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Report - Course Summary

Updated

Introduction

In Perfect Gym, the Course Summary Report is a comprehensive analytical tool designed to provide a 360-degree view of all course-related activities within your facility.Think of it as your central hub for understanding everything from new student sign-ups to their progress and skill development over time.

The report is designed to give you deep insights into how your courses are performing. You can track new enrollments, see why members are cancelling, monitor transfers between classes, view contract freezes, and analyze student progression. This helps you make informed decisions to improve your course offerings, manage class capacity, and support your members' development.

  • In this article, you will learn how to generate the report, interpret the various summary and detailed tabs (such as Contract and Level Summaries), and use the data to monitor student development.

  • This article will be helpful for Club Managers, Course Coordinators, and System Administrators.

Before You Start

To access this report, you'll first need the correct permissions assigned to your employee role. If you can't see the report, please ask your system administrator to grant you access.

Here’s how an administrator can set up the permissions:

  1. Navigate to the permissions settings by clicking through the following path: PGM -> Clubs -> System Permissions.
  2. Select the Employee Role you want to grant access to (e.g., "Course Coordinator").
  3. In the permissions list, you can either use the search bar to type "Course Summary" or browse through the 'Reports' category to find it.
  4. Once you've located the report, check the box next to it to grant access.
  5. Click Save.

Fast lane

This is a brief overview of the steps required to generate the report. Detailed descriptions of each section follow below.

  1. Go to PGM -> Reports -> All

  2. Search for Course Summary.

  3. Select a Single Club (Mandatory).

  4. Set Date Since -> Date Until.

  5. Choose Activity -> Timetable Categories (Optional).

  6. Click Generate.

Instruction

How to Generate the Report

Once you have the necessary permissions, you can generate the report.

  1. Navigate to the main reports section: PGM -> Reports -> All.
  2. You can find the report in two ways:
    • Search Bar: The quickest way is to type "Course Summary" into the search bar at the top of the page.
    • Categories: You can also look for the report by browsing the available categories. It is most likely located under the 'Courses' category.

  3. Click on the report name to open the generation screen.

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

    • Club: Select the specific club. Note: You must select a single club; "All Clubs" is not supported.

    • Date Since: The start date for the data collection.

    • Date Until: The end date for the data collection.

    • Activity Categories: Filter by specific programs (e.g., Swimming, Gymnastics). Leave blank for all.

    • Timetable Categories: Filter by specific scheduling blocks (e.g., Term 1 2025). Leave blank for all.

  5. Press XLSX to generate the report.

Report Extract

The report is divided into several tabs (worksheets), each providing a different view of your course data. The first two tabs are summaries, and the following tabs provide detailed lists of the underlying data.

  1. Contract Summary By Category
    This tab gives a high-level overview of contract movements, broken down by timetable, activity, and level.
    • Club Name: The name of the club.
    • TimeTable Category Name: The category of the timetable (e.g., "Term 1").
    • Activity Category Name: The category of the activity (e.g., "Swimming").
    • Activity Level Name: The specific skill level within the activity (e.g., "Beginner").
    • Active Start Of Period: The total number of students who were actively enrolled in this level at the start of your selected date range.
    • Active Within Period: The total number of unique students who were enrolled in this level at any point during the date range.
    • Active End Of Period: The total number of students actively enrolled in this level at the end of your selected date range.
    • Maximum Capacity: The total maximum number of spots available across all groups for this level.
    • New Contracts: The count of new contracts that started within the date range.
    • Cancelled Contracts: The count of contracts that were officially ended within the date range.
    • Remove From Group: The count of enrollments that were removed from a group within the date range.
    • Frozen Contract: The count of contracts that were frozen during the date range.
    • Transfer From: The count of students who transferred out of this level.
    • Transfer To Upgrade: The count of students who transferred into this level from a lower level.
    • Transfer To Downgrade: The count of students who transferred into this level from a higher level.
    • Transfer To Same Level: The count of students who transferred into this level from a different group of the same level.
  2. Level Summary By Category
    This tab summarizes student progression and waitlist activity for each course level.
    • Activity Category Name: The category of the activity (e.g., "Swimming").
    • Activity Level Name: The specific skill level within the activity (e.g., "Beginner").
    • Active Start Of Period: The number of active students at the start of the date range.
    • Active Within Period: The total number of unique students enrolled during the date range.
    • Active End Of Period: The number of active students at the end of the date range.
    • 5 Star Progression to 0 Star Progression: These columns show how many currently active students are at each progression rating. A 5-star rating (★★★★★) means a student is progressing well or has reached the highest level, while a 0-star rating (☆) suggests they have been in their current level for longer than expected.
    • User Level New / Upgrade / Downgrade: The total count of students who were assigned a level for the first time, upgraded to a higher level, or downgraded to a lower level.
    • Skill New / Upgrade / Downgrade: The total count of individual skill progressions within a level (e.g., moving from "Not Yet Attempted" to "Achieved").
    • Assessments Created / Completed / Cancelled: A count of student assessments that were created, completed, or cancelled during the date range.
    • Total On WaitList: The number of students currently on the waitlist for this level.
    • Total Waitlist Enrolled: The number of students who were successfully enrolled from the waitlist during the date range.
    • Total WaitList Cancelled: The number of students whose waitlist entry was cancelled during the date range.
  3. New Enrollments
    This tab provides a detailed list of every new course contract that started within your selected date range.
    • Club Name: The name of the club where the contract was created.
    • User Number: The student's unique identification number.
    • First Name / Last Name: The student's first and last name.
    • Student Date Of Birth: The student's date of birth.
    • Student Age: The student's current age, displayed in years and months (e.g., "5 years 2 months").
    • Student Age Decimal: The student's age as a decimal number (e.g., 5.2).
    • Concession Card Type / Date: Details of the student's concession card, if applicable.
    • Medical Conditions: Any listed medical conditions for the student.
    • Created By Employee: The employee who created the contract. For online sign-ups, this may show as 'Online Registration' or 'PerfectGym'.
    • SignUp Source: Where the sign-up originated from (e.g., "Kiosk", "Online").
    • User Group: The specific class or group the student is enrolled in.
    • Trainer: The primary trainer assigned to the user group.
    • Start Date / End Date: The start and end dates of the contract.
    • Timetable Category Name / Activity Category Name / Activity Level Name: The categories associated with the enrollment.
    • Payment Plan Name: The name of the payment plan for the contract.
    • Group Enrollment Rule Name: The specific enrollment rule applied.
    • Contract Discount By Class / By Payment Plan: Lists any discounts applied to the enrollment.
    • Membership Fee: The membership fee associated with the payment plan.
    • Payment Interval: How often payments are scheduled (e.g., "Monthly").
    • Cost Per Class: The calculated cost for each class after any discounts.
    • Student Balance: The student's overall account balance in the system.
    • Contract Balance: The specific balance of this course contract.
  4. Cancelled Course
    This tab lists all contracts that were terminated within the selected date range.
    • Includes many of the same columns as the New Enrollments tab.
    • Cancelled By Employee: The employee who processed the cancellation.
    • Cancel Reason: The reason selected for the cancellation (e.g., "Moved away").
    • Number Of Classes In Contract: The total number of classes that occurred during the enrollment period.
    • Present In Class In Contract: The number of classes the student was marked as "present" for.
  5. Remove From Group
    This tab lists students who were removed from a specific group during the date range, which often occurs during a class transfer.
    • The columns in this tab are nearly identical to the Cancelled Course tab, providing full details about the enrollment that was ended.
  6. Course Transfers
    This tab details every instance of a student transferring from one group to another.
    • Includes student details like User Number, First Name, and Last Name.
    • Created Date: The date the transfer was processed.
    • Created By Employee: The employee who processed the transfer.
    • From Usergroup Name: The name of the group the student transferred out of.
    • From Activity: The skill level of the group the student transferred from.
    • ->: An arrow symbol to separate the "from" and "to" details.
    • To Usergroup Name: The name of the group the student transferred into.
    • To Activity: The skill level of the group the student transferred to.
    • Advancement: This shows the type of transfer.
      • If a student moves to a higher-ordered skill level, this will show 'Upgrade'.
      • If a student moves to a lower-ordered skill level, this will show 'Downgrade'.
      • If a student moves to a different group of the same skill level, this will show 'SameLevel'.
  7. Course Freezes
    This tab lists all contracts that had a freeze period active during the selected date range. Includes student and contract details similar to other tabs.
    • Freeze Type: The type of freeze applied (e.g., "Medical," "Holiday").
    • Freeze Reason: The specific reason for the freeze.
    • Freeze Start Date / End Date: The duration of the freeze period.
    • Weeks On Freeze: The total number of weeks the contract was frozen for.
    • Freeze By Employee: The employee who processed the freeze.
  8. Waitlist
    This tab provides a comprehensive look at all waitlist activity, including current and past entries.
    • User Number / Full Name: The student's ID and full name.
    • Parent User Number / Full Name: The primary parent or guardian's contact details.
    • Email / PhoneNrMobile: The contact email and mobile number, showing the parent's details if available.
    • Activity Category Name / Activity User Level Name: The course level the student is waitlisted for.
    • Status: The current status of the waitlist entry.
      • 'OnWaitlist': The student is currently waiting for a spot.
      • 'Enrolled': The student was successfully enrolled into a group from this waitlist entry within the report's date range.
      • 'Cancelled': The waitlist entry was cancelled within the report's date range.
    • User Group Name: If the student was enrolled, this shows the group they joined.
    • Created Time: When the waitlist entry was first created.
    • Monday through Sunday: These columns show the student's preferred time slots for each day of the week.
  9. Level Progression
    This tab shows the current progression status for all actively enrolled students.
    • User Number / First Name / Last Name: The student's details.
    • Activity Category Name / Activity User Level Name: The student's current course and level.
    • Level Created Date: The date the student was moved into this current level.
    • Weeks In Level: The number of weeks the student has been in their current level.
    • Star Rating: A visual rating of the student's progression. It's based on the time they've spent in their current level.
      • ★★★★★: Student is in the highest possible level OR has been in the current level for 10 weeks or less.
      • ★★★★: Student has been in the current level for 11-20 weeks.
      • ★★★: Student has been in the current level for 21-30 weeks.
      • ★★: Student has been in the current level for 31-40 weeks.
      • ★: Student has been in the current level for 41-52 weeks.
      • ☆: Student has been in the current level for more than 52 weeks.
    • Star Rating As Number: A numeric version of the star rating (0 to 5).
  10. Assessments
    This tab lists all assessment activities (creations, completions, and cancellations) within the date range. Includes student and class details.
    1. Class Date: The date of the class for which the assessment was recorded.
    2. Comments: Any comments left by the instructor on the assessment.
    3. Datetime: The timestamp when the assessment action occurred.
    4. Employee Name: The employee associated with the action.
    5. Option: Describes the action taken.
      1. 'Created': An assessment was started for the student.
      2. 'Completed': The assessment was finalized.
      3. 'Cancelled': The assessment was cancelled
  11. Activity User Level
    This tab tracks changes to a student's overall skill level within an activity category.
    • Includes student details.
    • Created Time: When the level change was recorded.
    • Created By Employee: The employee who made the change.
    • From Activity -> To Activity: Shows the student's previous level and the level they were moved to.
    • Advancement: Shows if the change was an 'Upgrade', 'Downgrade', or a 'New' level assignment.
    • Result: Explains the type of change.
      • 'New': The student was assigned their first level in this activity.
      • 'ChangeLevel': The student moved from one level to another.
    • Assessment: Indicates how the change was made.
      1. 'Changed in assessment': The level was changed via a formal assessment in a class.
      2. 'No assessment': The level was changed manually in the student's profile.
    • Class Name / Assessment Date: If changed in an assessment, provides details of the class.
  12. Activity Skill
    This tab tracks changes to a student's progress on individual skills within a level (e.g., kicking, floating). Includes student and class details.
    • Activity Skill: The specific skill being assessed.
    • From Progress -> To Progress: Shows the change in the skill's status (e.g., from "Attempted" to "Achieved").
    • Advancement: Shows if the skill progress was an 'Upgrade', 'Downgrade', or 'New'.
    • Result: Explains the type of change.
      • 'New': The student's progress was recorded for this skill for the first time.
      • 'ChangeSkill': The student's progress for this skill was updated.
    • Assessment: Indicates if the change was made via an assessment or manually.
  13. User Group
    This tab provides a detailed profile for every active course group within the selected date range and categories.
    • User Group Id / Name / Description: The ID, name, and description of the group.
    • User Group Trainer Name: The name of the assigned trainer.
    • User Group Start Date / End Date: The active date range for the group itself.
    • Category Names: The Timetable, Activity, and Level categories for the group.
    • Age Limit Name: The configured age range for the group (e.g., "5-7 Years").
    • Class Semester Name: The semester the group belongs to, if any.
    • Active Start / Within / End Of Period: A count of student enrollments in this specific group at the start, during, and at the end of the report period.
    • Max User Number: The maximum number of students allowed in the group.
    • User Group Locked: Shows 'True' if the group is locked and not accepting new enrollments.
    • Next Class Start Date: The date and time of the next scheduled class for this group after the report's end date.
    • Class Duration: The duration of the next class in minutes.
    • Next Time Table Name: The name of the next scheduled class.
  14. Enrollments
    This tab provides a complete list of every single student enrollment that was active at any point during your selected date range.
    • Club Name: The club where the student is enrolled.
    • User/Parent Details: Includes the student's name, user number, and parent contact information.
    • Student Details: Includes date of birth, age, and any medical or concession card information.
    • Contract ID / Start Date / End Date: The details of the overarching contract agreement.
    • Group Name: The specific group the student is enrolled in.
    • User Group Enrollment ID / Start Date / End Date: The details of the specific enrollment in that group, which may have different dates than the contract itself.
    • Category Names: The Timetable, Activity, and Level associated with the enrollment.

Hints

  • Single Club is Key: Remember to always select a single club from the Club filter. The report will show an error if you try to run it for "All Clubs".
  • Blank Means All: If you leave the Activity Categories or Timetable Categories filters empty, the report will automatically include everything. This is great for a broad overview.
  • Start with Summaries: The Contract Summary and Level Summary tabs are the best places to start. They give you a quick snapshot of performance. If you see a number that looks interesting (like a high number of cancellations), you can then go to the detailed tabs (like Cancelled Course) to investigate further.

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