Reports guide: Classes and timetable

This guide covers the 8 reports for class bookings, waitlists, utilisation and retention. New to reports? See Run, schedule and read reports to learn how to run, schedule and read them.

In this article

• Events: Bookings (Upcoming)
• Events: Bookings (Historical)
• Events: Bookings by instructor
• Events: Utilisation
• Events: Waitlist
• Events: Waitlists (All)
• Retention Metrics: Event Times
• Retention Metrics: Event Types

Events: Bookings (Upcoming)

What it does: For one class you pick, lists every booking that hasn't been cancelled, in slot order.

Why use it: To export the booking list for an upcoming class, such as to print a register or contact attendees beforehand.

Filters

What's in the file: One row per booking. Columns: Booking Ref, Slot, Customer ID, First Name, Last Name, Email, Credits Used, Paid Value.

Good to know

The class list includes yesterday's and today's classes. How many appear is set by Events listed in report filters in your Bookings settings.

Events: Bookings (Historical)

What it does: For one past class you pick, lists every booking that hasn't been cancelled, in slot order.

Why use it: To get the booking list for a class that has already happened, with what each person paid and the credits they used.

Filters

What's in the file: One row per booking, with the same columns as Events: Bookings (Upcoming).

Good to know

Yesterday's and today's classes are in Events: Bookings (Upcoming) instead. Neither report shows who attended.

Events: Bookings by instructor

What it does: Lists every booking that hasn't been cancelled for one instructor's classes starting in your range, with each customer's contact details.

Why use it: To contact everyone booked with an instructor over a period, such as to announce a cover instructor.

Filters

What's in the file: One row per booking, in class order. Columns: Event #, Event Start, Instructor #, Instructor Forname, Instructor Surname, Event Type, Studio Name, Customer #, Customer Name, Email, Telephone, Slot, Booking Ref.

Events: Utilisation

What it does: For each class starting in your range, shows capacity, bookings, attendance, how full it was, the revenue it kept (including late cancellations), and the instructor's pay.

Why use it: To review how full each class was and what it earned, for timetable and payroll decisions.

Filters

What's in the file: One row per class. Columns: Event #, Event Date, Event Time, Event Type, Studio, Location, Instructor, Capacity, Bookings, Attendance, Attendance%, Utilisation, Cost (Credits), Retained Bookings, Retained Credits, Retained Event Value, Booking Avg Value, Percentage Free, Instructor Base Fee, Instructor Bonus Fee, Instructor Total Fee.

Good to know

• Bookings are bookings not cancelled. Attendance are those marked attended.
• Retained Bookings adds late cancellations (cancelled without refund). Retained Credits and Value cover all non-refunded bookings.
• Booking Avg Value is retained value ÷ retained bookings.
• Percentage Free is the share of retained bookings made with free credits. With membership revenue on, unlimited-plan bookings also count as free.
• Classes with no capacity or no bookings show n/a. Instructor fees show 0 when no pay rate applies.

Events: Waitlist

What it does: For one class you pick, lists the customers still waiting on its waitlist, in the order they joined.

Why use it: To see who is queuing for a full class, with contact details, such as to offer a place manually.

Filters

What's in the file: One row per waiting customer. Columns: ID (the customer's ID), First Name, Last Name, Email, Telephone, Added At, Status (waiting, or expired once the class has started).

Good to know

People who were given a place or left the waitlist are not shown, so a class can produce an empty report.

Events: Waitlists (All)

What it does: For classes starting in your range, counts how many customers are still waiting on each class's waitlist.

Why use it: To spot classes with lasting unmet demand, as a basis for adding sessions or moving to a bigger studio.

Filters

What's in the file: One row per class with at least one person waiting. Columns: ID, Event, Location, Event Date, Time, Total Waiting.

Good to know

Total Waiting counts only people still waiting. For past classes, that means people who never got a place.

Retention Metrics: Event Times

What it does: Groups bookings (not cancelled) for classes starting in your range by weekday and hour, showing total bookings, unique customers, and how many of those had booked the same weekday and hour before.

Why use it: To see which timetable slots build regulars, such as whether Monday 18:00 keeps its customers better than Saturday 09:00.

Filters

What's in the file: One row per weekday and hour, Monday to Sunday. Columns: Day of Week, Time Slot, Total Bookings, Unique Customers, Returning Customers, Retention Rate %.

Good to know

• A customer is "returning" if they made an earlier booking in that slot at any time, including before your range. Attendance isn't considered.
• Slots are whole hours, so an 18:30 class counts as 18:00.
• Classes on the Start To date itself are not included.

Retention Metrics: Event Types

What it does: Groups bookings (not cancelled) for classes starting in your range by class type and month, showing total bookings, unique customers, and how many had booked that class type before.

Why use it: To compare how well each class type brings customers back, month by month.

Filters

What's in the file: One row per class type per month, newest month first. Columns: Event Type ID, Event Type Name, Year-Month, Total Bookings, Unique Customers, Returning Customers, Retention Rate %.

Good to know

"Returning" means an earlier booking of the same class type at any time. Classes on the Start To date itself are not included.