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Loyalty Points Summary Report

Updated

Introduction

In this article, you will learn about the Loyalty Points Summary report, its purpose, and how it helps you manage your rewards program. The primary function of this report is to provide a clear, comprehensive view of your members' loyalty point balances and their point-related transaction histories. It offers valuable insights into the exact activities driving your rewards program. 

  • In this article, you will learn how to configure permissions, generate the report, apply the correct filters, and read the detailed output tabs.

  • This article will be helpful for Club Managers, Administrators, and Marketing Teams.

Before You Start

Before you can generate this report, you must ensure that your system permissions are configured correctly so that your account has access to it. Follow these steps to enable access:

  1. Navigate to the main menu and go to PGM -> Clubs -> System Permissions.

  2. Select the specific employee role that requires access to this report.

  3. Find the report in the permissions list under the Members category (you can use the search bar to enter the report name for quick access).

  4. Check the box next to the report name to grant access, and save your changes.

Fast lane

Please note that this is a brief overview, and the following sections contain more detailed information.

  • Navigate to PGM / Reports / All

  • Search for the report by name or browse the Members category

  • Click on the report to open the filter selection screen

  • Set your preferred Clubs, Start Date, and End Date

  • Generate and download the spreadsheet

Instruction 

The Loyalty Points Summary report provides a comprehensive view of member loyalty point balances and transaction history. Members can earn and redeem points through a variety of activities, all of which are recorded in this report.

Points may be added or deducted through activities such as:

  • Account Club Visited
  • Loyalty Points Redeemed
  • Loyalty Points Revert Redeemed
  • Product Settlement
  • Product Has Been Sold
  • Account User Birthday
  • Class Booked
  • Class Attended
  • Personal Training Booked
  • Personal Training Attended
  • Class Attendance Statistics Generated
  • Account Club Visits Statistics Generated
  • Personal Training Attendance Statistics Generated

By combining current point balances with detailed transaction records, the report helps you monitor member engagement, track redemption activity, and evaluate the effectiveness of your loyalty program.

Step-by-Step Instructions

  1. Once the required permissions have been assigned, navigate to PGM > Reports > All.
  2. Use the search bar to locate the report by name. 
  3. Select the report to open the filter screen, where you can define the data range and clubs you want to include in the export.
Understanding the Filters

To get the exact data you need, you will be prompted to fill out three filters before generating the report. Here is a breakdown of what each filter does:

  • Clubs: Select the specific club or locations you want to report on. You can choose one, multiple, or all clubs you have access to (e.g., Select "Downtown Branch" to only include members whose home club is the Downtown Branch).

  • Start Date (Date Since): Select the first date you want to include in the detailed transaction history (e.g., Enter "01/01/2026" to see all points earned or spent starting from New Year's Day).

  • End Date (Date Until): Select the cutoff date for the report. This determines both the final cutoff for the detailed transaction history and the date at which the total points summary is calculated (e.g., Enter "31/01/2026" to see transactions up to the end of January, and to see exactly what each member's total point balance was on that exact date).

Report Output

When you generate the report, it will download as a spreadsheet containing two distinct tabs (worksheets).

Tab 1: LoyaltyPointsSummary This tab provides a high-level snapshot of member balances up to the End Date you selected.

  • ClubName: The name of the member's home club.

  • UserId: The unique system identification number for the member.

  • UserNumber: The member's assigned barcode, card number, or membership number.

  • FullName: The first and last name of the member.

  • PhoneNrMobile: The member's mobile phone number for easy contact.

  • Email: The member's registered email address.

  • LastVisit: The exact date and time the member last swiped into a club.

  • RetentionIndex: A calculated score indicating how likely the member is to remain active and not cancel their membership.

  • UserMembershipStatus: The current standing of the user's membership (e.g., Active or Suspended).

  • SumOfPoints: The total, combined balance of all loyalty points the member holds as of your chosen End Date.

Tab 2: LoyaltyPointsDetail This tab provides a line-by-line history of every point transaction that occurred between your chosen Start Date and End Date.

  • ClubName: The name of the member's home club.

  • UserId: The unique system identification number for the member.

  • UserNumber: The member's assigned barcode or membership number.

  • FullName: The first and last name of the member.

  • Points: The specific number of points involved in the single transaction. The system uses conditional formatting to color-code this number: Red for less than 0, Orange for exactly 0, Green for 1 or greater (defaults to Orange otherwise).

  • Type: Categorizes whether points were added to or removed from the account. If the points are less than zero, it displays 'Redeemed'. Otherwise, it displays 'Addition'.

  • EventType: The exact system action that caused the point change (e.g., 'Account User Birthday', 'Class Attended', or 'Product Has Been Sold').

  • CreatedTime: The precise date and time the points were granted or spent.

  • Comment: Any manual notes or automated system remarks attached to the point transaction.

  • UserPosTxId: The unique identification number for the Point of Sale receipt, if applicable.

  • POSDescription: A brief description of the Point of Sale transaction.

  • RegularPrice: The standard retail price of the item or service purchased.

  • SoldPrice: The final gross amount the member actually paid for the item after adjustments.

  • ProductId: The system identification number for the purchased product.

  • ProductName: The name of the product that was bought.

  • ProductCategoryName: The broader category the purchased item belongs to (e.g., Drinks, Clothing).

  • ProductDiscountName: The name of any special discount or promotion applied to the purchase.

  • DiscountValue: The numerical value of the discount applied.

  • ChargeLoyaltyPointsPerUnit: How many loyalty points are required to purchase one unit of this specific product.

Hints

  • Color Cues: When reviewing the 'LoyaltyPointsDetail' tab, use the color of the numbers in the 'Points' column to your advantage. A quick scroll will easily reveal red text, letting you instantly spot where members are cashing in their points.

  • Historical Accuracy: Because the 'SumOfPoints' column on the summary tab calculates balances based strictly on your 'End Date' filter, you can use this report to view historical point balances. For example, running the report with an End Date of December 31st of last year will show you exactly what everyone's balance was on that day, regardless of what they have spent since.

  • Cross-Referencing: If you see a large point redemption in the details tab, look at the 'ProductName' and 'SoldPrice' columns in the same row to understand exactly what the member decided to spend their hard-earned points on.

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