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GymMaster's Exciting New DASHBOARD

Dru Hill
Dru Hill
Published on Fri, Sep 14, 2012

The new dashboard has been designed to allow easier navigation whilst provide key performance indicators at the forefront with benchmarked industry standards.  We hope this will assist fitness providers using GymMaster to focus their business and provide tools and targets to help drive employee performance. Each boxed section contains an opportunity to perform a function such as add a new member as well as see the current performance on a particular indicator.  The orange highlight also acts as a horizontal bar graph showing the calculation graphically.  When you hover the mouse over each box for a second a description will appear that details the calculation and where appropriate provides an industry benchmark or goal to work towards.  These statistics will be refreshed at the start of each day when you start up GymMaster and will take up to 20 seconds to calculate depending on the size of your database and performance of your server or PC.

We have been able to remove the navigation bar from the top of the dashboard as all links to information can now be accessed from other sections on the dashboard.  The left hand navigation bar has had little change from the last version.  Each item will still jump the user to the relevant module.


At the click of the button you are able to add a new member, assign them to a membership, set up their payment details etc or simply search the database for a current member. The first KPI details the number of active members (who are either happy or satisfied as configured within your settings) as well as your total number of current members. The orange bar also demonstrates how many members are active as a proportion of current members.  We believe anything over 50% is a great performance.  In order to encourage employee performance you could challenge your sales team to achieve x number of current members within 7 or 30 days.  This would mean they could focus on both activities that retain current members as well as converting prospects.  Alternatively if you want to improve your active member statistics you could encourage the team to carry out activities that will drive greater attendance of current members such as competitions for increasing visits to the gym, short term promos or publicising a new exercise phenomenon. The KPI we have just looked at are short term focused that you can drive improvements on very quickly.  The next box is a longer term KPI which will take longer to effect but a month on month improvement is a very strong result. The retention rate reviews all current members that have been with you for more than six months.  It takes the total count of these members today and divides that by the count of current members six months ago. A rate of 66% or higher would put your facility performing about the industry benchmark.  Setting up tasks to touch base with members four or six weeks before their membership expires will help improve this figure as well as ensuring members get regular reassessments as this will keep them invigorated and continue to attend as long as they are getting results.  This is one of many suggestions, more of which can be found on our other blogs.


At the click of a button you can navigate to the booking module and add a member into a class or set up a new booking. The first KPI is very useful in optimising class bookings.  It is purely for all class types such as spin, aerobics, pilates, squash etc and doesn’t include other types of bookings such as PT or crèche bookings. The occupancy is calculated taking into account the capacity numbers as set up in your configuration and the attendance rates to work out your averaged occupancy across all classes over the last week.  Industry benchmarks will differ by service as Spin Classes often achieve 90% occupancy rates while a Pump Class may only achieve 55% rate. It also depends on what capacities you allow for each class should you have a large studio space.  Rather than look at what the industry achieves we would recommend you look at your figures now and assess how much you would like to improve them by. That way you can look at ways to optimise your revenues.  There maybe particular classes, times of day, instructors etc that are more popular and you could add more that fit into these categories.  Remember however not to instantly drop classes that have less than 50% occupancy rate as they maybe important to certain members or other reasons to keep them going and it’s ok to run some classes at a loss as long as your total classes make a profit.  It’s a balancing act! The second KPI is linked to retention as we believe it members are getting involved in your fitness centre by attending classes or using a PT they are more likely to stay with you.  This bar calculates of your total current members, how many of these members have at least one booking in the future whether it is with a PT, Creche, Class or other area of your facility. We would encourage clients to aim towards at least 60% (i.e. 60 % of your current members have a future booking) as this has been shown to improve retention of members.  To improve these numbers you can use tasktypes to target members that haven’t got members and encourage they sign up as well as get clients to rebook after they have attended a particular class.


Prospect tools within GymMaster are relatively new but are proving to be extremely valuable especially when combined with our online module.  We hope you enjoy using this module and find these KPI’s extremely useful. Not dissimilar to the members section, the first prospect KPI details the number of new prospects who have been converted to members in the last 7 days as well as the total number of current prospects listed.  It also shows this as a percentage as indicated by the orange horizontal bar chart.  The number of conversions you should aim for on any particular week would be determined by the size of your target market, your competitive environment what campaigns you are currently running and the number of prospects you currently have on your books.  You will soon start to understand what is normally achievable for your business and can then start to drive your sales team to get 1-3 more prospects than this a week converted or 50 on a campaign / sales drive week. The second KPI will help ensure you manage prospects effectively as prospects are assigned to different members of staff and depending on tasktypes set up within GymMaster these employs will be prompted to perform different tasks to aid the conversion to sales.  This number will show you at a glance how effective the team was over the last 7 days by detailing the percentage of prospects created in the last 14 days who have in fact been contacted.


This is a mixture of a section as it allows you to review current tasks by however is logged in or at the click of a button view the last visitors report.  It maybe that many tasks are triggered by a member checking in so the last visitors report will easily show the details of the task for that member so that the action can be performed.  This maybe as simple as a message to say they left their sports shoes and you have them behind the desk. The KPI details the total number of tasks that have been completed by all employees in the last 7 days as well as how many tasks are currently outstanding.  These numbers will vary from business to business so an industry benchmark isn’t appropriate however again we would advise you to assess where you are currently performing at and then encourage your staff to improve these stats over the month ahead.  Reward and recognition always assist in this area. Point of sale is self-explanatory and you should be familiar with this section.  If not, please refer to our YouTube videos or contact one of our training staff to provide you with a tutorial at

Reports and Billing

The quick link buttons take you directly to the section in question which hasn’t changed since the last release. The KPI details the total number of members with accounts paid in full divided by the total number of members.  A high industry standard is 95%, a low one is 85%.  If you are having issues in this area we would recommend looking at one of our integrated direct debit options as this reduces administration time and reminders for failed payments can be automated directly from GymMaster.  This method has been shown to improve payment to collection to 97% when used effectively with high DD sign-up rates. This is currently available in New Zealand and Australia with either Ezidebit or Edebit.  For more information email us at