Report - Centre Attendance

Introduction

This article provides a comprehensive overview of the functionality associated with the centre attendance report, which serves as a crucial tool for tracking facility usage.

The primary aim of this report is to accurately tally the number of individuals who have entered the facility on a specific day. It meticulously notes not only the time of entry but also the purpose of each visit, ensuring that all relevant data is captured for analysis and record-keeping.

The report encompasses a variety of important details that contribute to a complete understanding of attendance patterns, including:

• Members who are scanning into the facilities, providing insight into regular usage by those who hold memberships.
• Guests who are scanning into the facilities, which helps in assessing the volume of non-member visitors.
• Anonymous entry scans into the facilities, utilizing products such as the QRClubEntrance service type, allowing for privacy while still tracking attendance.
• Facility bookings, which detail the number of attendees for specific events or reservations, offering a view into how spaces are utilized for gatherings.
• Participation of guests and members in classes, highlighting engagement in scheduled activities and programs offered by the facility.
• Usage of club entrance products by both guests and members, which aids in understanding how different access methods are employed.
• Records of scans from both the POSWeb and Access server, ensuring that all entry data is captured from multiple sources for accuracy and reliability.

This report is specifically tailored for the Australian and New Zealand regions, taking into account the unique aspects of facility management and attendance tracking in these areas.

Before you start 

In order to gain access to this particular report, it is essential that you reach out to PG support directly. You should request that the report be made visible on your site, as this step is crucial for ensuring that you can view the information contained within it. Once you have successfully completed this process and the report is accessible, the next step is to manage employee permissions accordingly.

You will need to add the necessary employee permissions to the relevant employee roles. This can be done by navigating to the section labeled PGM->Clubs->Employee permissions. It is important to ensure that the permissions are assigned correctly to facilitate smooth operations and access for the employees who require it.

• Reports
  • Access Control
    • Centre Attendance Report

Feature description

To access the report, navigate to PGM -> Reports -> All.

To access the Centre attendance report, there are two effective methods available to you. The first option is to utilize the search filter feature. By simply typing 'Centre attendance report' into the search bar, you can quickly find the report you are looking for. Alternatively, if you prefer a more manual approach, you can navigate to the Access Control tab. Within this tab, you will be able to locate the report with ease, providing you with the necessary information regarding attendance at the Centre. Both methods are designed to ensure that you can access the report efficiently and effectively.

Please note that the Centre attendance for the month report will be discontinued in future releases.

The report can be filtered using the following options, allowing for a tailored and specific analysis of the data collected:

• Club - This option enables you to choose a single club, select multiple clubs, or even opt to include all clubs in your report. This flexibility allows for a more focused examination based on your interests or requirements.
• From/To - You can specify a date range for all visits, which is particularly useful for analyzing trends over specific periods. By setting a defined start and end date, you can narrow down the data to reflect only the visits that occurred within that timeframe.
• Show Details - By selecting this option, you will receive a comprehensive list of all visits, including their respective locations. However, it is important to note that due to file size limitations, this feature is restricted to a maximum of 31 days. If your selection exceeds this 31-day limit, the details page will not display any data; nonetheless, the report will still be generated without the detailed visit information. This ensures that you still receive a summary of the visits, even if the detailed breakdown cannot be provided.

Viewing the report

This report will generate several tabs, each serving a distinct purpose in the overall analysis. Below is a detailed description of each tab, along with the method of data collection that has been employed to gather the necessary information for this report. Each tab is designed to provide insights and facilitate understanding of the data in a structured manner, ensuring that users can navigate through the information effectively and efficiently. The methods of data collection utilized are tailored to ensure accuracy and relevance, contributing to the reliability of the findings presented in this report.

FirstVisitDetail

This tab is only displayed if the Show Details option is ticked and the date range is 31 days or less (1 month). 

• RowNumber - A unique identifier assigned to each row in the report. This number is essential for grouping the same member's usage of different facilities on a single day. We aim to document their first and/or most relevant use. For instance, if a member participates in a course and attends a class, we should record the course class as their primary usage instead of any prior scans they may have performed to enter the facilities.
• AccessTypeId - This unique identifier is generated by the report to ascertain the primary or most logical usage for the day. The following options are available:
  • 0 - Facility Booking for corporate clients where the booking has been marked as completed.
  • 1 - Club members who have been recorded as present in a class associated with a course or group.
  • 2 - Club members utilizing their card to swipe at an Access Control unit, which is connected to an access server.
  • 3 - Club members swiping their card at a POSWeb terminal, or if a club member was searched for on POSWeb and 'Enter into club' was selected.
  • 4 - Facility Booking for non-corporate clients where the booking has been marked as completed, club members who have completed Personal Training bookings, and club members marked as present in Class/Group fitness bookings (Non Course/Group).
  • 97 - The total number of club entrance products sold on that day can be found in the FirstVisitDetail tab. Please be aware that this product will not have the Stored State for User option enabled.
  • 98 - Club Entrance Products utilized on that day. In the FirstVisitDetail tab, total the number of products used by that club member on that day. Please be aware that this product will have the Stored State for User option enabled.
  • 99 - Anonymous Entry products utilized on that day. In the FirstVisitDetail tab, this will total the products used on that day.
• Club - The name of the club that the member scanned in.
• User Number - The unique identifier for the club member.
• Full Name - The complete name of the club member.
• Parent User Number - If applicable, this displays the user number of the parent profile associated with the club member, as indicated in the relation tab.
• Parent Full Name - If applicable, this shows the full name of the parent linked to the club member's profile, as indicated in the relation tab.
• Company Name - If the club member is affiliated with a corporate customer (through Payment source), this will display the name of the company.
• Email - The email address of either the parent or the club member.
• Phone Number (Mobile) - The mobile phone number of either the parent or the club member.
• Age - The age of the club member.
• Gender - The gender of the club member.
• Date Filter - The date on which the club member utilized the facilities.
• Entry Date - The recorded entry date for this visit.
• Source - This indicates the origin of the recorded visit.
  • CourseTimeTable - The club member was marked as present in a class within a specific course or group.
  • FacilityBooking - The facility booking has been successfully completed.
  • TimeTable - The club member was marked as present in a class.
  • PersonalTraining - The club member's personal training session has been successfully completed.
  • CardSwipe - The club member scanned their card using a device connected to an access server.
  • POSWeb - The club member scanned in through POSWeb.
  • ClubEntranceProduct - The club member utilized a club entrance product to access the facilities.
• FirstAccessPoint - This represents the initial club zone that users enter. When scanning at a posweb terminal, the system will utilize the parent club zone associated with that specific club.
• Entry Type - This category defines the type of entry utilized when visiting the club. Below are the most common types, although additional ones may exist. The entries listed here represent the primary or most logical points of access.
  • Access Control - Entry to the facility is granted through a scan.
  • Class - Attendance marked in a class, with no other scans detected.
  • Club Entrance Product Sold - Entry facilitated by the sale of a club entrance product.
  • Club Entrance Product Used - Entry facilitated by club entrance products.
  • Course Class - Entered through a class that is part of a course or group (this will display the first class attended that day, even if prior scans occurred).
  • Facility Booking - Participation in a facility booking.
  • Personal Training - Completion of a personal training session, with no additional scans detected.
  • POS Card Scan - Entry into facilities using the POSWeb system.
  • QR Code Product Entrance - Access granted through a QR code generated and sold via the Anonymous entry product through POSWeb.
• Item Name - This refers to the designation of the item, which can originate from various sources depending on the entry type. Examples include Contract Name, Class Name (for classes), Enrolment Rule Name (for courses), and Product Name (for club entry products).
  • CourseTimeTable - This indicates the name of the enrolment rule if the booking is made through an enrolment, or the name of the product if the booking is for a product such as a makeup lesson.
  • FacilityBooking - This specifies the name of the facility booking definition utilized for the booking.
  • TimeTable - This denotes the name of the payment plan if the booking is made through a contract extra linked to the payment plan, or the name of the product used for the booking.
  • PersonalTraining - This identifies the name of the product used to facilitate the booking.
  • CardSwipe - If the member checks in using a membership, this will display the name of the payment plan used for facility access; it may also show other values such as 'Parent Access'.
  • POSWeb - Similar to CardSwipe, if the member checks in using a membership, this will display the payment plan name used for facility access, but may also present other values like 'Parent Access'.
  • ClubEntranceProduct - This indicates the name of the product used for entry.
  • Unknown Entry - This classification signifies an entry that does not originate from any of the previously defined categories. A common instance of this occurs when a club member gains access via a POS Card Scan, yet lacks an active contract, product, or booking, which are the typical prerequisites for entry.
• ItemCategory - This refers to the category associated with the item name, which can originate from various sources depending on the entry type.
  • CourseTimeTable - The name of the class category linked to the class.
  • FacilityBooking - The name of the club zone type associated with the specific club zone where the booking is made.
  • TimeTable - The name of the class category linked to the class.
  • PersonalTraining - The name of the product category related to the product utilized for the booking.
  • CardSwipe - If a member scans in using their membership, this will display the name of the payment plan category that grants access to the facilities. It may also show other values, such as 'Parent Access'.
  • POSWeb - Similar to CardSwipe, if a member scans in using their membership, this will display the payment plan category name used for facility access, but may also present alternative values like 'Parent Access'.
  • ClubEntranceProduct - The name of the product category related to the product used for entrance.
  • Unknown Entry - This classification signifies an entry that does not originate from any of the previously defined categories. A common instance of this occurs when a club member gains access via a POS Card Scan, yet lacks an active contract, product, or booking, which are the typical prerequisites for entry.
• SumOfScan - This represents the total number of scans performed by the user on that specific day.
• SumOfAttendedClass - This indicates the total number of classes attended by the user on that day.
• SumOfAttendedCourseClass - This denotes the total number of classes related to courses or groups that the user attended on that day.
• SumOfAttendedPT - This reflects the total number of personal training sessions completed by the user on that day.
• SumOfAttendedFacility - This indicates the total number of individuals who attended the facility booking on that day for the user.
• SumOfClubEntranceProductUsed - This captures the total number of club entrances utilized by the user on that day, categorized by product name. If a club member uses two different products, both will be recorded.
• NumberOfPeopleAttending - This field is typically marked as 1, acknowledging that a single individual has entered the facilities. However, in certain scenarios, multiple individuals may enter through Facility Booking or club entrance products, which will increase the count. If a club member uses a club entrance product, you may observe multiple entries in this report. The card swipe action will show a NumberOfPeopleAttending = 0, while the count of club entrance products used will be equal to or greater than 1. This approach prevents double counting of the user and accommodates situations where multiple individuals enter the facilities using a quantity of visit passes simultaneously.

ClubCategorySummary

By utilizing the data found in the 'FirstVisitDetail' tab, you will obtain a comprehensive summary of all item categories, along with the total for the 'NumberOfPeopleAttending' column.

ClubCategoryItemSummary

Using the information from the 'FirstVisitDetail' tab, you can obtain a summary of all item categories and item names, along with the total count from the 'NumberOfPeopleAttending' column.

ClubDateSummary

Additionally, the data from the 'FirstVisitDetail' tab allows you to calculate the total 'NumberOfPeopleAttending' categorized by day.

TotalsClubDateDayTime

By utilizing the data in the 'FirstVisitDetail' tab, you can also determine the total 'NumberOfPeopleAttending' segmented by the date, day, and the hours when members first accessed the facilities.

TotalsClubDayTime

Furthermore, the data from the 'FirstVisitDetail' tab provides a total of 'NumberOfPeopleAttending' organized by the day and the hours when members first entered the facilities.

These totals encompass all visits recorded during that specific time and day, spanning from the start date to the end date of the report.

AverageClubDayTime

Utilizing the data from the 'FirstVisitDetail' tab, you can calculate the average 'NumberOfPeopleAttending' segmented by the day and the hour when members first accessed the facilities.

The average is determined by the total number of occurrences (for instance, every Saturday) within the selected date range. This involves summing the total attendance for each specific day and time, then deriving the averages from these totals.

Additionally, if you set the report's end date to a future date, this will also be factored into the average calculations.

ClubAgeGender

The 'FirstVisitDetail' tab contains data that allows you to calculate the total 'NumberOfPeopleAttending', categorized by age or gender.

These totals encompass all visits recorded during the specified time frame, from the start date to the end date of the report.

Please note that if the AccessTypeId equals 0 (indicating facility bookings from corporate clients), the values in 'NumberOfPeopleAttending' will be marked as 'Unknown'.

Club Name tab

This report will summarize data for a specific club, utilizing the information generated in the following tabs: ClubDateSummary, TotalsClubDayTime, AverageClubDayTime, TotalsClubDateDayTime, ClubCategorySummary, ClubCategoryItemSummary, and ClubAgeGender. By filtering the data to focus solely on that club, it becomes more straightforward to create tailored reports for various clubs.