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Report - All Contracts

 

Introduction

The All Contracts Report provides a comprehensive and detailed overview of all member contracts within a specified period. This powerful tool is designed to give you a complete picture of your membership base, from financial standings and payment details to contract statuses and key dates. The primary purpose of this report is to enable detailed analysis and management of member agreements, helping you track sales performance, monitor member retention, and manage financial records efficiently.

This report is ideal for Club Managers, Administrators, and Sales Staff who need access to in-depth contract information for operational, financial, and strategic planning.

Before You Start

To view this report, you must have the correct system permissions assigned to your employee role. If you cannot access the report, please contact your system administrator.

Here’s how to check and assign permissions:

  1. Navigate to PGM -> Clubs -> System Permissions.
  2. Select the Employee Role you wish to grant access to (e.g., 'Club Manager').
  3. A list of available reports and system functions will appear. To find the report permission, you can either:
    • Use the search bar at the top and type "All Contracts".
    • Browse through the different categories. This report is likely located under the Members or Sale category.
  4. Tick the checkbox next to All Contracts to enable access.
  5. Click Save.

How to Generate the Report

Once you have the necessary permissions, you can generate the report by following these steps:

  1. Navigate to PGM -> Reports -> All.
  2. The system will display a list of all available reports. To locate the All Contracts Report, you can:
    • Use the search bar at the top of the page and type "All Contracts". This is the quickest method.
    • Alternatively, click on the Members or Sale category to filter the list and find the report.
  3. Once you have found the report, click on its name to open the filter options.

Understanding the Filters

Before running the report, you will need to set the following filters to specify the data you want to see.

  • Club: Select the club you want to run the report for. You can also choose "All Clubs" to see data from every club you have access to.
  • Date Selector: This filter determines which date field the report will use to find contracts.
    • JoiningDate: The report will include contracts where the member's sign-up date falls within your selected date range.
    • StartDate: The report will include contracts where the official start date falls within your selected date range.
    • CreatedDate: The report will include contracts that were created in the system within your selected date range.
  • Start Date: Select the first date you want to include in the report. For example, to see all contracts from the beginning of the month, select the 1st.
  • End Date: Select the last date you want to include in the report.
  • Contract Type: This allows you to filter by the type of contract.
    • Contract: Shows only primary membership contracts.
    • AddOn: Shows only additional contracts or add-ons.
    • All: Shows both Contracts and AddOns.

Report Output

The report output is a single, detailed table. Below is an explanation of each column you will see.

  • ClubName: The name of the member's designated home club.
  • UserNumber: The unique identification number assigned to the member.
  • UserName: The full name of the member (first and last name).
  • MemberName: The first name of the member.
  • MemberLastName: The last name of the member.
  • Email: The member's registered email address.
  • MembershipAndPaymentPlan: A combination of the membership type name and the payment plan name for a quick overview.
  • MembershipTypeName: The name of the membership package (e.g., "Gold Membership").
  • PaymentPlanTypeName: The category of the payment plan (e.g., "Monthly Direct Debit").
  • PaymentPlanName: The specific name of the payment plan (e.g., "12 Month Standard").
  • MembershipFee: The regular fee associated with the payment plan.
  • IsNew: Identifies if a member is new or returning.
    Example: If a member's profile was created within the report's date range, this column will show 'NEW'. If the member had a previous contract that ended more than two months before this one started, it will show 'REACTIVATED'. Otherwise, it will be blank.
  • JoiningDate: The date the contract was signed by the member.
  • StartDate: The official start date of the contract's term.
  • CancelDate: If the contract has been cancelled, this column shows the date of cancellation.
  • EndDate: The date the contract is scheduled to end or has ended.
  • CancelReason: The reason provided for the contract's cancellation.
  • ContractCreatedDate: The timestamp showing exactly when the contract was entered into the system.
  • CreatedDate: The date the member's profile was first created in the system.
  • MembershipStatus: Shows the current status of the contract.
    Example: If the contract is active, it will show as 'Live'. If it is suspended, it will show 'Freeze'. If it has been cancelled, it will show 'Cancelled'. If it was cancelled within the money-back guarantee period, it might show a value like '7DMB' (7 Day Money Back). A contract cancelled due to a club transfer will appear as 'Cancelled Transfer'.
  • FinancialStatus: A quick indicator of the member's account balance.
    Example: If the member's balance is zero, it will show 'Ok'. If they have overpaid and have credit on their account, it will show 'Credit'. If they owe money, it will show 'Debit'.
  • Paid: The total amount the member has paid towards this contract within the selected Start Date and End Date.
  • Owed: The total invoice amount that became due for this contract within the selected Start Date and End Date.
  • TotalPaid: The total amount the member has paid over the entire lifetime of the contract.
  • TotalOwed: The total amount that has been invoiced over the entire lifetime of the contract up to today.
  • Balance: The member's current overall account balance. A negative number indicates the member owes money.
  • Mobile: The member's mobile phone number.
  • DateOfFirstPayment: The date the very first payment was recorded for the member.
  • Consultant: The name of the employee credited with selling the contract.
  • PersonalId: The member's personal ID number, if recorded.
  • PaymentMethod: The member's default method for payments (e.g., 'Direct Debit', 'Credit Card', 'Company').
  • UserSource: Shows how the member heard about the club (e.g., 'Website', 'Referral').
  • IsOnlinePayment: Indicates if the member has ever made a payment online.
    Example: If they have, this will show 'Yes'; otherwise, it will show 'No'.
  • ContractDiscount: Lists any discounts applied to the contract.
  • AddOnNames: Lists the names of any add-on services or products linked to the contract.
  • CompanyName: If the payment method is 'Company', this column displays the name of that company.
  • ContractType: Specifies whether the line item is a primary contract or an add-on.
    Example: This will show either 'Contract' for a main membership or 'AddOn' for a supplementary service.
  • IsRenewed: Indicates if this contract has been followed by a renewal contract.
    Example: Shows '1' if it has been renewed, and '0' if not.
  • HasRenewal: Indicates if this contract is a renewal of a previous one.
    Example: Shows '1' if it is a renewal, and '0' if not.
  • MembershipFeeBrutto: The gross value (including tax) of the membership fee.
  • MembershipFeeNetto: The net value (excluding tax) of the membership fee.
  • AgreementValueBrutto: The total gross value of the entire contract.
  • AgreementValueNetto: The total net value of the entire contract.
  • HasBaseContract: For add-on contracts, this indicates if it is linked to a main (base) contract.
    Example: Shows '1' if a base contract exists, and '0' if not.
  • BaseContractSignUpDate: The sign-up date of the associated base contract.
  • BaseContractStartDate: The start date of the associated base contract.
  • RequiredDeposit: The deposit amount required by the contract terms.
  • CollectedDeposit: The deposit amount that has actually been paid by the member.
  • FuturePayments: The sum of all payments scheduled to be collected after the report's End Date.
  • ContractClub: The club where the contract was originally sold.
  • FirstHomeClub: The very first home club assigned to the member, which is useful for tracking member transfers.

Hints

  • Export for Deeper Analysis: This report contains a large amount of data. For easier analysis, use the export option to download the report as a CSV or Excel file. This allows you to sort, filter, and create charts based on the information.
  • Financial Overview: The Paid, Owed, TotalPaid, TotalOwed, and Balance columns provide a complete financial history of the contract. Use them to quickly identify members with outstanding debts.
  • Understanding Date Filters: The Date Selector is a key filter. Be sure to select the correct option (JoiningDate, StartDate, or CreatedDate) to ensure you are analyzing the exact set of contracts you intend to.

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