Gym reports and analytics software for owners

GymFlow reports answer five questions on one page: who are my members, how much money came in, who owes me, who is about to leave and who has stopped coming. Each answer starts with a sentence you can read in a few seconds.

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The five reports

Members

How many members are active out of the total, how many joined and renewed this month, and how many have no current plan. Charts show new members and renewals for each of the last six months, the plans your active members are on, and which areas your members come from.

Money

What you have collected this month, compared with last month and with a usual month. A chart shows the money collected in each of the last six months, counted in the month it was paid. A breakdown shows how this month's money came in: UPI, cash or card.

Dues

The total pending and how many members owe it, with the largest dues first. Each row has a message button that opens a ready-written WhatsApp reminder in your own WhatsApp.

Leaving

How many plans end this week and in the next 30 days, and what they are worth if everyone renews. A list shows who is ending soon, and another shows members whose plan ended in the last 30 days and who have not renewed, each with a one-tap message to reach them.

Attendance

Check-ins today, your busiest and quietest day of the week and the share of check-ins in the morning, from the last 90 days. It also lists members with a current plan who have not checked in for 7 days or more, so you can reach them before they lapse. Members who joined this week are left out.

How to use it

1. Open Reports and pick one of the five tabs. The tab for Dues, Leaving and Attendance shows a red number when something needs your attention.
2. Read the headline sentence at the top, then scroll to the chart or list underneath.
3. Tap a message button to remind someone on WhatsApp, or follow the link at the bottom of a report to the page where you can act on it.
4. Tap Download PDF for a summary of members, collection, dues, expiries and today's check-ins to share or keep.

Why the numbers can be trusted

Reports are built from the same records you already keep: members, memberships, payments, dues and attendance. There is no separate data to maintain. If you record a payment or a check-in, it shows up in the numbers.

Common questions

Can I choose my own date range?

Reports use fixed windows: this month against last month, the last six months in the charts, the next 30 days for expiries and the last 90 days for attendance. For any other period, use the Payments page, which takes custom dates, or the attendance log, and export either to Excel.

What counts as money collected?

The Money report adds membership fees, including admission fees and minus any amount left pending, the due payments you collect later and inventory sales. Each is counted on the day it was entered, in India time, and split into UPI, cash and card.

Can I share a report with my accountant or partner?

Tap Download PDF for a summary of members, collection, dues, expiries and today's check-ins. For line-by-line records, download payments, members or attendance to Excel from their own pages. The PDF is a quick summary to share, while the Excel files hold the detail behind it, so your accountant can work from the same figures you see.

What can I do about a number I see?

Dues, Leaving and Attendance each have message buttons that open a ready-written WhatsApp message in your own WhatsApp. Each report also links to the page where you can fix the record, such as recording a due payment. Messages go from your own WhatsApp number, so members see a familiar sender.

Good to know

• Members brought in by an Excel import are left out of the new members chart, because they were all created on the day of the import.
• An imported plan is a record of a plan the member paid for before joining GymFlow, so it is not counted as money collected.
• Dues are listed with the largest amount first, so the biggest balances are the first you see.
• Reports only know what you record. A payment or a check-in you forget to enter will not appear in the numbers.

Who it is for

Owners who want to run the gym by facts rather than feel. Use it at the end of the week to decide who to call, and at the start of the month to see how the last one went. The reports are only as complete as the records behind them, so they work best with attendance and payments recorded as they happen.

Related features

• Fees and dues: Record cash, UPI and card payments, collect part payments and see who owes what.
• Attendance tracking: A check-in kiosk for your front desk, with check-out times and a full attendance log.
• WhatsApp reminders: Automatic welcome, renewal, expiry, due and birthday messages. No per-message charge.

See all GymFlow features or go back to the home page.