How to monitor every client's health from one screen

When you coach several businesses, your scarcest resource is attention. Every client thinks they’re your priority, and in any given week, two or three of them actually are. The skill is spotting which ones before they call you.

Clarion’s All Companies view puts every company you’re in on one screen, with the signals that tell you where to look. This guide covers what those signals mean, what they don’t, and a weekly routine for using them.

Where to find it

Open the company switcher at the top of the sidebar and choose All Companies. The link appears when you’re an Owner or Admin of the company you’re currently in. You’ll see one card per company, a search box, and three totals across the top: how many companies are Healthy, Needs Attention and At Risk.

What each card shows

Each company card has:

• Health Score: a percentage with a coloured bar and a label. 80% and above is Healthy, 60 to 79% is Needs Attention, below 60% is At Risk.
• Milestones: how many are on track out of the total. Completed milestones count as on track.
• Metrics: how many are on target, out of the metrics that have a target and at least one recorded value. Each is judged on its latest value, and lower-is-better metrics count the right way round.
• Challenges: how many are open, with any escalated ones called out in red.
• Last Sync: when the company last finished a sync: Today, Yesterday, a number of days ago, or Never.

Open Dashboard switches you into that company and takes you to its dashboard.

How to read the health score

The score blends milestone status, metric status and escalated challenges. Milestones and metrics carry most of the weight, and each escalated challenge knocks points off, up to a cap. That makes it a good first filter, with two things to keep in mind.

An empty company scores well. A company with no milestones, no metrics and no escalated challenges scores 100%. A brand-new client, or one that has stopped using Clarion, can look Healthy. Check the totals on the card: “0/0 on track” means there’s nothing to measure, not that everything is fine.

The score points you somewhere; it isn’t the diagnosis. Before drawing conclusions about a client’s numbers, open its dashboard and read the scorecard itself: this week’s values, last week’s, and the trend. That’s where you see whether a metric is slipping.

Last Sync is the most honest signal

Of everything on the card, Last Sync tells you the most about whether a client is running its operating rhythm. It counts only syncs that were finished, not ones that were scheduled or started and abandoned.

A rough guide for a client on a weekly cadence:

• Today to 7 days: the rhythm is running.
• 8 to 14 days: a missed week. Worth a light check-in.
• More than 14 days, or Never: the habit has broken, or never formed. This is the client to call.

A client whose metrics look fine but who hasn’t met in three weeks is usually in more trouble than one with a red scorecard who meets every Monday. The second client is seeing their problems. The first may not be.

A weekly portfolio routine

Thirty minutes, the same time every week:

1. Scan the totals. Has anything moved from Healthy to Needs Attention since last week?
2. Sort out the stale ones. Search or scan for any Last Sync over 14 days, or Never. These go to the top of your list regardless of score.
3. Look at escalated challenges. An escalated challenge is a client explicitly asking for help with something their team can’t solve. Open the dashboard and read it.
4. Check the At Risk and Needs Attention cards. Open each one’s dashboard and spend two minutes on milestones and the scorecard. The dashboard routine in checking company health works here too.
5. Glance at the Healthy ones with low totals. Make sure they’re healthy because they’re working, not because they’re empty.
6. Decide your three. Which three clients get a call or a visit this week? Put it in your calendar now.

Turning signals into action

• Stale sync: offer to facilitate their next one. The fastest way to restart a habit is to run one meeting together.
• Milestones slipping: look at whether they were set well in the first place. Too many, or no definition of done, is a planning problem to fix at the next quarterly session. See running a client quarterly session.
• Escalated challenges piling up: the client’s leadership team may not be solving problems in its meeting. Sit in on the challenge step.
• Everything green, every week: ask whether the targets are still stretching.

Common mistakes

Trusting the score over the scorecard. Use the score to choose where to look, then look.

Ignoring Never. A company that has never completed a sync isn’t onboarded yet, however good its setup looks.

Spreading attention evenly. Five minutes with every client is less useful than an hour with the two who need it.

Checking it only when a client calls. The point is to see problems first. Make it a fixed weekly slot.

Not giving your team access. If colleagues share your client load, give them access to the same companies so they see the same view. See advisor access.