The Clients report is your client list, with what each person has spent, how much they have booked, when they were last in and when they are next due. It is the report to open when you want to know who your clients are rather than what they bought.
New to Reports? How to use a Report covers the buttons and controls.
It helps you answer questions like:
How many new clients did I sign up last month, and is that growing?
What is a new client worth to me on average?
Which of my clients have gone quiet, and which have never bought anything?
Who owes me money, and who has credit sitting on their account?
Where are my clients coming from: the app, the website, or the front desk?
Who has agreed to receive marketing, and who has not?
What this report replaces
This report replaces two back-office reports:
New members, your list of clients and what they are worth.
Client account balance, the list of clients with credit or dues sitting on their account.
Before you read the numbers
The reporting period. The date range filters on the client's sign-up date. The default is the last 6 months.
⚠️ This is the single thing to understand about this report. Every KPI describes the group of clients who signed up in the period you selected, not the activity that happened in it. Total Paid Amount is everything those clients have ever paid you, however long ago they came back to spend it. Widen the date range and you get more clients and more money; narrow it and you get fewer of both.
The comparison. Each KPI box compares the period you have selected against the equivalent earlier period.
What's always excluded. Two kinds of record never appear, whatever you filter on:
Archived clients. People you have archived in the back office.
The till account. The technical client your studio bills quick sales to when there is no named customer.
What a row means
One row is one client.
The KPIs
KPI | What it shows |
New Clients | How many clients signed up in the period. |
Total Paid Amount | Everything those clients have paid you to date. Counts money actually received, and leaves out anything settled from a credit account. |
Number of Bookings | Every valid booking those clients have made to date. Cancelled bookings are not counted. |
Average Paid Amount | Total Paid Amount divided by New Clients, so what an average new client from this period has been worth. |
💡 Average Paid Amount is the number to watch over time. Set the period to a single month and compare it month by month to see whether the clients you are recruiting now are worth more or less than the ones you recruited a year ago.
Columns
Column | What it shows |
Name | The client's full name. Click it to open their profile in the back office. |
The client's email address. | |
Sign-up Date | When the client signed up. This is the date the reporting period is based on. For some migrated clients, it is the migration date, or the start of their first pass where that was earlier. |
Phone Number | The client's phone number. |
Membership Id | The client's membership number, as you set it. |
Gender | The client's gender. |
Date of Birth | The client's date of birth. |
Address | The client's postal address, postal code, city and country in one field. |
City | The client's city. |
Country | The client's country. |
Status | Where the client stands today: Lead if they have never bought a pass, Active if they hold one now, Inactive if their last pass ran out within the past two and a half months, Churned if it ran out before that. |
Account Balance | What sits on the client's credit account. Blank when they have no credit account. |
Paid Amount | Everything the client has paid you: money actually received, leaving out anything settled from a credit account. |
Number of Bookings | Every valid booking the client has made. Cancelled bookings are not counted. |
Unpaid Amount | What the client still owes you across their open invoices, before their credit balance is applied. |
Last Class Date | The most recent class or appointment they attended that has already started. |
Next Class Date | The next class or appointment they are booked into. |
Notes | Every note attached to the client, oldest first. |
Tags | The tags on the client, listed as tag group and value. |
Has Promotional Email Consent | True when the client has agreed to receive promotional email. |
Has Promotional Sms Consent | True when the client has agreed to receive promotional SMS. |
Is Email Confirmed | True when the client has confirmed their email address. Clients who were never asked count as confirmed. |
Source | Where the client's record came from: your back office, your app, your website, a quick sale, an aggregator, or a migration from another system. |
⚠️ Paid Amount, Number of Bookings and Unpaid Amount are lifetime figures for the client, not figures for the period you selected. They do not change when you move the date range.
Filters
Filter | What it does |
One or more specific clients, by email address. | |
Status | Lead, Active, Inactive or Churned. |
Source | Clients who arrived through one or more specific routes. |
Date of Birth | Clients born on a given date. |
Gender | One or more genders. |
City | One or more cities. |
Is Email Confirmed | True or False. Tick both to see everyone. |
Has Promotional Sms Consent | True for clients you may text, False for those you may not. |
Has Promotional Email Consent | True for clients you may email, False for those you may not. |
Number of Bookings | Limits to clients whose lifetime booking count falls in a range. A maximum of 0 gives you everyone who never booked. |
Last Class Date | Clients whose last attended class falls in a date range. This is separate from the reporting period. |
Next Class Date | Clients whose next booked class falls in a date range. |
Has Credit Balance | True for clients whose credit account is not at zero. |
Account Balance | Limits to clients whose credit balance falls in a range. |
Paid Amount | Limits to clients whose lifetime spend falls in a range. |
Unpaid Amount | Limits to clients whose outstanding balance falls in a range. Set a minimum above 0 to get your debtor list. |
💡 Status set to Inactive with Last Class Date in the past couple of months is your win-back list: people who were in recently and whose pass has just run out.
Group By
Group by | Use it to answer |
Sign-up Date | Whether recruitment is growing. Choose the step: day, week, month, quarter or year. |
Status | How your client base splits between leads, active clients and people who have drifted away. |
Gender | Who your studio attracts. |
Source | Which channels bring you clients, and which bring you the ones who spend. |
City | Where your clients travel in from. |
Grouped rows give you:
Summary column | What it measures |
Number of Clients | How many clients fall into the group. |
Total Paid Amount | Everything those clients have paid you to date. |
Number of Bookings | Every valid booking they have made to date. |
Total Account Balance | The combined credit sitting on their accounts. |
Average Paid Amount | What an average client in the group has paid you. |
Matching your old back-office reports
New members
To reproduce it: set the date range to the same period you used before, and set the Is Email Confirmed filter to True.
Where your old columns are now. A / means the column does not exist on that side.
Name of the column in legacy reports | Name of the column in legacy Excel file export | Name of the column in the new report (and downloaded file) |
Identifier | Identifier | Membership Id |
First name | First name | Name |
Last name | Name | Name |
Date of birth | Date of birth | Date of Birth |
Full address | Full address | Address |
Total payments | Total of payments | Paid Amount |
Number of bookings | Booking number | Number of Bookings |
Telephone | Phone | Phone Number |
Sex | Gender | Gender |
Sign up date | Date joined | Sign-up Date |
Notes | Notes | Notes |
Total credits | Credits | Account Balance |
Total unpaid amount | Total unpaid amount | Unpaid Amount |
Accepts marketing notifications (emails) | Authorize emails | Has Promotional Email Consent |
Accepts text messages | Authorize texts | Has Promotional Sms Consent |
Studio | Franchisee | / |
| the same | Tags |
/ | / | Status |
/ | / | City |
/ | / | Country |
/ | / | Last Class Date |
/ | / | Next Class Date |
/ | / | Is Email Confirmed |
/ | / | Source |
What's different
First name and Last name are now one column, Name, and it links through to the client's profile.
Notes shows every note. Despite its name, the old report's Notes column only ever showed the first note on the client.
Tags are one column, not many. The old report added a separate column for each of your tag groups. Here Tags carries them all, and there is no tag filter.
Unpaid Amount can differ slightly. Both figures describe what the client owes you across their open invoices, but the old one only looked at invoices raised through the current invoicing system and ignored anything with a payment scheduled for today. This one takes every open invoice into account, so an occasional client will differ by an invoice.
Account Balance is blank rather than 0 for a client who has no credit account at all. The old report showed 0 for everyone.
Client account balance
To reproduce it: set the Has Credit Balance filter to True and widen the date range far enough back to cover every client who has ever signed up.
Where your old columns are now. A / means the column does not exist on that side.
Name of the column in legacy reports | Name of the column in legacy Excel file export | Name of the column in the new report (and downloaded file) |
First name | First name | Name |
Last name | Name | Name |
Total credits | Credits | Account Balance |
Telephone | Phone | Phone Number |
Sex | Gender | Gender |
Sign up date | Date joined | Sign-up Date |
Last booking | Previous booking | Last Class Date |
Next booking | Next booking | Next Class Date |
Studio | Franchisee | / |
/ | / | Membership Id |
/ | / | Date of Birth |
/ | / | Address |
/ | / | City |
/ | / | Country |
/ | / | Status |
/ | / | Paid Amount |
/ | / | Number of Bookings |
/ | / | Unpaid Amount |
/ | / | Notes |
/ | / | Tags |
/ | / | Has Promotional Email Consent |
/ | / | Has Promotional Sms Consent |
/ | / | Is Email Confirmed |
/ | / | Source |
What's different
First name and Last name are now one column, Name, and it links through to the client's profile.
The date range now applies. The old report ignored the date pickers completely and always showed every client with a balance, however long ago they joined. Here the reporting period narrows the list to clients who signed up inside it, so you have to widen the range to get the full picture. If your list looks short, this is why.
Archived clients no longer appear. The old report included them, which mattered if you used it to chase dues from people who had left. There is no way to see them here.
Last Class Date and Next Class Date only count valid bookings. The old report's Last booking and Next booking columns counted cancelled bookings too, so a client whose only recent booking was cancelled will show an earlier date here.
Account Balance is now a column rather than the whole report. Setting Has Credit Balance to True gives you the same list the old report showed: clients whose balance is not zero, whether they are in credit or in debt.
💡 Account Balance and Unpaid Amount answer different questions and are worth reading together: the first is money the client has already given you and not yet spent, the second is money they owe. Group by Status with both switched on to see which of your dues are sitting with clients who have already drifted away.
Downloading
The download gives you exactly what you are looking at: your columns, your filters, your date range, and the summary view if you are grouped. Available as Excel, CSV or PDF.
Data freshness
On Report pages, data is refreshed on an hourly basis.
Permissions
Access follows your existing back-office report permissions. Everyone who can see this report sees every client in your company; a client belongs to the company rather than to a site, so there is no venue filter.
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