User manual · 7/12
Overview and reports
The Overview answers "what do I need to do today?". The Reports answer "how is the gym doing?" and "who am I about to lose?".
The daily Overview
Menu Gym → Overview. At the top there are a few clickable tiles: active members, entries in today's agenda, today's classes and members at risk.
- Today's schedule: everything in today's agenda, with filters by type. Click to open the schedule.
- To notify: moved up from the waiting list: people who got a place that freed up. Call them and press Notified.
- To follow up: subscriptions and certificates expired or expiring, grouped into Already expired, Today, This week and Within 30 days, with the phone number at hand. Click to open the member record.
Subscriptions already renewed, cancelled ones and archived members are left out of "To follow up". When there is nothing to do you see "Nothing to follow up: everyone is up to date."
Reports: trend
Menu Gym → Reports, Trend tab. Choose the period (6, 12 or 24 months). The tiles show the latest month and the change from the previous one; below are the charts and the month-by-month table.
| Item | What it counts |
|---|---|
| Active | members with an active subscription on the last day of the month (today, for the current month); suspended ones do not count |
| New | people who started their first subscription that month |
| Renewals | subscriptions sold that month to people who had one before |
| Lost | subscriptions that expired that month without a follow-on within 30 days. Marked "provisional" until the 30 days have passed |
| Renewal % | how many of the expired subscriptions were renewed |
| Sold | prices and joining fees of subscriptions sold that month, minus refunds. Not money received |
| Classes / No-shows | bookings not cancelled; no-shows marked by hand or inferred from check-ins |
| Fill % | on average, how many places were taken in classes with at least one booking |
| Workouts | workouts logged by athletes linked to members |
| Check-ins / Average time | passes recorded and average stay, based on same-day check-in/check-out pairs |
Export CSV saves the table to a file that opens in Excel or LibreOffice (report-palestra-YYYY-MM.csv). It uses the separators chosen in Regional formats.
Reports: members at risk
The At risk tab lists members with an active subscription who show at least one warning sign. Those with the most signs come first, then those expiring soonest. Each row has the phone number: it is a list of people to call.
| Sign | When it appears |
|---|---|
| Classes X vs Y | in the last 4 weeks they attended less than half as many classes as their pace in the 8 weeks before |
| Workouts X vs Y | the same rule for workouts, if the member is linked to an athlete |
| Check-ins X vs Y | the same rule for check-ins |
| Inactive for N days | no classes, no workouts and no check-ins for 14 days, and no future bookings |
| Expires in N days | the subscription expires within 14 days and there is no renewal yet |
The filters at the top show one type of sign at a time. Reports can be viewed even when the program is read-only.