How is each number in Reports calculated?

Revenue, attendance, new members and retention over a period you choose, plus why these figures differ from the dashboard.

The short answer

Revenue, attendance, new members and retention over a period you choose, plus why these figures differ from the dashboard.

On this page6

Who can open Reports Pick a period, everything follows it What the four tiles count Revenue by membership and by discipline Retention and average revenue Two exports that match the screen

Who can open Reports

Reports appears in the menu for Owner and Admin only. A coach or a front desk account does not see it, and a non-manager who reaches the page anyway is sent back to the dashboard.

Granting the Gym settings capability to another role does not make Reports appear. That is the one capability people expect to unlock it, and it does not.

Pick a period, everything follows it

Four choices at the top: This month, Last 30 days, This year, All time. This month starts on the first of the current month, This year on the first of January. Every tile, bar and export below follows that choice.

What the four tiles count

Revenue adds up the payments dated inside the period. New members counts members who joined inside the period and are not archived. Attendance counts bookings marked attended inside the period.

Active members is not a period figure. It counts everybody whose status is active right now, archived members excluded, whatever period you picked.

Two things make this revenue differ from the dashboard. Refunds are left out here rather than subtracted, so a refunded payment simply does not appear. And payments still marked pending or overdue are counted. The dashboard only counts payments marked paid and subtracts refunds. If the two screens disagree, this is why.

Revenue by membership and by discipline

The two bar charts split the same revenue by the member's plan and by the member's discipline. Eight lines at most, biggest first. A payment that is not attached to any member appears under Unassigned.

The split uses the member's plan and discipline as they are TODAY, not what they were when the money came in. A member who moved from a drop-in pass to a monthly subscription has their old payments counted under the subscription. Read these charts as a rough split, not as accounting.

Retention and average revenue

Retention is one hundred minus the churn. Churn counts memberships that expired or were cancelled with an expiry date inside the period, over that number plus your active members. It is an approximation based on member statuses, not a per-contract calculation.

Average revenue per member divides the revenue of the period by your current number of active members. On a short period the number looks small, because the divider does not shrink with it.

The Retention card only shows on a plan that includes reports. The revenue, attendance and member figures above stay visible.

Two exports that match the screen

The two buttons at the top right download exactly the period you are looking at. Payments gives date, member, amount, method and type. Attendance gives date, member and class.

The period is written into the file name, next to today's date, so two exports never look alike.

The class column of the Attendance export contains the internal identifier of the class, not its name. The file is unreadable as it stands for an accountant, and there is no setting that changes it. Use the Attendance export on the Members page when you need the class name.

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Keep reading

How do I refund someone, and how do I read the Unpaid figures?Giving money back, the difference between Unpaid and outstanding balance, and deleting a payment line.How do I export my data, schedule a backup, or recover something I deleted?The Activity tab holds the log of what your team did, the CSV and full backup exports, and the trash where deleted records wait.How do I see what the shop actually makes?Profit and loss, restocking at cost, expenses, suppliers and the sales export.