Tag: Reporting

Features and Fixes

Updated Subgroup Inheritance, Trainer Performance Report, E-mail Procedures and more!

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Our Development Team is constantly working to improve your user experience with EZFacility. Between major updates, we release small, but important, Features and Fixes that address issues and add useful new options/tools to better help you manage your business with EZFacility.

In life, as well as in business, change can be a trying, yet necessary evil; but it doesn’t have to be. With that in mind, EZFacility’s development team has released updates to better manage the process of change. These updates include changes to the way subgroups inherit edits made to revenue categories, as well as updates to the Trainer Performance Report and E-mail Campaign settings.

Subgroups Will Now Inherit the Parent Group Revenue Category When Edited

Our latest release includes safe guards to manage and edit groups, subgroups and their revenue categories to ensure revenue reports remain accurate.  When editing the revenue category of a group you will now be prompted with the option to automatically update a group’s subgroups with the change.  Please note: To have access to this feature, Subgroups Inherit Revenue Category from Parent Group, must be selected in the Online Registrations section of the Administration page.

Opt-Out Link Can No Longer be Removed from an Email Campaign

In an effort to further comply with federal and anti-SPAM regulations, we have removed the ability to send an Email Campaign without an unsubscribe link.  This will provide all email recipients the ability to opt out of any further communications from your facility.

Improvements to the Trainer Performance Report

The Trainer Performance Report has been reconfigured to include the ability to sort not only by date, but by Reservation Type as well.  With both sort options available, you now have the added benefit of a new ‘Package Type’ column that will display the package being used by the client to book into that particular session.

Information Is Power

Information Is Power

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All right, a show of hands please: How many of you have done your reports? Yes, that’s right: reports. When you hear the R-word do you break out into hives? Do memories of tenth-grade English class flood your mind and render you a sobbing mess? Do you start sweating, thinking about those all-nighters you pulled back when you would sit down around 8 p.m. to get started on a twenty-pager due the next day? Well, relax. That’s not the kind of report I’m talking about — although, like that sort, this kind also can mean the difference between success and failure.

I’m talking about reports you can use to measure and improve every aspect of your health center, fitness club, gym, or sports facility. Financial reports, booking reports, availability, payroll, membership, point of sale, inventory, marketing, participation, attendance, and system usage reports — all of these can give you vital information about how your business is doing on a monthly, weekly, or even daily basis. But only if you actually run them. And only if you know what to do with them after you’ve run them.

For this industry, having data available at your fingertips is vital. All day long, you serve members who want the best workout experience possible; coming to your facility might well be the highlight of their day. If you don’t know how packed your classes are, what marketing efforts have been effective in the past, what the daily attendance patterns at your facility are, and the like, then you don’t know how to provide your members with the tip-top service they’re seeking.

It’s not enough, however, just to run reports and have them available. You have to make sure your employees are trained in reading and analyzing the reports you run. Can your membership guru study the membership report and understand when and why new enrollments dip? Can your payroll director take a look at a report and determine whether there are payroll expenses you’re incurring unnecessarily? If you’re regularly producing reports (and if you are, good for you!), sit down with the employees responsible for studying them, and make sure they’re on the same page as you when it comes to understanding them.

Finally, know how to take action based on your and your employees’ analyses. If a booking report tells you your 12 p.m. Monday spin class is constantly over-enrolled, consider running a second spin class at the same time. If your inventory report shows that the women’s locker room runs out of towels every day at 5 p.m., you know you’ve got to get more towels in there, or make changes to your laundry schedule. Whatever the issue, when you’ve taken the time to gather and examine data that tells you how your club is doing, take action. Let the reports guide you in your decisions about which actions to take. Information is power, but until you make changes based on the information, it’s only potential power.

Revenue Categories and Why They Are Important

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A lot of times clients will ask me, “Why is my revenue listed under ‘No Category’?” Or “How can I see the total amount of revenue for a specific service?” The answer is actually very simple – use our Revenue Categories feature.
Revenue Categories will help you group revenue streams and can be assigned to Reservation Types, Membership Types, and Groups – or even manually added to individually billed items. They should be similar to the general ledger codes in QuickBooks and when properly assigned, categories of your services will give you more detailed reporting by separating your sales on the Revenue Report.

Something to keep in mind when creating revenue categories is naming them the same as your services. This will be useful in knowing where your revenue is coming from when viewing the report. If you are running any other accounting reports that use revenue categories such as QuickBooks and you have a general ledger code called “Personal Training,” you should use the same name in EZFacility.
To start setting up your Revenue Categories click here.

  • Login to your EZFacility account
  • Click on Administration –> Revenue Categories
  • Enter a Code & Label
  • Click on Add Category when you’re finished
  • Use this User Guide to help you set up you Revenue Categories

Check back soon for more news and tips from EZFacility!

Use Your Computer Software to Increase Revenue

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Being a successful business owner means using all available tools and resources at hand. If utilized to its fullest potential, your software can be one of the most valuable tools at your disposal. We encourage you to get to know your software and all its capabilities as this is vital to increasing your revenue.

Here are a few key features that should be utilized to maximize profit:

  • Reports / Data Management
    • Estimate what cash flow will be by utilizing your software to predict what next month’s billing will come in at. Pulling reports will help you identify where problems may lie, making it easier and quicker to adjust for the following month
    • Utilize components of reporting to sort out member profiles including which members are billed monthly, prepaid, short term, promotional, cancelled, or expired. Ultimately this will help you decipher where revenue can be increased and which members to target as monthly members are more likely to stay longer and are a greater source of revenue.
  • Email Marketing
    • Know which of your members are frequent users and which are sporadic users. Use your software to appropriately target them with emails and promotions encouraging them to come more often or remind them that you appreciate their business.
    • Utilize the email function to send out communication regarding your facility. Keep members posted on the latest promotions and news and they’ll appreciate you connecting with them.
  • POS
    • With the point-of-sale feature, track all services sold. This makes it simpler to account for trainer commissions, available sessions, and outstanding balances and will allow you to view reports according to the type of sale.
    • Take advantage of the employee time clock included in your software. This will eliminate time wasted on adding up timecards and allow you to have all the information in one place reducing the risk of an error.

Finally, using one company to provide all software and billing services in addition to the follow-up work on delinquent accounts will allow you to focus on customers; knowing that should a problem arise, it’s necessary to contact only one company to fix the issue. The less time spent dealing with software, the more time staff and owners have to spend with current and potential customers, ultimately leading to a revenue increase.
If you’re paying for your software… make the most of your investment and use it to its greatest capacity.

Check back often for tips on how to maximize profits for your business.

Keeping Up With Gym Membership Increases

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The number of gym memberships has significantly increased over the past decade. In 1998, 29.5 million Americans belonged to a gym and in 2010 that number rose to 40 million and despite the recession hitting most households, Americans did not cut gym membership.

That being said, it’s important to be prepared for the ongoing growth of your facility. Staying organized by tracking all invoicing, payments, payroll, and commissions is essential in order to keep expanding and remain successful. Part of accomplishing this is making sure you have a ‘one-stop-shop.’ Software that takes care of all of this for you and makes it simple to pull reports will free up time to connect with customers individually.

Functions that good software should perform include:

  • Back office management

  • Front desk management

  • Billing and payment processing

  • Scheduling and activity management

  • Marketing and customer relationship management

  • Financial and demographic reporting

With these capabilities at your fingertips, business owners will be able to increase both revenue and productivity. It’s also especially important that the software be a web hosted service as this eliminates the hassle of having to install hardware or software onto the computer. With Software as a Service (SaaS), security and privacy are of utmost importance. When considering SaaS, asking the right questions will ensure that your data is safe. A few questions to be answered before choosing software include:

  • Is your production environment housed in a state-of-the-art hosting facility?

  • What are the security arrangements for the facility? Are they in place 24/7/365?

  • What type of infrastructure do you host data on? Are there virus protection arrangements in-place?

  • Do you utilize an independent third party to run periodic external and internal vulnerability scans?

  • How often do you back up data, and where are they stored?

  • What level of data encryption is utilized to protect website transactions?

  • What is your privacy policy?

Lastly, it’s a good thing that the health and fitness industry is doing well and is projected to continue to do so; just make sure your business is ready to keep up!

Stay posted for more ideas on long-term success for your business.

Is Your Club Primed for Growth with Personal Training? Part 2 of 3

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In this second of a three part post I have outlined below two of what I consider four key reasons for implementing a strong personal trainer scheduling and management solution as a component of your club management software:

  1. Improved Operational Control

    The software system selected should provide club owners and trainers with an instantaneous view into daily processes to make sure operations are proceeding smoothly. Is a certain trainer available at a specific time today? Does my 2 o’clock appointment have any pre-existing medical conditions or owe a balance for a prior session or package? These are all questions that should be able to be answered by the new system with a quick glance at the screen or with one click of your mouse. By spotting trouble early each day, small problems can be dealt with or eliminated completely before they have a chance to accumulate and become large ones.
  2. Consistent Performance Reports & Financial Analysis

    A good trainer scheduling and management system enables a real-time view at how your business is performing, which yields reports that are more consistent and accurate in nature. Traditional reports are often out of date by the time they arrive on your manager’s desk, and usually after unexpected problems have already cropped up. A good system should provide customizable reports covering a variety of critical areas such as daily schedules and rosters, invoices, payments & customer statements, payroll reports for export to 3rd-party payroll providers, and management reports for club performance & financial analysis.

In the final post in this series I will outline the final two of the four key reasons.