Membership report

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SUMMARY

This report explains how many individual clients are members, along with how many membership pricing options are in your system.

  • Uses logic to report on shared memberships and recognizes each shared membership as a single item purchased with multiple associated members.
  • Helps clarify the difference between members and memberships, and gives the statuses of all members and memberships. You can read more about client statuses at the bottom of the "Client Profile screen" article, or by clicking here.

Helpful terms:

  • Member: Refers to an individual who either has a membership pricing option on account, or is sharing a membership.
  • Membership: Refers to each unique membership pricing option purchased by a client.

CONTENT

 

Report's Location

  1. Select the Reports tab and choose Clients from the tabs on the left.
  2. To narrow the list, select Marketing from the filters, and then click Membership to open the report. You can always use the search bar at the top right to search for Membership by name, and if it’s a report you use often, then consider making it one of your favoritesClients_Marketing.png

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Understanding the report's filters

  • Compare Past Dates: Click this checkbox to compare the number of daily memberships between two different dates. This number doesn't track sales of memberships (which you can also see), but the number of active members. If you check this filter, you'll need to enter start and end dates as well. 
  • Location Sold: Use the dropdown menu to choose a specific location, or to generate results for all locations at once. If you choose a specific location, the report will consider only memberships sold at that location.
  • Include à la Carte Items: Tick this checkbox to have the report consider individual membership pricing options in its results. Meaning, items not attached to a contract will be included.
  • Include Returned Memberships: Tick this checkbox, and the report will consider memberships that have been returned by the client.
  • Tagged Clients Only: Use this checkbox to run the report for tagged clients only. To learn about tagging, click here.

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Client statuses defined

  • System Status: Automatic statuses based on the client's memberships pricing option.
    • Active: The client has an active membership on file.
    • Non-member: The client has never purchased a membership pricing option.
    • Expired: A client's membership pricing option on account has reached it's expiration date.
    • Suspended: The client had an active contract. But it's currently suspended on the Account Details screen. Clients are also considered suspended if their Profile screen has a scheduling suspension.
    • Terminated: The client had an active contract. But it was terminated on the Account Details screen.
    • Declined: The client’s last automatic payment—covering at least one membership pricing option—has declined. Note that this high-priority status will take precedence over your clients’ status associated with any other memberships that may be on account; meaning, if a client has one active membership on account and one associated with an expired credit card, then his or her status on the client’s Profile screen will be "Declined."
  • Custom Status: This refers to statuses that you create and manually assign to a client on their Profile screen. Custom statuses override system statuses.

You can read more about client statuses at the bottom of the Client Profile screen article.

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Membership - Summary view

When you generate the Membership report, a summary screen opens with statistics based on the statuses of your members and memberships. Because one client might have multiple memberships, the summary version of the report separates members (individuals) from memberships (membership pricing option). To learn how to access the report in detail view, click here.

Memberships:

  1. Active Memberships
  2. Declined Memberships
  3. New Contracts (Yesterday)
  4. New Contracts (Month to Date)
  5. Suspended Memberships
  6. Terminated Memberships
  7. Expired Memberships (not pictured)

Please note that sections for expired, terminated, and suspended memberships will show up only when applicable. 

Members:

  1. Active Members
  2. Declined Members
  3. New Contracts (Yesterday)
  4. New Contracts (Month to Date)
  5. Suspended Members
  6. Terminated Members 
  7. Expired Members (not pictured)

Clients who were manually assigned a custom status will appear at the bottom of the summary version of the Membership report. In the detail version of the Membership report, the custom statuses also appear in the Status Dropdown filter.

Please note that sections for expired, terminated, and suspended memberships will show up only when applicable. 

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Membership - Pricing Options Detail view

The option "Membership - Pricing Options" refers to the Pricing Options that are assigned to your members, or gives the client the membership you are looking at. Clicking the hyperlinks on the Summary view report is the only way to access the Membership report in Pricing Options Detail view. 

  • It is important to note: Depending on the filters set, the Detail View of the report may not match the totals observed in Summary View.

Once you click on one of the hyperlinked statistics on the Summary view, the report options in Pricing Options Detail view, just for those statistics that you clicked; meaning, if you clicked a link on the Summary view titled "Membership Pricing Option - 102," then a detailed version of those 102 pricing options will open.

Once the detailed view opens, you can manipulate the statistics. To manipulate this data:

  1. Change the filters at the top of the Membership  report in Pricing Options Detail view:
    • Filter by: Choose from the dropdown menu to sort the detailed version of the report by All Memberships, Expiration Date, Active Date, or Agreement Date.
    • Renewal Status: Use the dropdown filter to run the report for only Auto-Renewing memberships, only non Auto-Renewing memberships, or both together (All Memberships).
    • View: Choose from the dropdown menu to run the report for All Memberships, Only New Contracts, or Only Auto-Renewing Contracts.
    • Membership: Choose to filter the report by membership, or choose All Memberships to view them all.
    • Status: From this dropdown menu you can choose to narrow the report's results by membership status, or choose All.
    • Location Sold: You can filter the report for memberhsips sold at specific locations. Choose a location from the dropdown list; by default, the report is set to All Locations.
    • Include à la carte items: Tick this checkbox to have the report consider individual membership pricing option in its results. Meaning, items not attached to a contract will be included.
    • Include returned memberships: Tick this checkbox and the report will consider memberships that have been returned by the client.
    • Tagged Clients Only: Use this checkbox to run the report for tagged clients only. To learn about tagging, click here.
  2. Click on the column names (e.g., Membership Type, Status, Member From, Last or YTD Arrivals) to re-sort the report's data.

Note: Future memberships will not appear in Pricing Options Detail view unless "Pay Now" is selected at POS.

How is the "Member To" field calculated?

When it comes to membership, our report certainly cannot estimate how long a client will stay committed to your business. So what the Membership detail report is actually describing is either the date of the autopay scheduled furthest into the future, or the expiration date of the pricing option it's associated with—whichever comes first.

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Permissions that control access to this report

To view and run this report, the following permission must be enabled for you or your staff's login group:

  • Membership Reports

To grant or restrict access to this report, just hit the Home tab and select Staff from the submenu. Choose Tools at the top right and click on Staff Permissions.Staff_Permissions_in_Tools.png

  1. Select a permission group from the dropdown menu.
  2. Click on Report Permissions.
  3. Check or uncheck the Membership Reports permission.
  4. Click Update.

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ADDITIONAL RESOURCES

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