Introduction
The Membership Totals Report in Perfect Gym provides a detailed overview of your club’s current membership structure. This report exports directly to an Excel file and categorizes your member base by status, demographics, payment methods, and financial plans. It serves as a valuable tool for assessing the overall health of your membership and understanding how members are distributed across key categories.
- In this article, you will learn how to generate the Membership Totals Report and how to interpret each section of the exported Excel file.
- This article will be helpful for Club Managers and Reporting Administrators.
Before you start
Ensure you have the MembershipTotalsSummary permission assigned to your user role.
This report exports directly to an Excel (.xlsx) file; ensure you have a compatible spreadsheet viewer installed.
The report logic excludes deleted users and users without a current contract.
The report will also exclude members who only have additional contracts, including course contracts.
Fast lane
This is a brief overview of the process. The following sections contain more detailed information and logic descriptions.
Go to Reports / All / Membership Totals.
Select the specific Club (or choose "All" for regional views).
Select the Membership Status (usually "Current").
Click XLSX to generate the report.
Open the downloaded Excel file.
Instruction
Generating the Report
To access the data, follow these steps to configure the report settings:
Navigate to the Reports section in the main menu.
Locate and click on the Membership Totals report.
Club Selection: Select the specific club you wish to report on.
If you have access to multiple clubs (Regional/HQ level), selecting "All" or "0" will aggregate data from all clubs you are authorized to view.
Membership Status: Use this dropdown to filter contracts based on their state.
Current: (Default) This shows only active, ongoing contracts.
All/Null: Leaving this filter blank will include contracts regardless of status (e.g., Ended, Frozen, Not Started), as long as they meet the basic activity criteria.
Click the Generate button. The system will download an Excel file named "Membership Totals".
Report extract
The Excel file contains several sections generated by the system. Here is how to interpret the logic behind the rows and columns:
Membership Status Section:
Live: Contracts with a status of 'Current'.
Cancelled Transfer: Contracts with a status of 'Ended' where a User Transfer ID exists.
[Number]DMB: Indicates "Days Money Back." This appears if a contract was 'Ended' within the Money Back Guarantee window (defined in Master Company Settings).
Cancelled: Contracts 'Ended' after the Money Back Guarantee period.
Not started: Contracts with a status of 'NotStarted'.
Freeze: Contracts with a status of 'Freezed'.
Payment Method Section:
Groups members by their default payment source (e.g., Credit Card, Direct Debit).
Only includes contracts where the gross membership fee is greater than 0.
Gender Section:
Groups active members by the Sex field defined in their user profile.
Age Profile Section:
Groups members into specific age buckets (e.g., 0-15, 15-25, 26-35, etc.) calculated based on their birthdate relative to the report generation date.
Payment Plan Section:
Groups contracts by the specific Membership Fee Amount text.
Payment Plan Details Section:
Groups contracts by the specific Payment Plan Name.
Use Case Examples
Example 1: Analyzing Current Paying Membership Demographics
Goal: To determine the age distribution of currently active, paying members.
Settings: Set Membership Status to Current.
Result: Open the Excel file and look at the Age Profile section. This will show age ranges (e.g., 26-35, 36-45) excluding any members with free memberships.
Example 2: Identifying Recent Cancellations
Goal: To see how many members cancelled under the "Money Back Guarantee" policy versus standard cancellations.
Settings: Set Membership Status to Ended (or leave blank/All if the specific option is unavailable).
Result: Check the Membership Status section in Excel. Look for rows labeled with DMB (e.g., "7DMB") versus rows labeled Cancelled.
Example 3: Revenue Tier Analysis
Goal: To understand how many members are on high-tier versus low-tier price plans.
Settings: Set Membership Status to Current.
Result: Review the Payment Plan section in Excel. This groups users specifically by the cost of their membership (e.g., "59.99", "29.99"), allowing you to see the volume of members at each price point.
Example 4: Gender Split for Marketing
Goal: To determine the ratio of Male to Female members for a targeted marketing campaign.
Settings: Set Membership Status to Current.
Result: Refer to the Gender section in the report to see the total count of members grouped by sex for the selected club.
Example 5: Payment Method Audit
Goal: To see which payment methods are most popular among active members.
Settings: Set Membership Status to Current.
Result: View the Payment Method sub-report. This will list counts for methods such as "Credit Card," "Cash," or "Direct Debit," excluding any members who do not pay fees (fee > 0).
Hints
Active User Requirement: The report only counts users who are marked as Active (
IsActive = 1) and are not marked as Deleted within the system.Financial Filtering: Most sections of this report (Payment Method, Gender, Age Profile, Payment Plan) automatically exclude contracts where the Membership Fee is 0. These sections are designed to analyze paying members only.
Money Back Guarantee: The system automatically calculates the number of days between the contract start and end date to determine if a cancellation falls under the "Money Back" status (DMB).
Columns and Rows: In the generated Excel matrices, the Columns represent the Club names, and the Rows represent the specific data category (e.g., Age Group, Gender, Payment Plan).
Current Contract Check: A user must have a valid
CurrContractId(Current Contract ID) assigned in their profile to appear in this report.