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Sales Activity Report

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The Sales Activity Report summarizes a club's sales activity filtered by Date Range, Location, and Employee. It also includes MTD (Month to Date) activity for the same month as the selected report date.

If you select "All Locations", the report will display the data for each location on its own tab and will also contain a summary tab for all locations. If you select one location and "All Employees", the report will display the data for each employee on its own tab and will also contain a summary tab for the entire location.

How to Read the Sales Activity Report 

This report pulls data from several sources, including KPIs and Follow-Ups, the Calendar, and the club's external billing system (if applicable). Employees only appear on the report if they have completed one or more of these activities during the selected date range for the report (or the Month to Date):

  • Contact with a Prospect or Member (via Follow-Up or Direct Contact)
  • Attend and/or be the Event Owner of a Calendar event
  • Receive credit for a sale in the club's integrated, external billing system


The report may include staff members that have since been deleted or moved to another location.

Special Note on Be-Backs and Rewrites: If your club excludes Be Back stats from its KPIs and reporting, then all of the Sales Activity Report's 'Be Back'-related fields will have a zero in them. If your club does not count a rewrite as a new agreement, rewrites will not factor into "Closed" stats. These settings are determined at the System Admin level. Contact our support team at support@club-os.com if you wish to make changes.

Sample Sales Activity Report

Sales Activity Report header

The Sales Activity report contains eight sections that provide information on new leads, membership appointments and sales, referrals and orientations. Click the links below to jump ahead to a specific section.

New Leads | Contacts by Status | Contacts by Type | Sales Appts | Unscheduled Visit Events
Club Traffic | Membership Sales | Follow Through

New Leads

The New Leads section lists the total number of new Prospects for the selected date range, broken down by source. Sources include Referrals, Phone Inquiries, Web Leads, and Other (Walk in/Outreach/Other).

New Leads section

Contacts by Status

The Contacts by Status section lists the number of contacts (scheduled Follow-Ups and Direct Contacts) made to Prospects and Members by the employee/location within the selected date range, and breaks them down by status type.

Contacts by Status section

Status types include:

  • Lead
  • Web Lead
  • Referral
  • Appt Booked: Prospects who have scheduled an appointment with club staff
  • Appt No Show: Prospects who failed to attend their scheduled appointment with club staff
  • Missed Guest: Prospects who attended their appointment but have not purchased a membership or accepted the club's guest pass
  • Active Guest: Prospects who accepted a guest pass and are still currently within their guest pass period
  • Expired Guest: Prospects who accepted a guest pass that has since expired
  • Member: Members with a current membership in good standing
  • Member - Pending Cancel: Members who have informed the club they plan to cancel their membership
  • Member - Freeze: Members who have temporarily suspended their account 
  • Member - Delinquent: Members who have a past due balance and/or an agreement in a delinquent state
  • Inactive Member - Expired: Clients whose membership naturally expired
  • Inactive Member - Canceled: Clients who actively cancelled their membership
  • Inactive Member - Collections: Clients whose membership is in Collections
  • Not Interested: Prospects who have asked to be removed from the Membership Follow-Up Schedule. (Contacts in this category would have been made using Direct Contact, rather than Follow-Ups.)
  • VIP Guest: Prospects with a VIP Guest status
  • Unscheduled: The total number of times in which the employee/location contacted a Prospect or Member using Direct Contact (outside of their scheduled Follow-Up)

Contacts by Type

The Contacts by Type section breaks down the total number of contacts (Follow-Up and Direct Contact) by communication type (Call, Email, or Text/SMS). 

Contacts by Type section

Sales Appts

The Sales Appts section lists scheduled appointments with Prospects and how many of them resulted in membership sales (Closes).

Sales Appts section

  • New Appts Made: The total number of appointments scheduled by the employee/location on the date of the report
  • Total Appts Today: The total number of appointments scheduled to occur on the date of the report. (This is a sum of 'New Appts Today' and 'Be Back Appts Today'.)
  • New Appts Today: The number of appointments for first-time visitors on the date of the report
  • Be Back Appts Today: The number of appointments for return visitors on the date of the report
  • Total Appt Showed: The total number of scheduled appointments attended on the date of the report. (This is a sum of 'New Appts Showed' and 'Be Back Appts Showed.')
  • New Appts Showed: The number of first-time appointments attended on the date of the report
  • Be Back Appts Showed: The number of returning visit appointments attended on the date of the report
  • Total Appt Showed %: The percentage of all scheduled appointments attended on the date of the report. (This is a sum of 'New Appts Showed %' and 'Be Back Appts Showed %.' A low figure here indicates that the club experiences a high number of no-shows.)
  • New Appts Showed %: The percentage of appointments for first-time visitors that were attended
  • Be Back Appts Showed %: The percentage of appointments for returning visitors that were attended
  • Appts Closed: The total number of appointments at which a membership was purchased (This is a sum of 'Appts Closed Primary' and 'Appts Closed Secondary'.)
  • Appts Closed Primary: The number of appointments at which a single membership was purchased
  • Appts Closed Secondary: The number of appointments at which a Prospect/Member purchased an additional membership (for example, for themselves and their spouse)
  • Appts Close %: The percentage of attended appointments that resulted in a membership being purchased

Unscheduled Visit Events

The Unscheduled Visits section lists unscheduled (walk-in) visits from Prospects and how many of them resulted in membership sales (Closes).

Unscheduled Visits section

  • Total: The total number of walk-in events for the reporting dates. This includes New visits (for first-time visitors to the club) and Be Back visits (returning visitors who haven't purchased a membership yet).
  • Unscheduled Visit Events Closed Primary: Walk-ins that resulted in a Prospect purchasing a single membership.
  • Unscheduled Visit Events Closed Secondary: Walk-ins that resulted in a Prospect purchasing multiple memberships (for example, for themselves and a spouse).
  • Unscheduled Visit Events Close %: The percentage of walk-in visits that resulted in membership sales.

Club Traffic

The Club Traffic section lists the total number of visits from Prospects (appointments and unscheduled visits) and how many of them resulted in membership sales (Closes).

Club Traffic section

  • Total: The total number of visits (appointments and unscheduled visits) that the employee/location received
  • Appts Showed: Prospects who attended scheduled appointments
  • Unscheduled Visit Events: Prospects who visited the employee/location without an appointment
  • Overall Close %: The percentage of all visits that resulted in membership sales 

Membership Sales

The Membership Sales section provides the total number of membership sales over the selected date range, broken down by their source. This data is pulled from the club's external, integrated billing provider. "Web Signup" refers to memberships that were purchased online, and "Closes" refers to memberships that were sold in person by a staff member.

Membership Sales section

Follow Through

When new Members provide referrals to friends and family or schedule an orientation, that activity appears here. The Follow Through section lists the total number of Referrals (Referrals/Preferred Guests/VIP Guests) acquired and Orientations (Orientations/Fitness Assessments/Fitness Consultations/Intros/Quick Starts) scheduled.


Follow Through section

  • Dashboard Referrals: The total number of Referrals/Preferred Guests/VIP Guests links acquired from new Members
  • Referrals/Preferred Guests/VIP Guests per New Member: The number of Referrals/Preferred Guests/VIP Guests that were acquired per each new Member (at any point within the report's designated date range)
  • POS Referrals: The number of Referrals/Preferred Guests/VIP Guests acquired from new Members on the date their membership was purchased.
  • POS Referrals Per New Member: The number of Referrals/Preferred Guests/VIP Guests that were acquired per each new Member on the date their membership was purchased.
  • POS Orientations: The total number of Orientations/Fitness Assessments/Fitness Consultations/Intros/ scheduled by new Members on the date their membership was purchased.

 

Learn more about accessing, filtering, and scheduling reports.

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