Reports Tab & Audit
Reports Tab (Dashboard):
Professional reports for business analytics and operations.
Audit (Settings Dropdown → Audit, Admin Only):
Audit features are accessed via the Settings dropdown menu (gear icon, top-right) and are only visible to admin and super_admin roles.
Email Audit Section:
• Complete Email Log - Every email sent to clients is automatically logged • Compliance Tracking - Full audit trail for business owner requirements • No Trainer Burden - Trainers don't need to manually log emails • Filter Options: - Date Range - Filter by start and end dates - Template Type - Filter by email template (booking, cancellation, etc.) • Email Details: - Recipient email address - Email subject - Template used - Timestamp sent - Business context • Use Cases: - Compliance audits - Communication tracking - Client communication history - Dispute resolution
Audit Trail (Super Admin Only):
• Complete Record - All high-risk operations logged for compliance • Stripe Account History - Record of Stripe account switches and changes
Printable Reports System:
Generate professional business reports with custom branding, PDF export, and print-friendly layouts.
Available Reports:
1. Client List Report (All Trainers)
• Purpose - Comprehensive list of all active or archived clients • Data Included: - Client name, email, phone number - Managing trainer assignment - Active services (memberships, packs, passes) - Total sessions completed - Last session date - Join date • Filters: - Status: Active or Archived - Service Type: All, Membership, Pack, Pass, or None - Date Range: Filter by join date - Trainer: Admin can filter by specific trainer • Export Options: - Preview & Print (browser print) - Export PDF (download .pdf file) - Export CSV (spreadsheet format)
2. Billing Report (Admin Only)
• Purpose - Financial overview and subscription management • Access - Restricted to super_admin and admin roles only • Summary Metrics: - Total MRR (Monthly Recurring Revenue) - Active Subscriptions count - Upcoming Renewals (next 7 days) - Past Due accounts • Data Included: - Client name and email - Service name and type - Billing status (Active, Past Due, Cancelled) - Next renewal date - Monthly recurring revenue per client - Stripe subscription link • Filters: - Period: Current, Last 30 Days, Last 90 Days - Status: All, Active, Cancelled, Past Due • Export Options: - Preview & Print - Export PDF
3. Credit Usage Report (Admin Only)
• Purpose - Complete audit trail of all credit transactions across your business • Access - Restricted to super_admin and admin roles only • Summary Metrics: - Opening Balance (credits at start of period) - Total Credits Granted (new subscriptions, packs, manual adjustments) - Total Credits Used (completed sessions) - Closing Balance (credits at end of period) - Clients with Credits (active balances) - Low Credits Alert (clients with <3 credits remaining) • Data Included: - Date and time of each transaction - Client name and email - Service name and type (Membership/Pack/Pass) - Transaction type (Grant, Deduction, Replenishment) - Credit change (+/- amount) - Running balance after each transaction • Filters: - Period: This Month, Last Month, This Quarter, Last Quarter, This Year, Last Year, Year-2, or Custom Range - Default period: Last Quarter (fewer manual date entries) - Client: All clients or filter by specific client - Service Type: All, Membership, Pack, or Pass - Transaction Type: All, Grants only, or Deductions only - Group by Client: QuickBooks-style view with per-client opening/closing balances • Export Options: - Preview & Print - Export PDF - Export CSV
4. Class Timetable Report (All Trainers)
• Purpose - Weekly class schedule for clients and staff • Format - Calendar grid layout (7 columns for days of week) • Data Included: - Class name and time - Instructor assignment - Duration - Capacity and current bookings (e.g., "12/20 booked") - Location/venue • Features: - Week navigation (previous/next week) - Week date range display - Landscape print orientation (optimized for printing) - Trainer filter (admin can view all trainers) - Location filter (for multi-location businesses) • Export Options: - Preview & Print (landscape) - Export PDF (landscape format)
How to Generate Reports:
Step 1: Navigate to Reports
• Go to Dashboard → Reports tab • You'll see report cards including Client List, Billing, Credit Usage, Timetable, Churn, Invoice History, and GST Report
Step 2: Select Report Type
• Click on any report card to open • Admin-only reports show a lock icon for trainers
Step 3: Apply Filters (Optional)
• Reports default to Last Quarter and support preset date ranges; use Custom Range only when needed • Click "Apply Filters" to refresh data
Step 4: Preview Report
• Click "Preview & Print" button • Review report with your business branding • Check that all data is correct
Step 5: Export or Print
• Print - Opens browser print dialog • Export PDF - Downloads .pdf file to your computer • Export CSV - Downloads spreadsheet (Client List only)
Customizing Report Branding:
Navigate to Business → Business Profile → Report Branding section:
Upload Your Logo:
1. Click Edit on Report Branding section 2. Choose image file (PNG or JPEG, max 2MB) 3. Image is automatically compressed to 500KB 4. Click Save
Logo Requirements:
• Format: PNG or JPEG • Size: Max 2MB (automatically compressed) • Dimensions: 50-2000 pixels • Recommended: 200-500px wide, simple design
Choose Brand Color:
1. Click the color picker 2. Select your primary brand color 3. Preview shows in real-time 4. Used for report headers and accents
Add Tagline (Optional):
• Maximum 100 characters • Appears in report footers • Example: "Your Partner in Fitness Excellence"
Print Optimization Tips:
Before Printing:
• Check print preview first (saves paper) • Ensure all data is loaded (not showing "Loading...") • Review filters are correct
Printer Settings:
• Client List & Billing - Portrait orientation • Class Timetable - Landscape orientation • Color or B&W - Reports work in both • Margins - Default (0.5 inches) or "None" for more space
Compatible with:
• Chrome, Safari, Firefox print dialogs • macOS Preview app (Save as PDF) • Windows Print to PDF • Physical printers (laser and inkjet)
Troubleshooting:
Reports showing no data:
• Check you have clients/classes in your business • Verify filters aren't too restrictive • Ensure you're viewing correct week (timetable)
PDF export not working:
• Ensure popup blockers aren't enabled • Wait for report to fully load first • Try Print option as alternative
Logo not appearing:
• Verify file size is under 2MB • Ensure image is valid PNG or JPEG • Check image actually saved (click Edit → Save)
Access denied error:
• Billing reports are admin-only • Contact your business owner for access
Report appears blank when printing:
• Ensure you clicked "Preview & Print" first • Close preview modal and try again • Check browser print settings