  3. Bi-weekly complexity - operational challenges
  4. Custom schedule requests - customer needs changing

Quick Reference Card

Task Action/Location
View current breakdown Schedule Breakdown Table
Check total subscriptions Summary Dashboard
Calculate weekly orders Weekly Orders column, sum
Forecast monthly revenue Monthly Revenue column, sum
See schedule trends Trend Chart
Export for analysis Export button > CSV
Refresh data Click Refresh button
Plan staffing Weekly Orders ÷ capacity per staff
Calculate MRR Sum Monthly Revenue column
Compare schedules % of Total column

FAQs

What's the difference between bi-weekly and monthly?

Bi-weekly: Every 2 weeks (26 deliveries/year), Monthly: Once per month (12 deliveries/year). Bi-weekly is more frequent.

Why would average box value differ by schedule?

Customers on less frequent schedules often order larger quantities (more food to last longer between deliveries), resulting in higher box values.

How do I calculate total orders for a specific week?

Weekly count + (Bi-weekly count ÷ 2, if bi-weekly delivery week) + (Monthly count, if first week of month).

Do paused subscriptions count?

Depends on report settings. Typically only active (unpaused) subscriptions are counted. Check filter settings.

How accurate is the monthly revenue projection?

Very accurate for recurring revenue. Doesn't include one-time orders or account for churn. Use as baseline, add one-time sales separately.

Can I see individual customers on each schedule?

This report is aggregate. To see specific customers, filter Customers page by subscription schedule.

Why is the bi-weekly count exactly double the weekly orders?

Bi-weekly customers deliver every other week, so on average, half are delivering any given week. Weekly Orders = Bi-weekly Count ÷ 2.

Should I encourage all customers to switch to weekly?

Operationally easier, but customers have different needs. Some can't consume weekly deliveries. Offer incentive but allow flexibility.

How does this help with inventory planning?

Weekly orders total tells you minimum inventory needed each week. Plan purchasing based on this recurring demand.

What if I want to add a new schedule option (e.g., every 10 days)?

Consult with administrator. New schedules require system configuration and may complicate operations.

Change Log

2026-03-01

  • Initial documentation created
  • All sections completed following template structure

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.