Advanced Reporting
Generate detailed reports, create custom dashboards, schedule automated reports, and export data for in-depth business analysis.
Overview
The reporting system provides comprehensive insights into every aspect of your gym operations. From financial performance to member behavior, create the reports you need to make data-driven decisions.
Pre-Built Reports
Ready-to-use reports for common metrics
Custom Reports
Build your own reports with any metrics
Scheduled Reports
Automated reports delivered to your inbox
Report Categories
Financial Reports
- Revenue summary (by period)
- Revenue by membership type
- Revenue by payment method
- Daily/weekly cash-up report
- Deferred revenue tracking
- Outstanding payments
- Failed payment analysis
- Refund report
- Tax summary (VAT)
- Profit & loss by service
Membership Reports
- Active member count
- New signups (by period)
- Cancellations & reasons
- Churn rate analysis
- Member lifetime value
- Membership type breakdown
- Contract expirations
- Upgrade/downgrade trends
- Member demographics
- Referral source analysis
Attendance & Engagement
- Daily attendance trends
- Peak hours analysis
- Class attendance rates
- No-show tracking
- Member visit frequency
- Inactive member alerts
- At-risk member list
- App engagement metrics
- Class popularity ranking
- Instructor performance
Operational Reports
- Staff hours & payroll
- Class utilization
- Room/resource usage
- Equipment maintenance log
- Inventory levels
- Lead conversion funnel
- Marketing campaign ROI
- Referral program performance
- Staff activity log
- Support ticket summary
Building Custom Reports
Start Report Builder
Navigate to Reports → Create Report and select "Custom Report" or start from a template.
Choose Data Source
Select the primary data you want to report on:
- Members
- Payments/Transactions
- Classes/Bookings
- Check-ins
- Products/Sales
- Staff
Select Columns
Choose which fields to include in your report:
- Drag and drop fields from the available list
- Rename columns for clarity
- Add calculated fields (formulas)
- Set column order
Apply Filters
Narrow down the data:
- Date range (fixed or relative, e.g., "Last 30 days")
- Membership type
- Location
- Status (active, cancelled, etc.)
- Custom field values
Configure Grouping & Sorting
- Group by: Location, membership type, month, etc.
- Sort by: Any column, ascending or descending
- Subtotals: Add summary rows for groups
Add Visualizations
Optionally add charts:
- Bar charts
- Line graphs (trends)
- Pie charts
- Tables with conditional formatting
Save & Share
- Save as personal or shared report
- Set permissions (who can view/edit)
- Add to dashboard
- Schedule for automatic delivery
Scheduled Reports
Automate report generation and delivery to keep stakeholders informed.
Schedule Options
• Daily: Morning summary, previous day stats
• Weekly: Monday morning with week recap
• Monthly: End of month summary
• Custom: Any day/time combination
Delivery Options
• Email (PDF or Excel attachment)
• Slack channel
• Google Drive / Dropbox
• SFTP for external systems
Example: Daily Owner Report
Schedule: Daily at 8:00 AM
Recipients: owner@gym.com, gm@gym.com
Content:
- Yesterday's revenue vs same day last week
- New signups and cancellations
- Class attendance summary
- Outstanding payments due today
- Staff scheduled for today
KPI Dashboards
Create visual dashboards to monitor key performance indicators at a glance.
847
Active Members
+12 vs last month
£42.5k
Monthly Revenue
+8% vs last month
4.2%
Churn Rate
+0.3% vs last month
68%
Class Utilization
+5% vs last month
Pin your most important KPIs to the dashboard home screen for quick daily review. Each user can customize their own dashboard view.
Data Export
Export Formats
• Excel (.xlsx): Full formatting and formulas
• CSV: Simple format for any system
• PDF: Formatted for printing/sharing
• JSON: For developers/integrations
Bulk Data Export
Export complete datasets for:
- Member database
- Transaction history
- Booking records
- Class schedules
Bulk exports may contain personal data. Ensure you handle exports according to GDPR requirements and your privacy policy.
Reporting Integrations
Accounting Software
Sync financial data with your accounting system:
Business Intelligence
Connect to BI tools for advanced analytics:
API Access
Build custom integrations with our reporting API. Access any data programmatically with proper authentication and rate limits.
Reporting Best Practices
Do
- ✓ Review key metrics daily
- ✓ Compare to previous periods
- ✓ Set up alerts for anomalies
- ✓ Share reports with stakeholders
- ✓ Act on insights quickly
- ✓ Keep reports simple and focused
Don't
- ✗ Create too many reports (focus on key ones)
- ✗ Ignore negative trends
- ✗ Share sensitive data without purpose
- ✗ Rely on outdated reports
- ✗ Overlook data quality issues
- ✗ Make decisions on incomplete data
Frequently Asked Questions
How far back does historical data go?
Data is retained indefinitely. You can run reports for any time period since your account was created.
Can I share reports with non-users?
Yes, create shareable links for specific reports. Set expiry dates and password protection for security. Links can be revoked at any time.
Why do my numbers differ from my accountant's?
Check date ranges, timezone settings, and whether you're comparing cash vs accrual accounting. Our reports show when payments are recorded, which may differ from when they clear in your bank.
Can I get real-time data?
Dashboard KPIs update in near real-time. Full reports may have a slight delay (up to 15 minutes) for complex queries to ensure performance.