Introduction
The Membership Statistics Report in Perfect Gym provides a comprehensive overview of your club members. Beyond simply listing names, this report allows you to analyze member behavior, financial standing, retention risks, and interaction history. It combines demographic data with real-time contract statuses and "Star Guest" retention ratings to help you understand not just who your members are, but how engaged and loyal they are.
- In this article, you will learn how to generate the report, understand the various filters, and interpret the detailed output columns in the Membership Statistics Report.
- This article will be helpful for Sales Managers, Club Managers, and Retention Specialists.
Before You Start
To ensure the correct employees can access this report, you must first configure their system permissions.
Navigate to PGM -> Clubs -> System Permissions.
Select the Employee Role (e.g., Club Manager, Receptionist) that requires access to the report.
Locate the report permission settings. You can find the report by using the Search Bar to type "Membership Statistics".
Check the box to enable permission and save your changes.
Fast lane
This section offers a brief overview of the steps. The following sections contain more detailed information.
Navigate to the report section: PGM / Reports / All.
Locate the report using the search bar or by filtering the 'Members' category.
Click the report name to open the generation screen.
Configure the filters, especially Clubs, Date Since, and Date Until.
Select desired Contract Statuses and Financial Balances (optional).
Generate the report.
Instruction
How to generate the report
- To access the report, go to PGM -> Reports -> All.
- Locate the Report
- Use the Search Bar at the top of the page and type Membership Statistics.
- Alternatively, use the category filters on the left by checking the 'Members' category.
- Click on the report name to open the generation screen.
- This will display the filters that can be used to generate the report:
- Clubs: Select the specific club(s) you wish to analyze. If you leave this blank, the system may default to your home club or all clubs depending on your access.
- Date Since: Select the start date for the reporting period. This is useful for filtering specific interaction or visit periods.
- Date Until: Select the end date for the reporting period. The report will calculate statuses, ages, and debts as of this specific date.
- Contract Statuses: This allows you to filter the report to show only members with specific contract states (e.g., only "Active" or "Frozen" contracts).
- Financial Balances: Use this filter to view members based on their payment standing, such as filtering only for members who are in "Debt" or who are "Paid".
- Press XLSX to generate the report.
Report extract
The report generates a detailed worksheet containing several columns. Below is an explanation of the data provided in each section.
Member Information
Club Name / Club Id: The name and system ID of the club the member belongs to.
User Number / User Id: The unique number and system ID assigned to the member profile.
User Name: The full name (First and Last) of the member.
Gender: The gender recorded in the member's profile.
Age: The member's current age calculated based on the "Date Until" selected in the filters.
SignUp Date: The date the member originally signed up.
Start Date: The start date of the member's current contract.
Cancel Date: The date the contract was cancelled (if applicable).
End Date: The scheduled end date of the current contract.
Length Of Stay: The total number of days the member has had an active contract up to the "Date Until".
Membership Status: This column indicates the current state of the member's contract.
If the contract is active: The report will show 'Live'.
If the contract is frozen: The report will show 'Freeze'.
If the contract ended via transfer: The report will show 'Cancelled Transfer'.
If the contract was cancelled within the "Money Back" period: The report will show 'X DMB' (e.g., '14 DMB' meaning 14 Days Money Back).
If the contract has not started yet: The report will show 'Not started' or 'Pending live'.
Financial Details
Contract Type / Membership Type: The specific names of the payment plan and membership type assigned to the contract.
Financial Status: This indicates the payment health of the specific contract.
If the member owes money: The report will show 'Debt'.
If the member has a positive balance: The report will show 'PaidCredit'.
If the balance is zero (all clear): The report will show 'Paid'.
Payment Interval: How often the member pays (e.g., Monthly).
Min Contract Time: The minimum commitment period for the contract.
Payment Plan / Promotion Type: The name of the payment plan and any promotion applied.
Payment Method: The source of payment (e.g., Direct Debit, Credit Card).
Fees (Regular, Discount, Actual): These columns break down the Administrative and Membership fees, showing the standard price, any discounts applied, and the final actual fee charged.
Contract Balance: The current financial balance of the contract (negative numbers indicate debt).
Intervals On Debt: The number of payment intervals the member has been in debt.
Star Guest & Retention Rating
Current Star Guest Rating: The member's current retention score.
Previous Star Guest Rating: The member's score prior to the most recent change.
Last Change Of Star Guest Rating: The date the rating last changed.
Last Date In Star Guest High Risk: The last date the member was considered "High Risk" (Rating < 2.5).
Number Of Status Changes (Low to High / High to Low): Counts how many times the member's rating has improved or declined across the 2.5 threshold.
Overall Number Of Days In 1, 2, 3, 4: These columns show the total days the member spent in each rating category (where 1 is lowest/highest risk, and 4 is highest/most loyal).
Visits & Activity
Number Of Unique Visits (Last 10 Days / Last XX Days): The count of unique visits in the recent period leading up to the report date.
Number Of Unique Visits In Period: Total visits between the "Date Since" and "Date Until" selected in the filters.
Number Of Unique Visits For Current Contract: Total visits specifically attributed to the current contract.
Last Visit: The exact date and time of the member's last swipe into the club.
Studio Visits: The total number of visits to the studio.
Staff Interactions
Total / Reception / PT Interactions (Start Date): Counts of interactions recorded by staff since the member's start date, broken down by total, reception staff, and trainers.
Total / Reception / PT Interactions (Last Change Date): Counts of interactions recorded since the member's Star Guest rating last changed.
Personal Training (PT)
Total PT Sold Count/Revenue (Start Date): Total Personal Training sessions sold and revenue generated since the member joined.
Total PT Sold Count/Revenue (Period): PT sales and revenue strictly within the selected date range.
Total PT Done Count/Revenue: The number of PT sessions actually completed (delivered) and their associated revenue value.
Additional Member Details
City / Street / Zip Code: The member's address details.
Cancel Reason: If the member cancelled, the reason selected in the system.
Email: The member's email address.
If the member has no email: The report will display 'Doesn't have email'.
Bank Name / Bank Account: Details of the bank account associated with payments.
Credit Card: If the payment method is Credit Card, this shows the card type (e.g., Visa, MasterCard).
Type Of Sale: This categorizes the sale based on the member's history.
If the member had a previous contract end more than 2 months ago: It appears as 'REACTIVATED'.
If there is no previous contract: It appears as 'NEW'.
Sales Consultant: The name of the employee credited with the sale.
Add Ons: A list of any additional services or add-ons attached to the contract.
Total Freeze Days: The cumulative number of days the member has frozen their contract.
Hints
Debt Analysis: The "First Debt" column will only show a date if the "Contract Balance" is currently negative. This helps you prioritize members who are currently owing money.
Interaction Tracking: The interaction columns are split between "StartDate" and "LastChangeDate". Use the "LastChangeDate" columns to see if staff have engaged with a member after their retention rating dropped, which is crucial for retention strategies.
Reactivation: Use the "Type Of Sale" column to identify "REACTIVATED" members. These are former members who returned after a break of 2 months or more; they may require different onboarding than completely "NEW" members.