Report Subscription Overview

Introduction

This article will explain how to configure report subscriptions. Report subscription is a feature that allows you to generate reports in Perfect Gym Manager automatically. With this functionality, you can schedule the automatic generation of chosen reports and save them in the PGM archive or send them directly to employees' emails.

• This article explains how to set up the Report Subscription in Perfect Gym.
• This article is for Club employees, PG Champion and Perfect Gym employees. 

Before you start

• If you use this Subscriptions module for the first time, contact Perfect Gym Support Team to check if it's turned on.
• To access the Report Subscription module, you need specific system permissions set up on your employee role. This can be done in PGM -> Clubs -> System Permissions -> Choose your role -> press the pencil icon to edit -> Report subscription -> View/Add.

• If you see only one report to be selected in the New Subscription tab, or you don't see the report you want to subscribe to on the list, contact the Perfect Gym Support Team and ask them to add it for you. 

Instruction

1. Go to PGM -> Reports -> Subscriptions.

2. Click on New reports subscription button located in the upper right corner of the screen.

The following screen will be displayed:

Subscribe new report

A subscribed report is executed with the permissions and in the context of the employee who created it.

This means that clubs visibility, permissions to see personal data and permission to generate report is taken from subscription's owner employee.
If an employee loses some permissions or have changed clubs assignment, this will impact the reports generated as part of the subscription.

• Select Report: select the report you want to add to the subscription.

If report that you are looking for is missing in the dropdown, contact the Perfect Gym Support Team and ask is it possible to add it for you.

• Subscription Name - add a name for your subscription.

Filter and parameters

 Depending on the report you have chosen, you will have different options to choose from in the Filter and parameters tab. 

After selecting a report, its available filters will appear.

1. Review the Filter and parameters section.
2. Configure each available filter to narrow down the data for your report. The filters that appear are specific to the report you chose in the previous step.
   • Note: If you have not selected a report yet, a message "Select a report first" will be displayed. If the selected report has no configurable parameters, the message "Report has no parameters" will appear.

When you select a report, one or more parameter controls will appear. Below are the different types of controls you may encounter and how to use them.

Text Parameter

• This is a standard text field for any information that requires text or a mix of letters and numbers.
• How to use: Click inside the box and type the required value.
  • Example: For a parameter named Client Name, you would type the name of the client.

Number Parameter

• This field only accepts numerical digits.
• How to use: Click inside the box and enter the required number.
  • Example: For a parameter named Minimum Age, you would enter a number like 18.

Yes/No Parameter

• This is a toggle switch used for true/false or yes/no options.
• How to use: Click the toggle to switch between Yes and No.
  • Example: For a parameter named Include Inactive Members, set the toggle to Yes to include them.

Date and Time Parameter

• This control allows you to select a fixed, specific date and time from a calendar.
• How to use: Click the field to open a calendar and clock view. Select the desired date and set the specific time.
  • Example: For a Transaction Date After parameter, you could select October 31, 2025, at 5:00 PM.

Dropdown List (Single-Select)

• This control provides a predefined list of options from which you must choose one.
• How to use: Click the dropdown to see the list of available values and select the one you need. If the parameter is optional, an 'x' icon may appear, allowing you to clear your selection.
  • Example: For a Club parameter, you would select one club from the list of all available clubs.

Relative Time Parameter

• This is a powerful option for setting a dynamic date that automatically updates each time the subscription runs (e.g., "yesterday" or "the first day of last month"). It consists of three parts that work together.
• Base Date (first dropdown): This is the starting point for the calculation.
  • CurrentTime: The exact date and time the report runs.
  • BeginningOfTheWeek: The most recent Monday.
  • BeginningOfTheMonth: The first day of the current month.
  • BeginningOfTheYear: The first day of the current year.
• Shift Value (number field): The number of units you want to add or subtract from the Base Date. Use a negative number (-1) to go back in time.
• Shift Unit (second dropdown): The time unit for the shift (Day, Month, or Year).
• Examples of various date values are found at the end of the article.

Subscription execution frequency

Choose how often the report should be generated and sent.

1. In the Subscription frequency section, select one of the three options: Daily, Weekly, or Monthly.
2. Based on your selection, configure the specific recurrence options that appear:
   • If you select Daily:
     • To send the report only on business days, check the Exclude non-working days box.
     • To send the report every few days, enter a number in the Every x days... field. For example, enter 3 to receive the report every third day.
   • If you select Weekly:
     • Check the boxes for each day of the week you want the report to be sent (e.g., Monday, Wednesday, Friday).
   • If you select Monthly:
     • Choose how the day is determined from the When dropdown.
     • If you select Specific, an input field for Day appears. Enter the specific day of the month (e.g., 15 for the 15th of the month).
     • If you select Relative, two dropdowns appear. Select the week and the day (e.g., First and Monday to schedule the report for the first Monday of every month).

Set the Execution Time and Date Shift

Define the exact time the report is generated.

1. In the Execution time field, select the time of day the subscription should run.

(Optional) In the Add days field, you can enter a number to shift the reporting period relative to the execution date. For example, entering -1 will generate yesterday's report.

Recipients

Select which employees will receive the generated report via email.

1. Go to the Recipients section.
2. In the Select employees dropdown, search for and select one or more employees.
3. Click outside the field to confirm your selections. You can click the 'x' next to an employee's name to remove them.

If you want to generate the report and save information in PGM archive, it was the last step of the configuration. Click Submit to save the changes. However, if you want the report to be sent be an email to your employees you need to add the recipients. 

Click Submit to set up the report subscription.

Email delivery  

Email is sent from an address and under sender name which are configured internally in PerfectGym system. You cannot change it yourself.

• Email Download Link: Instead of a direct attachment (to ensure data security), employees will receive an email containing a dedicated Download button. Clicking this button allows the user to securely download the report file directly from the system to their device.

Accessing reports

You can always find a history of all automatically generated reports by navigating to PGM -> Reports -> Reports Archive.

• Click on the Download icon on the right side of the report to download it.

• Click the I icon to see file details, including the Download URL, File name, Size, Created time, Subscription name, and Owner.

Hints

1. Permissions Context: A report subscription is always generated using the permissions and club access of the employee who originally created it. This cannot be changed.
2. Recipient Emails: The report is sent to the email address listed on each recipient's employee profile. Ensure these email addresses are correct and up-to-date in the system.
3. Monthly on a Specific Day: If you schedule a monthly report for a specific day (e.g., the 31st) and a month is shorter, the system will automatically send the report on the last day of that month (e.g., the 30th or 28th).

Date Settings

Listed below are some examples of how date filters work in Report Subscriptions

All examples use Thursday, October 2, 2025, as the date the report is being run.

Yesterday's Data

Goal: To generate a report for all of yesterday's activity (October 1, 2025).

How it works: Both fields use the current time as a base and shift back one day. The system is smart enough to interpret the Date Since as the beginning of that day (00:00) and the Date Until as the end of that day (23:59), capturing the full 24-hour period.

This Week To Date

Goal: To see all data from the beginning of the current week (Monday, September 29) up to now.

How it works: Date Since starts at the most recent Monday with no changes. Date Until uses the exact current time, giving you an up-to-the-minute view of the week's performance.

Last Full Week

Goal: To report on the entire previous week (Monday, September 22 to Sunday, September 28).

How it works: Both fields use the start of the current week (Monday, Sept 29) as an anchor.

• Date Since jumps back 7 days to find the start of the previous week (Monday, Sept 22).
• Date Until jumps back just 1 day to find the end of the previous week (Sunday, Sept 28).

Rolling Last 30 Days

Goal: To see a rolling 30-day window of data, ending today.

How it works: This creates a simple moving window. Date Since is exactly 30 days ago from right now, and Date Until is right now.

Last Month

Goal: To analyze data for the previous month (September 1 to September 30).

How it works: This uses the start of the current month as a clever anchor. Since today (Oct 2) is in Q4, the first day of the month is also the first day of the quarter.

• Date Since starts at October 1 and jumps back 3 months to land on September 1.
• Date Until starts at October 1 and jumps back 1 day to land on September 30.

Last Full Quarter

Goal: To analyze data for the previous complete quarter (Q3: July 1 to September 30).

How it works: This uses the start of the current month as a clever anchor. Since today (Oct 2) is in Q4, the first day of the month is also the first day of the quarter.

• Date Since starts at October 1 and jumps back 3 months to land on July 1.
• Date Until starts at October 1 and jumps back 1 day to land on September 30.

Year to Date

Goal: To see all data from the beginning of the year until now (January 1 to October 2).

How it works: This is a very straightforward combination. Date Since is fixed to the first moment of January 1st of the current year, and Date Until provides real-time data up to the present moment.