GymSales Reports

GymSales provides the following reports. NOTE: All reports are for a single location except where listed otherwise.

Lead Status	Lead Allocations Report	Email messages	Tag Report
Salespersons	Productivity	SMS messages	User statistics
Sales	KPI	Bulk SMS	Deleted people
Exceptions	Appointments	Bulk E-mail	Secondary Sales
Not Interested	Calls activity	People activity	Referrals
Marketing Report

The following features are common across all reports.

The Filter allows you to change the date range and options for the report.

Clicking Download will create an Excel file of the report.

Clicking many (but not all) of the column headings will allow you to sort the data in the table by that column in ascending or descending order.

Lead Status Report

A list of all the new leads entered. The date filters on this report are the created date of the person.

Note: For detailed information, see the How to Read the Lead Status Report help article.

By default, the graph shows the Contact Method.

Placing your cursor over each colored section on the graph shows you more detail.
Selecting Filter and changing the Report Type to Source will change the graph.

Below the graph is a summary of data

Lead Status Multi Club Report

This report shows new leads generated across all your locations.
Like the lead status report, the filters are based upon the lead's created date. The data in this report can be viewed By Region (you can group your sites into regions by updating company settings - reporting region).

This grouping will show you each location and the channels that are driving leads.

Or by Contact Method, where you can drill into marketing sources and location and see the current status of each lead and the closing %.

Salespersons Report

This report shows salesperson activity and conversion metrics.

Note: For detailed information, see the How to Read the Salespersons Report help article.

By default it's a single location report. You can change the report type in the top right-hand side.

Detail - Shows Salespeople and totals for each location.
Summary - Summary per location.

The following table provides a description of the report fields and sample data.

Field	Sample Data	Description
Contact Attempts	1866	Number of phone calls attempted to people in the status of Enquiry, Tour, or Trial
Contacts	805	Number of spoke to phone calls for people in the status of Enquiry, Tour, or Trial
Appointments (A1)	98	Appointments booked for the same day
Appointments (A2)	50	Appointments booked for the next day
Appointments Other (A3)	28	Appointments booked for any future day
Total Appointments Booked	190	Total Appointments booked
Contact to Appointment Ratio	24%	Appointments booked / Contacts
Appointments Today	175	How many appointments were scheduled to occur (in the range being filtered based upon the appointment date/time)
Show Up	120	Number of these Appointments with outcome Not No-Show (they were Sale, No Sale, Trial)
Show Ratio	69%	Show up / Appointments
Appointment Sales	98	Number of these appointments with outcome Sale
Appointment Close Ratio	82%	Sales / Show up
Walk Ins	35	Number of people who walked in and asked prices (appointment type 'Walk-in'
Walk in Sales	28	Number of walk-ins with outcome 'Sale'
Walk-In Close Ratio	80%	Walk-in sales / Walk Ins
Total Sales	126	Appointment Sales + Walk in Sales
Total Close Ratio	81%	(Appointment Sales + Walk in Sales) / (Appointments + Walk Ins)
Personal Training Sold	23	Not relevant to you
Referrals From POS	195	Number of New Leads created using the Add Referral option in GymSales
Referrals Per sale	1.55	Referrals / Sales
New Leads	430	Total number of new leads in the reporting period
Service Calls	17	Number of calls with outcome spoke-to made to people with status of Sale
Service Call Attempts	20	Number of calls attempted to people with status of Sale

Sales Report

The Sales report tracks sales won during the given date range. The date attribution depends on which area of the report you are viewing: Pie Chart, Table 1: Lead Breakdown by Contact Method or Source, or Table 2: List of Sales. For this reason, if you want to track lead conversion by channel for leads captured during a specific date range, the Lead Status report is recommended as it tracks conversions based on when the lead was captured.

Note: For detailed information, see the How to Read the Sales Report help article.

Exceptions Report

Most GymSales reports show what has been completed. The Exceptions report shows you what your team isn't doing. In this report you can see Uncontacted Internet Leads, Unread SMS Messages, Unread Emails, Overdue Calls, and Un-completed Appointments.

This report can be used to view a single location or multi-site. There are no date filters: the report shows the current state only.

Not Interested Report

List of people who have status of Not Interested and were changed to this status during the date range.

The graph shows a summary of the reasons. Similar to the lead status report, this can be grouped by contact method or marketing source.

Below is a summary of data.

Marketing Report

A list of all the new leads entered. The date filters on this report are the created date of the person.

Lead Allocations Report

This report shows a summary of just the internet leads to ensure they are being evenly distributed across your team. The report shows the number and % allocated to each team member as well as their closing rate. The date filter is the created date of the person.

Productivity Report

A single consolidated report of New Leads, Calls Completed, Appointments booked, Appointments Completed, SMS, email to view the detail minute by minute what is happening each day (for the single location).

KPI Report

Reports on Location or individual KPI's. Daily, Weekly or Monthly.

Green if the target was met, Orange if it was missed.

Appointments Report

List of all appointments during the selected period.

Note: For detailed information, see the How to Read the Appointments Report help article.

The graph is grouped by salesperson and status (Sale, No sale, No show, Uncompleted, and Trial).

The report also generates tables of data about the Salesperson and the Person (lead).

Salesperson Table

On the Salesperson table, you'll see the same status information from the graph along with the Show Rate (%), Close Rate (%), Unique Visitors, Waivers Signed, and Waiver Compliance (%).

Person Table

The Person table provides the following information:

Person Created At - The date and time the lead was created.
Source - Marketing source
Salesperson - The person who made the sale
Starts at - The appointment start date and time
Category
Outcome - Sale, No Sale, Trial, Did Not Show
Description - Booked Tour, Walk-in, Walk-in Buy-Back, Appointment Buy-Back
Wavier Signed - Yes or No
Waiver Signed Date - the date the waiver was signed

An example of the Person table is shown below.

Filter

You can filter on a range of different criteria for this report.

Filter by - The selected date range can be based on the date the appointment was scheduled to occur (start date) or the date it was booked.
From and To - The date range to filter by.
Salesperson - Individual who made the sale.
Booked at - Where the appointment was booked.
Kind - The type of appointment:
- Booked Tours - appointments scheduled in advance.
- Walk-ins - appointments that were not scheduled in advance, the lead showed up at the club for a tour.
- Appointment Buy-backs - if a lead had a Booked Tour visit previously any time in the past 30 days and returns for a subsequent visit, GymSales counts that as an "Appointment Buy-back". Any outcome is attributed toward the original visit, so close % is not impacted.
- Walk-in Buy-backs - if a lead had a Walk-in visit previously any time in the past 30 days and returns for a subsequent visit, GymSales counts that as an "Walk-in Buy-back". Any outcome is attributed toward the original visit, so close % is not impacted.
Outcome - Sale, No Sale, Trial, Did Not Show
Waiver Signed - All, Yes, or No

An example of the Appointments report filter is shown below.

Calls Activity Report

This report provides a list of all the calls completed during the selected period. It has the following filters.

Date from/Date into: Date range during which the call(s) were completed.
Salesperson: The user that completed the call(s).
Outcome: View calls with a specific Outcome: Spoke to, No Answer, Left Message.
Status: Lead Status of the people that were called.
Related To: View calls related to a specific sales funnel - Membership or any Secondary Sales funnels (if using). The default view of the report (without this filter applied) will show all calls during the date range related to any sales funnel.

Email Messages Report

List of emails sent during the period.

SMS Messages Report

List of SMS messages sent during the period.

Tag Report

Graph and summary of tags used applied to people and the status of those people.

Filter is based upon the created date of the person.

This report is a summary only and not intended to be used as a sales report as a person can have more than 1 tag and could be counted multiple times.

User Statistics Report

Shows usage of GymSales during the period specified. Can be viewed for a single location or multi-location.

Deleted People Report

A list of the people who have been deleted during the date range.

This report also gives you the option of un-deleting them.

Performance Report

This is a single location report that contains essentially the same data as the Lead Status report and the Salesperson report by in a day by day graphical view.

It can be viewed by last 30 days or any previous month and filtered by salesperson.

The report can be downloaded to PDF. NOTE: This report cannot yet be scheduled to be sent via email.

The first section of the report shows the key conversion rates. Each bar represents one day of the month.

Selecting the gear icon in the top-right you can set targets.

New Leads created each day for each contact method.

Secondary Sales Report

The Secondary Sales Report has two elements:

Point of Sale Pie Chart – Specifically tracks Secondary Sale opportunities that are created at the point of Membership Sale. If one or more Secondary Sale types have been added to members at the point of Membership Sale during the given date range, the pie chart will be updated according to which statuses the leads currently have for the Secondary Sale types (at time of viewing the report).
Post Sales Activity Tracker – Tracks the activities completed by each user that are “Related to" any Secondary Sale Type. Use the Date filter to display only activities completed during a chosen date range (Date from, Date into).

The Filter on the report allows you to specify a date range as well as to isolate and focus on one particular Salesperson user, and/or one particular Secondary Sale type. If no filter is applied, then data associated with all Salesperson users and Secondary Sales types for the given date range will be included in both report elements by default.

For more information, see the Secondary Sales Report article.

Referrals Report

This report shows the name of the referring member as well as the name of the person they referred for the selected time frame.