Membership reports
All seven roster reports, the fixed window each one uses, and the two that mislead if attendance is unmarked.
Reports then Membership is the health check on your roster: who is joining, who is coming, who is quietly drifting away. Owner and Admin only.
Seven reports, plus three summary tiles. None of them has a date picker — each uses a fixed window, named below. Knowing which window you are looking at is most of reading them correctly.
The three tiles
- Active Enrollments — a live count of enrollments with the status Active. Enrollments, not students: a child in two programs counts twice.
- Visits / Student / Wk — the average number of classes an actively enrolled student attended per week over the last 30 days, to one decimal place. See At-Risk Students for exactly what counts as a visit.
- Promotions This Month — promotions awarded in the current calendar month so far.
1. Student Growth
Window: 12 months. An area for New Students per month with a Cumulative line over it.
It counts student records, by the date the record was created — not enrollments, and not people currently training. The cumulative line therefore only ever goes up: someone who left last year is still in it, because their record still exists.
That makes it a good measure of intake and a poor measure of size. If you imported an existing roster, expect a cliff in the month you did the import; it is not a hundred new students, it is one afternoon of typing.
2. Enrollment Trends
Window: 12 months for the lines; right now for the donut.
The line chart has one line per program showing new enrollments started each month. It is a measure of events, not headcount, so it never falls when people leave.
Underneath, Enrollments by Program is a donut of current active enrollments by program — a live snapshot with no date window at all. Its slices add up to the Active Enrollments tile at the top of the page.
The lines and the donut are different questions
Adding up a program's line over twelve months will not give you its slice of the donut, and it is not meant to. The lines count sign-ups, including re-enrollments and including enrollments that have since ended. The donut counts who is enrolled today.
Use the lines for "is intake growing?" and the donut for "what is my mix?"
3. Attendance Analytics
Window: the last 30 days. Cancelled sessions are excluded. Three tabs:
- By Program — an attendance rate per program: everyone marked Present or Late, as a percentage of all attendance marks recorded.
- By Day of Week — the number of attendances on each weekday, so you can see that Thursday is half of Tuesday.
- Weekly Trend — the same rate as the first tab, week by week, weeks starting on Monday.
The denominator is marks recorded, not students enrolled
Every percentage here is out of the attendance records that exist. A student nobody marked at all is invisible to this report — not present, not absent, simply not counted.
That means an unfinished attendance sheet does not lower your attendance rate; it silently removes people from it, and usually removes exactly the people who did not turn up. A studio that only marks the students who came will show a 95% attendance rate forever.
The fix is one button: Mark N remaining absent on the attendance sheet. See Taking attendance.
4. At-Risk Students
Window: a 14-day threshold, over a 90-day lookback. "Active students who haven't shown up in a while."
A student appears here when all of the following are true:
- They have at least one active enrollment.
- They have not attended a class in 14 or more days.
- They have been enrolled for longer than 14 days. Brand-new students are given a grace period so they are not flagged before they have had a chance to attend — and the grace period is measured from their earliest active enrollment, so a long-standing member who adds a second program this week is still flagged if they have stopped coming.
"Attended" means marked Present or Late. Absent and Excused do not count as visits — an excused absence is still an absence for the purpose of "this student has stopped coming", which is the whole point of the list.
Each row shows the last visit date and days since. Never means exactly that: no attended class, ever. The list shows at most 100 students, and the header always states the true total.
This is the report that saves memberships. It overlaps deliberately with Inactivity alerts, which emails you the same finding on a nightly schedule.
5. Student Retention
Window: all time, with two dated sub-figures. A donut of Active versus Inactive students, with a retention rate beside it.
| Figure | What it counts |
|---|---|
| Active | Students with at least one active enrollment. |
| Inactive | Students with enrollments, none of them active. Suspended enrollments land here too. |
| Retention Rate | Active ÷ (Active + Inactive). |
| New (30d) | Students whose active enrollment started in the last 30 days. |
| Churned (90d) | Students deactivated in the last 90 days who have no active enrollment left. |
Unlike almost everything else on this page, this one counts students, so a child in two programs counts once.
A student with no enrollments at all — a manually added prospect, someone registered but never enrolled — appears in neither bucket and in no percentage.
6. Promotion Activity
Window: 12 months. A bar per month of how many belt promotions were awarded, plus a Promotions by Rank table: rank, program, and how many students were promoted to that rank in the window, ordered by count.
It is a record of gradings, not a picture of your current belt distribution — somebody promoted to green belt in March and to blue in September appears twice. For who holds what right now, use the Student Ranks tab on Students then Ranks.
7. Class Utilization
Window: the last 30 days. A bar per program showing a fill rate, colour coded: green at 75% and above, yellow from 50 to 75, red below 50. An average fill rate is stated above the chart.
Two things to know before you act on this one.
Fill rate needs class capacities to mean anything
The fill rate is attendance divided by the total capacity of the sessions in the window. A session with no capacity set contributes nothing to the denominator — so a studio that has never set class capacities shows 0% across the board.
That is not "nobody is coming". It is "nothing to compare against". Set a capacity on your schedule entries if you want this chart to work.
The other subtlety: the attendance side of the ratio counts every attendance record on the session, whatever its status. A class where twenty people were marked and fifteen were absent counts as twenty against capacity. Read fill rate as "how full was the register", and use Attendance Analytics for who actually came.
The CSV export for this report adds Sessions, Total Attended and Avg Attendance per program, which are often more useful than the percentage.
Downloading
Six of the reports have a Download CSV button. See Exporting to CSV.
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