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The Vitals Report

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Vitals Report Basics: 

The Vitals Report provides key KPI’s in one report. The report will give visibility to key metrics such as how the club’s membership and training programs are running without needing to pull and review multiple reports. For example, the report can be run ad hoc, or can be scheduled for recurring delivery on a daily or month-to-date basis, so that clear visibility into club performance is always readily accessible.   

Important Notes: Reports in Club OS pull real-time data. This means the report will include all data up until the time the report is run. To ensure that the data matches as closely as possible when cross referencing other reports, you should pull the reports for the same date range and at the same time. This will help minimize possible data differences as both reports will include data from the same (or very close) date and time frame.

 The Vitals Report can only be pulled for a location’s data. It will not be able to be pulled on an employee basis.

Definitions

There are two sections of the new Vitals Report, the Fitness Consultation Management section and the PT Agreement Management section. Definitions for all KPI’s included in those sections are listed below. Each definition will indicate where you can reference that KPI in the Club OS Dashboard.

Fitness Consultation Management

  • New LeadsAll prospects who were created in the date range. This will match the New Prospect Report of the same time range. This metric can also be seen on the KPI dashboard as New Leads.
  • Appointment Scheduled (Appt Scheduled)The number of appointments that were scheduled to occur during the time range. This metric can also be seen on the KPI dashboard as Appts Today.  
  • Appointment Show (Appt Show)The number of scheduled appointments that were marked Completed in Club OS. This metric can also be seen on the KPI dashboard as Appts Show.
  • Appointment Show % (Appt Show %)Appt Show / Appt ScheduledThe percent of scheduled appointments that were marked Completed in Club OS. This metric can also be seen on the KPI dashboard as Appts Show %.
  • Unscheduled VisitsThe number of walk-in events that were created. This metric can also be seen on the KPI dashboard as Unscheduled Visits. 
  • Total ToursAppt Show + Unscheduled VisitsRepresents the total amount of prospect traffic at the club.  
  • New Membership AgreementsThe count of new membership agreements sold in the time period. This metric can also be seen on the KPI dashboard as Memb Units. Both the KPI and the report count a sale as an agreement with a sale date in the time range. Comp and PPV memberships are counted as sales. Note: Rewrites and renewals are not counted as new sales both in the Vitals Report and across all Club OS KPIs and reports.
  • Membership Close %New Membership Agreements with a corresponding Appointment Event / Total ToursThis metric can also be seen on the KPI dashboard as Close %. Please note that if a member has multiple memberships sold to them on the same day (even if done in error) the report will count each one as an individual membership sold, but as one closed event. Additionally, if a membership is sold that does not have a 'Salesperson' associated with it, it will not count towards the Membership Close % You can reference the 'Memberships Sold Report' for details on the memberships and assigned Salesperson.
  • New Member Fitness Consultation (FC) Made @ POSThe number of Fitness Consultation events that were made on the same day as the member’s membership sale date. This metric can also be seen on the KPI dashboard as FCs Made POS.
  • New Member Fitness Consultation (FC) Made @ POS %FCs Made @ POS / New Membership AgreementsThe percent of all new members who made their FC on the same date as their sale date. This metric can also be seen on the KPI dashboard as New Memb FCs Made POS%.  
  • Total Fitness Consultation (FC) MadeThe total number of FCs created during the time period. This metric can also be seen on the KPI dashboard as FCs Made.
  • Fitness Consultation (FC) ScheduledThe number of FCs that are on the calendar for the dates of the report. This metric can also be seen on the KPI dashboard as FCs Today. Difference_btwn_FC_s_Made_and_Scheduled.png
  • Fitness Consultation (FC) ShowThe number of FCs that are on the calendar for the dates of the report that were marked Completed in Club OS. This metric can also be seen on the KPI dashboard as FCs Show.  
  • Fitness Consultation (FC) Show %FC Show / FC ScheduledThe percent of scheduled FCs that were marked Completed in Club OS. There is no equivalent KPI for this stat.
  • Fitness Consultation (FC) SoldThe number of FCs that were marked Completed, where the member purchased a PT agreement on the same date. This metric can also be seen on the KPI dashboard as FCs Closed.
  • Fitness Consultation (FC) Sold %FC Sold / FC Show: The percentage of fitness consultations that resulted in sales. There is no equivalent KPI for this stat.

PT Agreement Management

  • New Personal Training (PT) AgreementsThe number of PT agreements with a sale date in the report time range where the member has no previous PT agreements. This count excludes agreements that were sold with a Total Agreement Value of $0.00. To cross-check the data, look at the Package Sales Summary Report for the same date range, using Column V (Pre-existing PT Agreement Status) to determine if the agreement was a new agreement or not. Make sure to exclude agreements whose value is $0. Note: BodyWorkz agreements that were added to Club OS as Completed (and thus never billed in our system) are not considered previous agreements for the Vitals and Accrual Reports, but the notation of a previous agreement will show up in the Package Sales Summary Report.   
  • Renewal Personal Training (PT) AgreementsThe number of PT agreements with a sale date in the report time range where the member has a previous PT agreement (this includes all agreement statuses). This count excludes agreements that were comped (i.e. they were sold for $0). See “New PT Agreements” for how to cross-check the data.
  • Total Personal Training (PT) AgreementsNew PT Agreements + Renewal PT Agreements
  • Down CollectedAccrual Revenue Report: (E7 + E8 + E10 + E11)The down payment amount collected from PT agreements sold. Matches up to the Accrual Revenue Reports sum of new and renew down payments, refer to the following columns of the report: Cash/Check and Credit/ACH totals for New and Renew Down Payment (E7 + E8 + E10 + E11).
  • Average Down CollectedTotal down payment amount / number of agreements sold from Package Sales Summary ReportThe average down payment from among all agreements sold. The data can be cross checked from the Package Sales Summary Report by dividing the total down payment amount listed there but the number of agreements sold (includes agreements with no down payments and agreements for $0).
  • Total Agreement ValuePackage Sales Summary Report: Grand total row for Column LThe total agreement value from PT agreements sold during the time period. Cross check with the Package Sales Summary Report’s grand total for Column L (Total Package Cost).  
  • Credit/ACH ProcessedAccrual Revenue Report: (E8 + E11 + E14)Amount of credit/bank account payments collected in the report’s time range. Matches up to the Accrual Revenue Reports sum of Credit/ACH Total (E8 + E11 + E14).
  • Cash/Check CollectedAccrual Revenue Report: (E7 + E10 + E13)Amount of cash/check payments collected in the report’s time range.  Matches up to the Accrual Revenue Report’s sum of Cash/Check Total (E7 + E10 + E13).
  • Total Collected = The money the club has collected from training clients. Refunds are deducted from this total.  Total amount collected from down payments, recurring payments and cancellation fees minus the refunds. 
  • $ Added to Next Month's DraftThis is the amount projected to be collected for next month from PT agreements sold so far this month. There are a couple of steps to cross-check this data. First, run the Package Sales Summary Report for month to date to get the list of new agreements sold. Then, run the PT Scheduled Draft Report for the following month and total the scheduled drafts from the agreements listed on the Package Sales Summary Report. Or if the number of agreements is relatively low, you can click into each one’s account and see what their scheduled drafts are for next month. Any purchased credit on their drafts will not be included in this number since that money has already been collected. (Note on historical data: This field will not be accurate for historical data. It will only be accurate when the report is run MTD.)
  • Recurring Invoices Paid CountAccrual Revenue Report: Count of invoices in Recurring Payment detail sectionThis is the count of recurring payments paid in the report’s time range. It matches up to the Accrual Revenue Report’s count of rows in the Recurring Payment detail section. Count does not include down payments, cancellation fees or refunds. 
  • Recurring Invoices Paid $Accrual Revenue Report: Sum of invoices in Recurring Payment detail sectionThis is the amount of recurring payments paid in the report’s time range. Matches up to the Accrual Revenue Report’s sum of Recurring Payments (E13 +E14). Amount does not include down payments, cancellation fees or refunds. 
  • Unpaid Invoices Count (Excluding Write-Offs)This is the count of unpaid invoices excluding write offs (e.g. past-due cash/check, failed EFT/Credit invoices that are on attempts 1 or 2, failed EFT/Credit invoices that are delinquent, and chargebacks). Invoices that failed on the last day of the range of the report will not be included in the count for this KPI. (Note on historical data: This field will not be accurate for historical data. It will only be accurate when the report is run MTD.)
  • Unpaid Invoices $ (Excluding Write-Offs)This is the amount of unpaid invoices excluding write offs (e.g. past-due cash/check, failed EFT/Credit invoices that are on attempts 1 or 2, failed EFT/Credit invoices that are delinquent, and chargebacks).  Invoices that failed on the last day of the range of the report will not be included in the amount for this KPI. (Note on historical data: This field will not be accurate for historical data. It will only be accurate when the report is run MTD.)
  • This Month Expected DraftProjections Report: Col L + Col MThis is the amount of money projected to be collected for the rest of the current month. Matches up to the total of Columns L and M (Date Range Contractual + Date Range Auto-Renew) of the Projections Report when you run the report for tomorrow’s date through the end of the month. For example: if today is 3/15, I should run the projections report for 3/16 to 3/31. It does not include the Pending Collection amount from the report as that amount is already captured in the Unpaid Invoices $ field in the Vitals Report itself. (Note on historical data: This field will not be accurate for historical data. It will only be accurate when the report is run MTD.)
  • Next Month Expected DraftProjections Report: Col L + Col MThis is the amount of money projected to be collected for the next month. Matches up to the total of Columns L and M (Date Range Contractual + Date Range Auto-Renew) of the Projections Report when you run the report for next month. For example: if today is 3/15, I should run the projections report for 4/1 to 4/30. It does not include the Pending Collection amount from the report as that amount is already captured in the Unpaid Invoices $ field in the Vitals Report itself. (Note on historical data: This field will not be accurate for historical data. It will only be accurate when the report is run MTD.)

 

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  • Avatar
    John Wilson

    This is a great improvement for the vitals report! I appreciate the update and improvements to this report. However, as a suggestion for the next revision, we can't really use the existing "Credit/ACH Processed" and "Cash/Check Collected" numbers. We need to be able to see these numbers broken out... "Credit", "ACH", "Check", and "Cash". As it is, we need to look elsewhere to be able to split these numbers out. Thanks again for continuing to make Club OS better!

  • Avatar
    Jayne Szukalowski

    ... What John said, Thanks Club Os!!