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Report - All Members

Updated

Introduction

This article will familiarize you with the All members report which can be generated in PGM. Your specific Perfect Gym license will determine the reports available to you. 

  • This report shows all members, guests and leads. It also displays their lifetime (how many days a client has been a member). 
  • This article will be helpful to PG Champion, System Administrator, Finance & Accounting Team, Sales Manager, Club Manager, Club Owner and Front Desk Staff.  

Before you start 

Depending on your system permission, you may not be able to view some reports for security reasons. You can modify the visibility of these reports within System Permissions. 
Go to PGM -> Clubs -> Employees -> System permissions and select Reports/Members/AllMembers or contact your PG Champion to modify the visibility and the system permissions for a given report.  

Instruction

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

2. Find the All members report by either using the search filter or selecting the Members tab. 

3. This will display the filters that can be used to generate the report: 

  • Club - select which club/s this report will generate. 
  • User type – select the user type for which the report should be generated for  
    • Members,  
    • Guests,  
    • Leads, 
    • Leave blank to include all statuses. 
  • Contract status – Select which type of contract status should be included in the report: 
    • Current, 
    • Ended, 
    • Not started, 
    • Frozen, 
    • Leave blank to include all statuses. 
  • Balance – select which type of account balance should be included in the report: 
    • Paid, 
    • Debt, 
    • Paid (in credit), 
    • Leave blank to include all statuses. 

4. Press XLSX to generate the report. 

Report Extract 

The system will generate the report with a detailed list of all contracts based on the filters used. 

Club & Personal Information

  • Club: The name of the club the member belongs to.

  • ClubNumber: The internal reference number for the club.

  • UserNumber: The unique ID number assigned to the member.

  • UserID: System identification number.

  • FullName: The member's first and last name combined.

  • Name: First name only.

  • SecondName: Middle name (if applicable).

  • LastName: Family name.

  • BirthDate: The member's date of birth.

  • Age: The member's current age.

    • Logic: This is calculated automatically based on their birth date relative to today's date.

  • Sex: The gender listed on the profile.

  • Email: Contact email address.

  • PhoneMobile: Mobile telephone number.

  • Phone: Landline or alternative telephone number.

  • Street: Street address.

  • AddressAddLine: Additional address information (e.g., Apartment number).

  • ZipCode: Postal code.

  • City: City of residence.

  • Country: Country of residence.

  • CreatedDate: The date the member's profile was created in the system.

  • PersonalId: Government ID or personal identification number (if recorded).

  • Concession Card Type: Details on any concession cards held.

    • Logic: If no card is specified but a date exists, it shows "(Not Specified)". Otherwise, it lists the specific card type.

  • Concession Card Date: The expiry or relevant date of the concession card.

  • IsActive: Indicates if the user profile is currently active.

    • Logic: If the system marks the user active, this displays 'Yes'. Otherwise, it displays 'No'.

  • UserType: The category of the user (e.g., Member, Guest).

  • IsForeigner: Indicates if the member is flagged as a foreign national.

    • Logic: Displays 'Yes' if flagged, 'No' otherwise.

  • PreferredLanguage: The language the member prefers for communication.

  • PreferredContact: The member's preferred method of contact (e.g., Email, SMS).

  • RecommendedByUser: The name and number of the person who referred this member.

  • Consultant: The staff member responsible for this member.

    • Logic: This prioritizes the consultant attached to the specific contract. If none exists, it shows the consultant attached to the user profile.

  • Designation: Professional title or designation.

  • UserStatus: The current status of the user profile.

  • LastVisit: The date and time the member last visited the club.

  • CompanyName: The company associated with the member (for corporate accounts).

  • TaxId: The tax identification number for the company.

  • IsPhoto: Indicates if a photo of the member exists in the system.

    • Logic: Displays 'Yes' if a photo file is found in the database, otherwise 'No'.

  • CorpoLogin: The login ID for corporate portals (if applicable).

  • ExcludeFromEPayment: Indicates if the user is excluded from automatic electronic payments.

  • ExcludeFromEPaymentUntilDate: The date until which the e-payment exclusion is valid.

  • TotalDaysAsMember: The cumulative number of days the person has held an active contract.

  • RetentionIndex: A score indicating the likelihood of the member remaining with the club.

  • UserSource: How the user heard about the club (Marketing source).

  • HasThreeStateAgreement: Indicates if the user has signed a specific three-state agreement.

    • Logic: Displays 'Yes' if the agreement is recorded, otherwise 'No'.

  • IsHomeClubDifferent: Displays the name of the club the user registered at if it differs from their current home club.

  • Tags: Any custom tags applied to the user profile.

  • Race: The racial or ethnic group listed on the profile (if collected).

Contract Details

  • MembershipStatus: The current state of the membership.

    • Logic: Usually displays status like 'Active' or 'Expired'. However, if a contract is within a specific "Instant Cancel" window, it may display a code like '14DMB' (indicating the number of days remaining in that window).

  • SignUpDate: The date the contract was signed.

  • StartDate: The date the contract coverage began.

  • EndDate: The date the contract is scheduled to end.

  • CancelDate: The date the contract was cancelled (if applicable).

  • CancelReason: The reason recorded for the cancellation.

  • PaymentInterval: How often payments are made (e.g., Monthly).

  • MinContractTime: The minimum commitment period required by the contract.

  • MinContractTimeDate: The specific date the minimum commitment period ends.

  • MembershipFee: The gross cost of the membership.

  • MembershipFeeNetto: The net cost of the membership (excluding tax).

  • MembershipType: The specific type of membership package (e.g., Gold, Silver).

  • PaymentPlanName: The name of the payment plan applied.

  • PaymentPlanTypeName: The type classification of the payment plan.

  • Payment plan category name: The broader category of the payment plan.

  • ContractDiscount: Lists any discounts currently applied to the contract.

  • CessionFrom: If the contract was transferred from another user, this shows the original user's number.

  • CessionTo: If the contract was transferred to another user, this shows the new user's number.

  • Upgrade: Indicates if the contract is an upgrade or was upgraded.

    • Logic: Displays 'Upgrade' if this is the new contract, or 'Upgraded' if this is the old one being replaced.

  • AddOns: Lists any additional services or products added to the contract.

Financial Information

  • PaymentMethod: The method used to pay for the membership.

    • Logic: This is smart-calculated. If a user pays via a family member, it will show the family head's method. If a Credit Card is inactive, it will show 'CreditCard - NOT active'.

  • FinancialStatus: A quick summary of the account balance.

    • Logic:

      • 'Ok': Balance is 0.

      • 'Credit': User has a positive balance (store credit).

      • 'Debit': User owes money (negative balance).

  • ContractBalance: The actual numeric balance of the account today.

  • PosBalance: Balance specifically related to Point of Sale items.

  • PosPrepaidAmount: Amount pre-loaded for POS purchases.

  • PosDebitAmount: Amount owed for POS purchases.

  • DateOfDebt: The date the first outstanding debt was incurred.

  • IntervalsOnDebt: The number of payment cycles the user has been in debt.

  • FirstDebt: Repeats the date of the first debt only if the current balance is negative.

  • BankName: Name of the bank associated with the payment method.

  • BankAccount: The user's bank account number (masked for privacy).

  • CreditCard: The type of credit card on file (e.g., Visa, Mastercard).

  • CreditCardPublicNumber: The visible last digits of the credit card.

  • CreditCardDebitCredit: Indicates if the card is a Debit or Credit card.

  • VirtualAccountNumber: The unique virtual bank account number assigned to the user for transfers.

  • VindicationProfile: The debt collection profile assigned to the user (e.g., 'Standard Collection', 'VIP - No Call').

Relationships & Visits

  • ChildrenCount: The number of children linked to this user's profile.

  • FamilyList: A text list of names and ID numbers of family members linked to this user.

  • TotalVisits: The total number of times the user has entered the club.

  • Last3MonthsVisits: Count of visits in the last 90 days.

  • Last6MonthsVisits: Count of visits in the last 180 days.

  • PauseUntilDate: If debt collection is paused, this is the date it resumes.

  • DebtCollectionStatus: The status of any debt collection processes.

    • Logic: Can display 'Paused' if a lock is active, or 'Excluded' if the user is removed from collection processes.

  • LegalGuardian: Name of the parent or legal guardian (for minors).

Hints

  • Large Data Volume: Because this report pulls "All Members," it may contain thousands of rows. If the report loads slowly, try selecting a specific Club or User Type to reduce the data size.

  • Data Freshness: The "Age" and "Financial Status" columns are calculated at the moment you run the report, ensuring the data is always up to date.

  • Privacy: This report contains Personally Identifiable Information (PII) such as phone numbers and addresses. Ensure you only share this export with authorized personnel.

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