Skip to main content

Reports - Memberships

This guide explains how to use the Memberships report to track all customer memberships, filter by status and dates, group by plan, and export your results.

Written by Costa Bontioti

šŸ“ Overview

The Memberships report lists all customer memberships on your account, including those that have been cancelled, upgraded or downgraded, put on hold, or completed.

It also lets you see which membership is your most popular, or how many active memberships your customers held at a point in the past, so you can keep track of your business's growth.

This guide walks you through the report, the filters you can apply, and how to download your data.

šŸ“Š Using the Memberships Report

To open the report, go to Reports āžœ Memberships āžœ All Customer Memberships.

Pre-filtered memberships reports

Alongside the full report, you will find quick links to some of the most frequently used views.

  • Starts over time. See memberships totalled by start month and year.

  • Active over time. See how many active memberships you had each month or year, broken down by membership type (packs, prepaid plans, and recurring memberships).

  • Started within the last 30 days

  • Expiring within the next 30 days

Click the arrow to learn more about using this report

Widgets

The first thing you will see on this page is a set of widgets, which are quick reports you can read without having to manipulate any data.

The widgets at the top of the Memberships report

At a glance, you will be able to see:

  • The number of active memberships you have right now

  • Your most popular membership

  • How many memberships are expiring next month

  • How many memberships are currently on hold

To see the data behind each widget, click View Report.

Opening the report behind a widget

Filters

You can combine the following filters to narrow down the list.

The filter options available on the Memberships report

Any Customer

Search a customer's name

Any Membership

Select a membership name

Any Type

Select a membership type (pack, recurring, or pre-paid plan)

Any Status

Select a membership status: active (still usable), hold, cancelled (by the customer or the business), completed (the membership has run its course or all registrations have been used), upgraded, or downgraded

Any Payment Processor

Select the payment processor used to pay for the membership

Any Purchase Date

Select a date or date range for when the membership was bought

Any Start Date

Select a date or date range for when the membership starts

Any Cancellation Date

Select a date or date range for when the Cancel button was clicked by the customer or your staff

Any Renew date

Select a date or date range for the membership renewal date

Any Expiration Date

Select a date or date range for when the membership expired or became unusable, for example once the full usage allowance was used

Any Upgrade Date

Select a date or date range for the membership upgrade date

Any Downgrade Date

Select a date or date range for the membership downgrade date

Custom Limits?

Filter by memberships that have custom usage limits applied

First Membership?

Filter by customers' first membership

šŸ’” To see which customers currently hold a specific membership, filter by Any Membership. You can also use Any Status to find customers who held it in the past.

Grouping your data

Under Show you will find several group by options, which let you group the data using one or more dimensions. In the example below, the raw data is grouped by membership start year.

Grouping the Memberships report by membership start year

Configuring your columns

You can also choose which columns are displayed on screen.

Configuring which columns appear in the Memberships report

Downloading the report

To extract email addresses and other customer fields based on your search results, click the Download button.

Downloading the Memberships report

šŸ’” To learn more about the fields you can include, see Introduction to Customer Fields here.

ā“ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.

Click the arrow to view frequently asked questions

How many memberships were purchased during a certain time period?

Click the arrow to see the answer

Open the All Customer Memberships report and use the Any Purchase Date filter to enter the date range you want. The results show every membership bought during that period.

Filtering the report by purchase date

šŸ’” A membership's purchase date is not the same as its start date. If a customer buys a membership on 20 December that does not become active until 1 January, the purchase date is 20 December and the start date is 1 January.

How many memberships were cancelled during a certain time period?

Click the arrow to see the answer

Open the All Customer Memberships report and use the Any Cancellation Date filter to enter the date range you want. The results show every membership cancelled during that period.

Filtering the report by cancellation date

šŸ’” A membership's cancellation date is not the same as its expiration date. If a customer cancels on 20 December but their commitment runs until 31 January, the cancellation date is 20 December and the expiration date is 31 January.

Which customers currently hold a particular membership?

Click the arrow to see the answer

Use the Any Membership filter to select the membership you are interested in, which gives you a list of everyone who holds it.

To find customers who held it in the past, combine that with the Any Status filter and select statuses such as cancelled or completed.

How do I add, upgrade, or cancel a membership for a customer?

Click the arrow to see the answer

This report is for viewing your membership data. To make changes to an individual customer's membership, you do that from their profile.

For the steps, see Add a membership on behalf of a customer here, or to place a membership on hold, see the guide here.

Where can I see all the other reports available?

Click the arrow to see the answer

For a full list of every report, organised by category, see An Overview of Reporting here.

Related Articles
Did this answer your question?