Reports

What this page is for

What you see

• Open Occupancy: opens a separate page on how much your bookable facilities are used.
• The tabs:
  • Overview: revenue charts for Today, Week or Month, revenue by service, trainer use, class fill rates and staff performance.
  • Financial: money taken in a date range. Cards for Total Revenue (with the figure after refunds under it), Booking Revenue, Shop sales, Memberships, Invoices paid and Refunds. Then Revenue Over Time, By Service Type and By payment method.
  • Utilization: how full things were in a date range. Average use of classes, facilities and trainers, then a table for Classes, Facilities or Trainers.
  • Commissions: what each staff member earned in a month.
  • Clients: clients with their last booking, number of bookings, total spent and whether they have a membership.
  • Retention: active members, members lost, the retention rate, at-risk members, and new, cancelled and expired memberships month by month, with the list of clients who left.
  • Payments: every payment in a date range, by method and status.
  • Facilities: use of bookable facilities, with the busiest days and hours.
• Most tabs have Export CSV to download what is on screen.

How to run a report for a date range

1. Open Financial, Utilization, Payments or Facilities.
2. Pick the From and To dates.
3. On Financial, choose how to Group by: day, week or month. On Payments, you can also pick a Method and a Status.
4. Click Apply.
5. Click Export CSV to download it.

How to see a month's commissions

1. Open Commissions.
2. Use the arrows to move between months. You can't go past the current month.
3. Read each person's sessions, booking revenue, till revenue, rate and Payout. Total Payout is at the bottom.
4. Click Refresh to load the latest figures.
5. To change a rule, click Manage rules. It opens Commission Rules.

How to filter the client reports

1. On Clients, click All, Never booked, Inactive 30+ days, No membership or Top Spenders.
2. On Retention, choose a Period of 3, 6 or 12 months, then click Refresh.

How to use the Occupancy page

1. Click Open Occupancy.
2. Pick the From and To dates. Narrow by Category if you like, and by Location or Floor when your facilities have them.
3. Read the use By facility (the least used are at the bottom), By location / floor, By team zone (only when team zones exist), By day of week and By hour of day.
4. Click Export CSV to download all these tables. Reports at the top takes you back.

Good to know

• Total Revenue is bookings paid, till sales, memberships sold and invoices paid, from the money taken in the range. Refunds are shown on their own and taken off for the figure "after refunds".
• Payment methods come from the payments themselves, so they add up to the total.
• Commission payout is exactly what the commission ledger records: per sale, on the price before VAT, less refunds. A line under someone's payout may show money "waiting for the monthly minimum": it is not owed until their sales that month reach the rule's minimum.
• Credits: a class paid with membership credits brings in no money, but it still counts for the trainer's commission. It shows as "+ … in credits" under booking revenue.
• Total spent on the Clients tab is worked out the same way as on a client's own page.
• All dates and times follow your gym's time zone.
• Who can see what: you need permission to view reports to open this page. The Financial, Commissions and Payments tabs also need permission to view finance. Manage rules shows only to people who may manage finance.
• Your plan: most reports are part of your subscription plan. If your plan doesn't include reports, they won't load.

Common questions

Someone's commission says "waiting for the monthly minimum". What does it mean?
Their rule has a monthly minimum that their sales haven't reached yet. If the month reaches it, the money becomes owed.

Why can't I see the Financial tab?
It needs permission to view finance. Ask the owner.

Is VAT included?
Commission is always worked out before VAT. Revenue shows the money taken.