The budget and costs dashboard provides a cross‑activity view of prices, budgets, and costs for both events and learning journeys. Use it to monitor annual team budgets, track incurred and future costs, and drill down into the activities contributing to spend.
Who can use this feature?
Available for users with role Owner.
Learn more about roles and permissions here.Available on All Plans
Available on Desktop
Note: Dashboard data refreshes nightly. A badge next to the dashboard title indicates when data was last updated.
Accessing the dashboard
Open Analytics in the main navigation.
Click Budget and costs.
Using filters
Use filters at the top to tailor the scope of analysis:
Learning activity type: Switch between Events and Journeys, or analyze both.
Date: Filters by the start date of the learning activity (event or journey).
Team: Limit analysis to one or more teams.
User role: Include only users with specific roles in the analysis.
Understanding the KPIs
The overview section displays six KPIs. All values respect the current filters.
Budget: Sum of the annual budgets defined for the teams in scope.
Remaining budget forecast: Budget minus all cost categories within the current filters. This value can be negative.
Incurred costs (attended): Costs for trainings where attendance is confirmed. For journeys, attendance is assumed for all registered users.
Incurred costs (no attendance): Costs from active registrations without attendance (no‑shows). For journeys, this is always 0.
Booked future costs: Costs for booked but not yet started training.
Requested costs: Costs requested but not yet approved. Currently only applies to events; journeys will list requested costs when approval flows are available.
Please note:
Budget KPIs are shown only when at least one team has an annual budget set.
Journeys do not have explicit attendance confirmation. Incurred costs without attendance remain 0 for journeys.
Requested costs currently apply to events. When approval flows for journeys are introduced, requested costs will be shown for journeys as well.
Costs by category and remaining budget forecast
Below the KPIs, a bar chart splits costs by category and, if available, shows the remaining budget forecast for the selected scope.
Categories include: Incurred costs (attended), Incurred costs (no attendance), Booked future costs, and Requested costs.
The Remaining budget segment appears only when at least one team has set an annual budget.
Costs by category and date
Use the stacked bar chart to analyze how each cost category evolves over time. Data is aggregated by the learning activity start date. Change the time grouping using the Learning activity start date aggregator (e.g. to Week, Month, or Quarter, etc.
Details: Learning activities with costs
The Details section lists all learning activities contributing costs. Use this table to review individual entries and open their pages. The table contains the following columns:
Title: Learning activity title.
Start: Start date and of the activity.
End: End date and time of the activity.
Learning activity type: Event or Journey.
Status: Activity status (for example, Completed).
Total costs (€): Total costs for the learning activity. For journeys, total costs exclude costs of events contained within the journey.
Price per registration (€): Cost per user registration.
Incurred costs (attended) (€): Costs with attendance confirmed.
Incurred costs (no attendance) (€): Costs from active registrations without attendance (always 0 for journeys).
Booked future costs (€): Costs for booked but not yet started training.
Requested costs (€): Costs requested but not yet approved (events only).
Link: Opens the learning activity’s detail page.
