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Reports and Analytics: Any Dates, Your Best Members, Your Busy Hours

In one line: Pick any two dates and get the story between them — who came in, what was sold, what was billed and what was collected — plus which plans earn, which members carry the gym, and what hour your floor actually fills.

Why this matters

The dashboard answers "how are we doing?" at a glance, on its own fixed periods. The questions that decide things are more specific. What did the January promotion actually bring in — from the 5th to the 26th, not "this month"? Which plan should you push, the one everyone buys or the one that earns? Who are the twenty members your gym actually runs on — the ones worth a call the week their plan wobbles? And is 6pm really your rush, or does it just feel that way from behind the desk?

On a spreadsheet each of those answers is an evening of filtering and adding up, so they do not get asked. Kazafit answers them from records you already keep — every check-in, every sale, every bill is already in there. The reports screen turns them into the answer for exactly the dates you care about, and hands your accountant a proper file instead of a photo of your screen.

One rule runs through all of it: these figures count money collected, not money promised. A member with a big plan and a bigger balance is not a top contributor, and a heavily billed month you have not been paid for does not look like a good month.

What you can do

  • Run a report for any period you like. Today, yesterday, last 7 days, this month, this quarter, this year — or type your own start and end dates. The screen shows the check-ins, new subscriptions and invoices that fall inside, with their times and amounts.
  • Tell billed apart from banked. Three figures for the period, side by side: Invoiced (what you billed, including the unpaid), Collected (what actually arrived), and Outstanding (the gap). When the gap grows, Chasing Unpaid Balances is the next screen to open.
  • See your busy hours. An hour-by-hour profile of the day, averaged across your chosen period — one line for check-ins, one for sales. Staff the desk for the real rush, schedule the cleaner for the real lull, and check whether the "quiet mornings" are actually quiet before you sell an off-peak deal.
  • Rank your plans two ways. Most subscribed and most collected, over your period. When the plan everyone buys is not the plan that earns, that is your pricing conversation, with numbers.
  • See which members carry the gym — and who has gone quiet. Members ranked by what they actually paid in the period, from the top or from the bottom, with a zero-payers list at the end.
  • Sort members into A, B and C. Kazafit groups members by contribution: A — the members who together make up the first 80% of collected revenue; B — the next 15%; C — the last 5%; Inactive — paid nothing in the period. When your A group is fifteen people, you know exactly whose lapse you cannot afford — cross-check them against Spotting Memberships About to Lapse.
  • Take it away as a file. One button for a PDF laid out for printing and handing over, one for a CSV that opens in Excel for your accountant. The export covers your selected dates, not a screenshot of the screen.

How to get started

There is nothing to set up — the reports read the records your gym already creates. The screen is for you and your managers; front-desk logins do not get it.

  1. Open Reports from the side menu on your owner or manager login.
  2. Press This month. Read the three money figures first — invoiced, collected, outstanding — then scroll the period's activity.
  3. Change to a custom range around something you did — a promotion, a price change, a January — and see what it moved.
  4. Scroll to the peak-hours chart on a "last 7 days" range and compare it against your current staffing.
  5. Open the plan and member rankings for the last quarter. Note your A-group members by name.
  6. Press PDF the next time your accountant, bank or landlord asks — stop retyping figures.

Good to know

  • Owner and manager only. Reports and analytics never show on a front-desk login, and the underlying figures are blocked by Kazafit itself, not just hidden from the menu.
  • Collected means collected. Rankings and ABC groups count payments received in the period. Big unpaid promises move the Invoiced figure and nothing else.
  • The hour profile is an average over your range. Pick "last 7 days" and 6pm shows the typical 6pm, not one specific evening. The daily PDF is the opposite: it shows that one day's literal timeline.
  • Hours are counted in Tanzania time. The 18:00 bar means 6pm in Dar es Salaam, regardless of the device's clock. (Visit times on the check-in History screen still read in UTC — the reports chart corrects for this; that screen does not.)
  • Counts and money are never mixed in one chart. Peak-hour charts count events; revenue charts count shillings. Two axes that look comparable and are not is how charts lie, so Kazafit does not draw one.
  • The dashboard keeps its fixed periods. This screen is where custom dates live; the landing dashboard stays the fixed at-a-glance view. The member-and-bills Excel export on the member list also stays where it was.
  • ABC groups are shares of money, not equal thirds. The A group is however many members it takes to reach 80% of collected revenue — that can be a handful. Fewer is not a fault; it is the finding.
  • Wallet deposits are not revenue, here or anywhere in Kazafit. Money in a member's wallet is money you are holding, not money you have earned; it counts when it is spent on a plan. The finance screen says so on the screen itself.
  • The finance screen's two revenue lines are two sources, not a double count. "Invoices" is money collected on bills; "Subscriptions" is money taken on plans that never had a bill raised. A plan sold with an invoice counts once, under Invoices.

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