Numbers crunching - How to Read and Interpret Your Exported Data?

Here are the topics covered in this article; click on them to be redirected to the corresponding instructions:

Which customers booked the most in my studio ?
Which customers paid the most in my studio ?
Which bookings were cancelled, and which customers didn't show up?
Which customers have bought a trial product but did not buy any other products yet ?
Where can I check the customers whose products will expire soon ?
What is the average occupation of each of my activities ?
Which customers purchased one product but not another? (Example: customers with an active membership who did not purchase insurance)

1. Which customers booked the most in my studio ?

Where to find the export :
Bookings export in Analytics > Reports > Customers with bookings

Result:

Optional : you can verify the total bookings number for 1 or 2 customers : check the profile of one of the customers in the Manager > click on “Past visits” > verify the filters: they should match the period you exported and the filters you used in Google Sheet / Excel.

The number on top should match the number in your “Total bookings” column :

2. Which customers paid the most in my studio ?

In your Manager, go to Financials > Reports > CSV EXPORT OF ALL INVOICES WITH PAYMENTS (do not forget to select the period in the top right corner) :

Open the export in Google sheet or Excel.
Keep the columns: Customer / Email / End price and delete the other ones.
Select everything and click on the filter icon.

Sort the column “Email” from A to Z :

If you see commas in the “End price” column, replace the commas by points (select the column > Edit > Find and replace) :

In a new column > add the formula =SUMIF(B:B,B2,C:C)

B being the column with the emails

B2 the first email box

C the final price column

You can verify the formula by calculating the sum of the amounts in column “End price” for a customer :

Extend the formula over the entire column.
Copy the column and paste only the values into a new column (you can call this new column “Total payments” for instance).

The previous column and the “End price” one can be deleted.
Select everything and click on the filter icon (so the new column is included in the filters).
Now you need to remove duplicates. Select everything again and go to Data > Data Cleanup > Remove duplicates :

Select only the column with email addresses :

Optional 1: Sort this column “Total payments” from Z to A (this way, the clients with most payments will appear first).

Optional 2: Set column to €

✅ It is done ! You can now see the total amount of payments for each customer :

Optional 3: you can verify the amount for 1 or 2 customers : check the profile of one of the customers in the Manager > click on “See all invoices” > verify the number that is shown in green at the top of the page.

Note: the amount will match if you have done an export of the payments since your started with Eversports.

3. Which bookings were cancelled, and which customers didn't show up?

Get a clear overview of cancelled bookings and customers who didn't attend.

💡 Use this report to:

Adjust your cancellation policy.
Spot classes with unusually high no-show rates to optimize your schedule.
Identify customers who repeatedly miss bookings.

Want to penalise customers who don't cancel and/or don't show up?

👉 Learn more about No-show & Late cancellation Penalty feature!

4. Which customers have bought a trial product but did not buy any other products yet ?

In your Manager > go Products > Analysis > click on “Export activity & booking data” in the top right-hand corner :

Open the export in Google sheet or Excel.
Keep at least the columns: Name (of the product), Customer and Email. The other ones are optional.
Select everything and click on the filter icon.
Filter the column “Email” from A to Z.
Now you need to remove duplicates. Select everything again and go to Data > Data Cleanup > Remove duplicates
Select only the column with email addresses :

In the column “Name” > filter and keep only the trial product(s) :

It is done ! All the customers listed here have not bought another product than the trial one(s) 🙂

5. Where can I check the customers whose products will expire soon ?

Open your Eversports Manager.
Go to Products > Analysis and use the following filters:
- Status : is : active
- Valid until : if you want to know which product will expire by the end of the month for example, select Absolut : before : ../../....

6. What is the average occupation of each of my activities ?

This serves to compare your actual bookings per activity with the maximum number of participants possible for the same activity

Open your Eversports Manager
Go to the Activity Section and open the button “More” on the upper right side
Click on “Export activity & booking data”

Chose “Activity overview of all appointments”, set a time frame and download the file

Filter the column K (Status) to only show bookable appointments

Filter the column E (Title) from A-Z

Delete columns M (Activity group) & N (Archived) completely
Rename the following Columns:
Column O: Occupation per appointment in %
Column P: Occupation per activity in %
Column Q: Overall Occupation of all activities

Enter the following formula in column O row 2 and copy it downwards until it changes to another activity
=(F2*100)/H2

At the end of each activity block, please calculate the Average of all values from column O within that block

Please then calculate the average out of the above mentioned results

✅ As a final result you should then see the following:

Column O: Percentage of the occupation for each single appointment
Column P: Percentage of the average occupation for that certain activity
Column Q: Percentage of the average occupation for all the activities

7.Which customers purchased one product but not another? (Example: customers with an active membership who did not purchase insurance)

In your Manager > go to Products > Analytics

Export 1: Filter customers who purchased Product A (e.g., memberhsip)
click “Export” in the upper-right corner to obtain the list.

Export 2: Customers who purchased Product B (e.g., insurance)
click “Export” in the upper-right corner to obtain the list.

In your spreadsheet, open both exports and keep only the Email column. In a new column, enter this formula in cell C2:

=IF(COUNTIF(B:B, A2)=0, “Not in List 2”, “Present”)

This formula checks whether the email address in A2 (customers who purchased Product A) exists in column B (customers who purchased Product B).

If the email address is not found, “Not in List 2” is displayed (the customer did not purchase Product B).