Customer Memberships report template

Overview

Use the Customer Memberships template to report on metrics related to memberships including renewal and billing dates, sold by information, and customer details.

Example Customer Memberships reports:

• Report on exported deferred revenue from memberships to reconcile your revenue totals with your accounting software.

• Send weekly performance reports to your marketing team to track which membership types are bringing in the most revenue.

Things to know

• If you’re unsure which columns you want to include in your report, use the Reporting Dictionaryto search for appropriate data fields.

• You can use this template to create as many custom reports as you need. Each report created from the template is independent and can be run or scheduled without needing to recreate it from the original template.

Create a Customer Memberships report

Follow the steps to create a custom report based on the Customer Memberships template and select the columns to include in your report.

By default, the Customer Memberships template includes these columns:

• Customer Name: Name of the customer with the membership. Click a name to open their customer record in a new tab.

• Membership Type: Membership type of the membership

• Membership Status: Whether the membership status is Active, Suspended, Canceled, Expired, or Deleted

• Activation Method: Whether the membership was activated as a New Sale, Renewal, Manual (not generated from an invoice), or Imported from Previous Software

• Sold By: Name of the technician or office employee credited with the sale of a membership or membership renewal

• From: Date the membership started

• To: Expiration date of the membership. This is blank for ongoing memberships.

• Next Billing Date: Scheduled date of the next billing invoice. This is blank for fixed-length memberships.

• Location Address: Service location covered under the membership

You can customize the report by selecting additional columns from these sections:

• Customer Memberships Basics: Details about the membership including current and historical information such as Membership ID, Current Status Change Date, Status Change As Of date, Membership Duration, etc. 

• Customer Information: Details from the member customer record such as Customer Address, Customer Type, Customer Tags, etc. 

• Membership Dates: Sold on, billing, activation, and expiration dates

• Member Pricing Location: Details about the service location of the membership such as Location ID, Location Address, Membership Pricing Location, etc.

• Sales and Renewal Details: Invoice, price, and sales details about the membership or renewal

• Revenue and Job Information: Details about recurring service jobs

• Deferred Revenue Details: For more information about the deferred revenue details, see the Report on deferred revenue section.

Run the Customer Memberships report

Use filters to customize the scope of your report:

1. Click the Sold On From - Sold On To field to set a range of sold on dates to run the report on. The sold on date refers to the date the membership or renewal item was added to an invoice.

2. Click the From - To field to set date filters for active memberships.Note: Memberships active during any portion of the date range are included in the filter. You can:

   • Use the calendar to select a specific date range and then click Apply.
      

   • Use the left menu to select a preset date range:

     1. Today: From 12:00 AM to the current time.

     2. Yesterday: Previous day, from 12:00 AM to 11:59 PM.

     3. This Week: From Monday through Sunday of the current week.

     4. Week to Date: From Monday through the current date of the current week.

     5. Last 7 Days: Previous seven days, including today.

     6. Last 14 Days: Previous 14 days, including today.

     7. Last 30 Days: Previous 30 days, including today.

     8. Month to Date: From the first of the current month to the current day.

     9. Last Month: Entire month before the current month. For example, if the date is February 5, the entire month of January.

     10. Last 90 Days: Previous 90 days, including today.

     11. This Quarter: Current quarter, including future dates. For example, if the date is April 25, from April 1 - June 30.

     12. Last Quarter: Entire quarter before the current quarter. For example, if the date is April 25, from January 1 - March 31.

     13. Quarter to Date: From the first day of the current quarter to the current day.

     14. Year to Date: From January 1 of the current year to the current day.

     15. Last 365 Days: Previous 365 days, including today.

     16. Last Year: From January 1 of the previous year to December 31.
         

         Note: Memberships active during any portion of the date range are included in the filter.

3. Select the Membership Business Units (BUs) you want to report on. By default, the report runs for all BUs. You can filter your report by business units or business unit categories:

   1. Click the Membership Business Unit dropdown and select individual BUs.
       

   2. Click Filter to select BU categories and click Filter.
       

4. From the Membership Type dropdown, select which membership types you want to include in your filter.
    

5. From the Membership Status dropdown, select which membership statuses you want to include in your filter: Active, Suspended, Expired, Canceled, or Deleted.
    

6. For historical data, use the Status As Of Date filter to select a date to see the status of memberships as of that date. The historical status of the membership will be shown in the Status As Of column.
    

7. When you're done setting your filters, click Run Report.

Tip: Click Edit Columns to add and remove columns. You can arrange report columns and apply filters for further customization.

Report on Historical Data

If you want to gain insight into how your memberships have changed over time, follow the steps to create a custom report based on the Customer Memberships template and make sure to select the following columns to include in your report:

• Current Status: Current status of the membership. Available options include Active, Suspended, Canceled, Expired, and Deleted. 

• Current Status Change Date: Date that the membership entered its current status

• Status As Of: Last status this membership was in on the day selected in the Status As Of filter
  Note: If the Status As Of filter is blank, no data will return in this column. 

• Status Change As Of: Date the membership entered into the status that it was in on the day selected in the Status As Of filter
  Note: If the Status As Of filter is blank, no data will return in this column. 

When you run this report, use the Status As Of Date filter to select a date to see data in the Status As Of and Status Change As Of columns.

Report on deferred revenue

Account configuration is required to run deferred revenue reports. To update your account, please contact Technical Support for details.

If your company uses deferred revenue in your accounting, you can filter for deferred revenue from memberships. For more on deferred revenue, see Set up deferred revenue.

Set deferred revenue filters

In addition to date, status, and BU filters, you can add filters for deferred revenue:

• Use the Deferred Revenue As of Date picker to select a date. The report calculates deferred revenue for invoices on or before the selected date.
  

• From the Deferred Revenue Invoice Status, select the invoice statuses you want to report on. For example, if you want to reconcile the report with your accounting software, select Exported.
  

Add deferred revenue columns

After you set your filters, add deferred revenue-related columns to your report:

1. Click Edit Columns.
   
   The Edit Columns screen opens.

2. Under Deferred Revenue Details, select the columns you want to include in your report:

   1. Deferred Revenue: Total amount of revenue deferred for the membership

   2. Recognized Revenue: Amount of membership revenue credited in your GL income account

   3. Deferred Revenue Balance: Amount of membership revenue deferred in your GL liability account

   4. Imported: Amount of recognized revenue imported to your accounting software

   5. Total Number of Visits: Total number of recurring service events included with the membership. If the membership is ongoing, the count of recurring service events generated to date.

   6. # of Visit Remaining: Number of recurring service events remaining with the status Not Attempted, Unreachable, or Contacted. If the membership is ongoing, the number of events with those statuses.

   7. Value Per Visit: Amount of revenue recognized with each recurring service. For multiple recurring services, values are comma separated.

   8. Projected Balance: Projected final deferred revenue balance at the end of a membership based on the difference between the price of the membership and recognized revenue for all recurring services over the membership duration. Ongoing memberships use a year-long window. If the projected balance does not equal zero, there's something wrong with the membership setup.

   9. Initial Deferred Revenue: Deferred revenue amount entered on the customer membership. This is used to set the starting deferred balance for imported memberships.
      

      Note: If you use the Deferred Revenue As of Date filter, this column will only return a value if the filter is equal to or contains the from date of the customer membership.

      
      

3. When you're done selecting columns, click Apply.

4. Click Run Report to update your report results.

5. To use these settings the next time you run the report, click Save Changes.

   
   

Customer Memberships report template FAQ

Want to learn more?

• See Edit custom reports

• See Run, filter, and export reports

• See Schedule reports