Introduction:
Keeping track of your scheduled sessions and understanding how they perform is key to optimizing your gym or studio’s schedule. The Session Utilization Report is designed to give you a clear overview of attendance trends, helping you make informed decisions about which sessions to expand, promote, or adjust.
Description:
The report provides insights into session attendance, registration trends, and member engagement. By analyzing this data, you can better understand which sessions are most popular, identify patterns across different times and days, and make strategic adjustments to your schedule. For example, if a particular session consistently fills up, you might add another time slot. Conversely, if attendance is low, you could adjust the timing, promote it more heavily, or discontinue it.
Key Features:
Overview of session attendance and registration trends.
Filters for Location, Date Range, Session, Session Type, Start Time, Day of Week, and Coach.
Detailed session information including capacity, registration, check-ins, waitlist, cancellations, and no-shows.
Metrics such as Registration Rate, Utilization Rate, Demand Rate, Cancellation Rate, and No-Show Rate.
Analytics visualization showing average registration trends by hour during weekdays.
Filters Available:
| Field | Description |
|---|---|
| Location ID | The unique identifier for the gym or studio location. |
| From Date / To Date | The date range for which the report data is being displayed. |
| Session | Filters which sessions are included (shows “All,” meaning all sessions are shown). |
| Session Type | Type of session (e.g., Bootcamp, Strength Training, Personal Training). “All” means all types are included. |
| Start Time | The time slots for sessions (multiple times listed show all start times included in the report). |
| Day of Week | The days for which sessions are shown (Mon–Sun). |
| Coach | The trainer or instructor leading the session (set to “All” in this report). |
Details Section Columns:
| Column Name | Meaning |
|---|---|
| Session | The name of the session or class |
| Session Type | The category or format of the session (e.g., Bootcamp, Strength Training, Semi-Private). |
| Coach | The trainer assigned to lead the session |
| Room | The assigned room or training area where the session occurs (e.g., Main). |
| Date | The date on which the session took place (e.g., Oct 1, 2025). |
| Day of Week | The day corresponding to that date (e.g., Wed, Thu). |
| Start Time / End Time | The scheduled start and end time of the session (e.g., 6:00am–7:00am). |
| Capacity | The maximum number of participants allowed in the session. |
| Registered | The total number of members who booked or signed up for the session. |
| Checked-In | The number of participants who actually attended and were checked in. |
| Waitlisted | The number of members on the waitlist for the session. |
| Cancelled | The number of members who canceled their registration for the session. |
| No-Showed | The number of members who registered but did not attend the session without canceling. |
| Registration Rate | The percentage of total capacity that has been booked (Registered ÷ Capacity × 100). |
| Utilization Rate | The percentage of total capacity actually attended (Checked-In ÷ Capacity × 100). |
| Demand Rate | If the session has a participant limit and there is a waitlist, shows how many more people want to join than the session can hold: (Registered - Cancelled + Waitlist - Capacity) ÷ Capacity. Otherwise, 0. |
| Cancellation Rate | The percentage of registered members who canceled (Cancelled ÷ Registered × 100). |
| No-Show Rate | The percentage of registered members who did not attend (No-Showed ÷ Registered × 100). |
Analytics Visualization:
At the bottom of the report, the “Average Registration Rate by Hour (Weekdays)” graph provides a summary of registration trends, showing the average fill rate for each hour of the day across the week. This helps you identify the times when sessions are most in demand.