The Memberships report is your list of memberships: who is on one, what they pay, when it runs to, and what it is all worth as monthly recurring revenue. It replaces the Subscription report in the back office.
New to Reports? How to use a Report covers the buttons and controls.
It helps you answer questions like:
How many memberships do I have running right now?
What is my monthly recurring revenue, and how has it moved since last year?
Which memberships are due to renew, and which are set not to?
Who has cancelled, and what reason was given?
How do my memberships split across payment methods or sites?
Before you read the numbers
The reporting period picks up anything that was live. The date range keeps every membership that was valid for at least one day inside it. This is not a start-date filter: a membership that began three years ago and is still running appears in this month's report. The default is the last 6 months.
The comparison. Each KPI box compares the period you have selected against the equivalent earlier period.
What's always excluded.
The time a membership spent paused. The stretches either side of a pause are still there, but the pause itself is not. A membership that was paused for the whole of your period therefore does not appear at all.
Memberships that never went live, meaning ones that were set up but never issued a pass to the client.
The KPIs
KPI | What it shows |
Memberships | Memberships valid for at least one day of the period. |
Clients | How many different clients hold them. |
Total MRR | Their combined monthly recurring revenue, including VAT / sales tax. |
Average MRR | The same figure divided by the number of memberships. |
What MRR means here. Monthly recurring revenue puts every membership on the same footing by converting what it charges into a monthly figure: a yearly membership counts as a twelfth of its price, a weekly one as roughly four and a third times its price. It includes VAT / sales tax and it does not include the joining fee. It is also not scaled down for a membership that was only live for part of a month, so a membership that started on the 28th still contributes its full monthly figure.
Columns
Column | What it shows |
Membership Name | The contract the membership was set up from. For a one-off membership created without a contract, the name of the product it sells instead. |
Client Name | The client who holds it. Click it to open their profile in the back office. |
Client Email | Their email address. |
Client Phone Number | Their phone number. |
Date Created | When the membership was set up. This is not the day it became usable. |
Valid From | The first day the client could use it: whichever is later of the membership's start date and the start of the first pass it issued. |
Valid Until | The last day it is valid for. For a membership that is still renewing, this is the day before its next renewal, so it moves forward each time it renews. |
Current Status | Where the membership stands today: |
Recurring Price | The amount charged each billing cycle, including VAT / sales tax. It does not include the joining fee. |
Joining Fee | The one-off fee charged alongside the first payment. It is a property of the membership, so it repeats on every row and must not be added up across them. |
Interval | The unit the membership bills on: |
Number of Interval | How many billing cycles it is set up to run for. |
Auto Renewal | True when the membership renews itself rather than ending at the close of its term. |
Payment Method | How it collects: |
Source | Where the membership was set up: the back office, your app, your website, and so on. |
Billing Location | The billing location most of its invoices were raised under. For studios billing across more than one location. |
Canceled On | When a staff member cancelled it. Blank when the client stopped it themselves, and blank when it simply ran to the end of its term. |
Stop Note | The reason left by whoever ended the membership. |
⚠️ Current Status describes today, not your reporting period. It is the same value on every row of a membership. A membership that was running happily through the months you have selected can read ended now, because it has since finished. Use Valid From and Valid Until to see what was true during the period.
⚠️ A cancelled membership reads stopped straight away, but it does not disappear. Cancelling stops the future billing; the client normally keeps their access until the term they have paid for runs out. So a stopped membership still counts in the KPIs and still contributes MRR while that runs. Valid Until is the day the access actually ends.
Filters
Filter | What it does |
Name | One or more memberships, by name. |
Client Name | One or more clients. |
Client Email | One or more clients, by email. |
Current Status | Memberships in one or more states as they stand today. |
Interval | Monthly, weekly, yearly or daily memberships. |
Auto Renewal | Ones set to renew themselves, or ones set to end. |
Valid From | Memberships that became usable between two dates. |
Valid Until | Memberships running out between two dates. Use it to see what is due to lapse. |
Canceled On | Memberships cancelled by staff between two dates. |
Recurring Price | A range of recurring price. |
Joining Fee | A range of joining fee, for example everything above 0 to find the ones that carry a fee. |
Payment Method | One or more collection methods. |
Source | Where the membership was set up. |
Billing Location | One or more billing locations. |
Group By
Group by | Use it to answer |
Membership Name | Which memberships people actually take. |
Client | What each client's memberships are worth. |
Current Status | How your membership base splits between running, stopped and finished. |
Valid From | How many new memberships started, month by month. |
Valid Until | When your memberships are due to run out. |
Canceled On | When staff cancellations happened. |
Payment Method | How your recurring revenue is collected. |
Interval | The mix of monthly, yearly and other billing cycles. |
Auto Renewal | How much of the base renews itself. |
Source | Which channels sell your memberships. |
Billing Location | How your sites compare. |
Grouped rows give you:
Summary column | What it measures |
Number of Memberships | How many rows fall into the group. |
Total Recurring Price | Their combined recurring price, including VAT / sales tax. |
Joining Fee | Their combined joining fees. |
💡Total Recurring Price is not MRR. It adds a yearly price straight onto a monthly one. For a figure you can compare across billing cycles, use the Total MRR KPI.
Matching your old back-office report
Membership
To reproduce it: leave Group By off.
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 | Client Name |
Last name | Name | Client Name |
Client Email | ||
Subscription name | Name of the subscription | Membership Name |
Product | Product | Membership Name |
First billing date | Date of first invoice | Valid From |
Total number of receipts | Total number of receipts | / |
Number of receipts paid | Number of receipts made | / |
Date of billing end | End of billing date | Valid Until |
Recurring payment amount | Recurring payment amount | Recurring Price |
Total discount | Total discount | / |
Notes | Notes | Stop Note |
Payment method | Payment method | Payment Method |
Last payment status | Payment status of the last invoice | / |
Auto renewal | Auto renewal | Auto Renewal |
Second billing plan | Second billing plan | / |
Subscription status | Subscription status | Current Status |
Joining fee | Application fee | Joining Fee |
New member offer | New member offer | / |
Studio | Franchisee | / |
/ | / | Client Phone Number |
/ | / | Date Created |
/ | / | Interval |
/ | / | Number of Interval |
/ | / | Source |
/ | / | Billing Location |
/ | / | Canceled On |
What's different
The date range works completely differently, and this is the big one. The old report showed memberships that started inside the period. This one shows every membership that was valid during it. A membership taken out three years ago and still running appears here and never appeared there. Expect a great many more rows, and do not read the difference as a fault.
First name and Last name are merged into the single Client Name column.
Subscription name and Product are merged into the single Membership Name column: it shows the contract the membership was set up from, or, for a one-off membership created without a contract, the name of the product it sells.
Terminated (Manager) and Terminated (Member) are now one value. The old report split cancellations by who made them; Current Status reads
stoppedfor both. Canceled On is filled in only for a staff cancellation, so it separates the two.End of billing date has become Valid Until, and it means more than it did. The old column gave the date of the last invoice. Valid Until gives the last day the client can actually use the membership, which is later.
Three lifetime columns are gone: Total number of receipts, Number of receipts made and Total discount. They counted invoices across the whole life of the membership, which this report does not do. Payment status of the last invoice is gone for the same reason. All of that now lives in Reports: Invoices under Membership Invoices, one row per billing cycle.
The note is split in two. The old Notes column ran the membership's note and the termination reason together in one cell. Stop Note carries the termination reason on its own.
You now get MRR. The old report could only add recurring prices up as they stood, putting a yearly price alongside a monthly one. The Total MRR KPI converts everything to a monthly figure first, which is the number to quote.
Downloading
The download gives you exactly what you are looking at: your columns, your filters, your date range, and the summary 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 the whole company, so use the Billing Location filter or group by Billing Location to narrow it down.
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