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Report - PT Booking

Updated

Introduction

In this article, you will learn about the PT Booking Report, a comprehensive tool designed to give you a clear overview of Personal Training (PT) sessions and the related product packages sold to members. Its main purpose is to track the usage, status, and future potential revenue associated with Personal Training sessions. By analyzing booked sessions, consumption rates, and remaining package points, this report offers key insights into the operational efficiency of your PT department and helps in predicting future sales opportunities.

  • In this article, you will learn how to generate the PT Booking report, understand the data available in the booking and prediction worksheets, and how to interpret the results to improve sales and retention.

  • This article will be helpful for Personal Training Managers, Club Managers, and Sales Teams who need to monitor trainer performance, understand member engagement with PT products, and strategically plan future inventory and sales efforts.

Before You Start

To ensure you or your staff can access and run the PT Booking Report (v2), the appropriate system permissions must be enabled for their employee role.

  1. Navigate to System Permissions: In your PGM system, go to Clubs -> System Permissions.

  2. Select the Employee Role: On the left side of the screen, select the employee role (e.g., Trainer, Sales Manager, Club Manager) for which you want to grant access.

  3. Find the Report Permission.

  4. Grant Permission: Once you find the entry for the PT Booking Report (v2), check the box next to it to grant the selected employee role permission to view and generate the report.

Fast lane

This section offers a brief overview of the steps. The following sections contain more detailed information.

  1. Navigate to the report section: PGM / Reports / All.

  2. Locate the report using the search bar or by filtering the 'Personal Training' category.

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

  4. Configure the filters.

  5. Click XLSX to generate the report.

Instruction

The following section provides detailed steps on how to configure and generate the report.

How to generate the report

The following steps will guide you through locating and running the PT Booking Report (v2).

  1. To access the report, go to PGM -> Reports -> All.

  2. Locate the Report:

    • Use the Search Bar at the top of the reports list and type "PT Booking".

    • Alternatively, you can browse the categories, primarily checking the Personal Training category.

  3. Select the Report: Click on the PT Booking Report (v2) from the list to open the generation screen.

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

    • Club: Select the specific club.

    • Date From: Earliest date to include (works with Filter By Date). Example: 2024-01-01.

    • Date To: Latest date to include (works with Filter By Date). Example: 2024-12-31.

    • Trainer: Filter by a specific employee/trainer.

    • Statuses: Applies only when FilterByDate is set to FilterByTrainingDate.

      • Values: Cancelled, Done, Booked.

    • Filter By: Which date field to use.

      • Example: FilterByTrainingDate or FilterByDateMarkedAsDone.

  5. Press Generate Report to generate the report.

Report Extract

The report generates two main worksheets, which provide different views on your PT sessions and packages.

PT Booking Worksheet

This sheet focuses on individual booked Personal Training sessions.

  • ClubName: The name of the club where the booking took place.

  • Date: The scheduled start date of the PT session.

  • UserNumber: The unique membership number of the user who booked the session.

  • UserName: The full name of the user who booked the session (First Name + Last Name).

  • ProductName: The name of the PT product (package) that the session is being used from.

  • Quantity: The quantity of the booking. This is always 1 for a single session.

  • TotalPtNumber: The initial total number of sessions included in the user's PT package.

  • RemainingPtNumber: The number of sessions (points) remaining in the user's PT package after this session's delivery/usage is accounted for.

  • AmountNetto: The net amount (excluding tax) of the PT package purchase.

  • EmployeeName: The full name of the employee (trainer) who is scheduled for the session.

  • Status: The current status of the booking.

    • If the session IsCancelled = 1, the status is 'Cancelled'.

    • If the session IsCompleted = 1, the status is 'Done'.

    • Otherwise, the status is 'Reserved'.

  • DateMarkAsDone: The date and time when the session was officially marked as completed (Done).

    • This will only show a date if the session IsCompleted = 1 and IsCancelled = 0.

    • Otherwise, the value is null (empty).

  • Comments: Any comments or notes associated with the booking event.

Details - Prediction Worksheet

This sheet focuses on sold PT packages and uses consumption rates to predict future usage, revenue, and potential sales dates for new packages.

  • ClubName: The name of the user's Home Club.

  • Date: The purchase date of the PT package.

  • UserNumber: The unique membership number of the user who bought the package.

  • UserName: The full name of the user who bought the package (First Name + Last Name).

  • ProductName: The name of the PT package that was purchased.

  • TotalPtNumber: The initial total number of sessions included in the purchased PT package.

  • RemainingPtNumber: The number of sessions (points) currently remaining in the user's PT package.

  • LastUsageDate: The date of the last recorded usage (session delivery) from this specific package.

  • AvgPerWeek: The average number of PT sessions used per week since the package was purchased. (Calculated as $PerDay \times 7$).

  • AvgPerMonth: The average number of PT sessions used per month since the package was purchased. (Calculated as $PerDay \times 30$).

  • EstimatedEndDate: The predicted date when all sessions (TotalPtNumber) in the package will be fully consumed, based on the current average daily usage rate.

  • PredictedRevenue: The absolute net value of the purchased package, representing the potential revenue that was earned.

  • PredictedSalesDate: The predicted date when the member will run out of sessions and will need to purchase a new PT package, based on the current average daily usage rate.

  • Trainer: The full name of the employee (trainer) associated with the last recorded usage of this package.

  • DateMarkAsDone: The date and time when the last session used from this package was marked as completed.

    • This will only show a date if the last session used was IsCompleted = 1 and IsCancelled = 0.

    • Otherwise, the value is null (empty).

Hints

  • Filter Logic for Prediction: The Details - Prediction tab includes all active PT packages (where ItemInitialQuantity > 1) sold to active members regardless of their remaining quantity.

  • Using the @Statuses Filter: Remember, the @Statuses filter (Cancelled, Done, Booked) only applies to the PT Booking tab and only when you set @FilterByDate to 'FilterByTrainingDate'.

  • Date Filter for Done Sessions: If you set @FilterByDate to 'FilterByDateMarkedAsDone', the report will automatically only look for sessions that have been marked as 'Done' on the specified dates.

  • Trainer Identification: The trainer listed in the Details - Prediction tab is the one linked to the last session delivered from that package, not necessarily the one who sold it.

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