Prove the data connection
Confirm KCM's Studio API access and test real client, coach and completed-workout fields before any paid build begins. Booking, cancellation and no-show reporting only proceeds if the live test exposes reliable fields.
MQP / AI ConsultingPrivate report prepared by MQP
Operations & Reporting Opportunity Audit
KCM Fitness Studio
Executive answer
Start with the attendance system KCM asked for, then reuse the same foundation for the wider business.
The call surfaced several useful systems, but attendance is intentionally the first recommendation because it is the clearest and most urgent. Trainerize, Ontraport and the master spreadsheet each hold a different part of the picture, so a reliable attendance layer can remove the immediate weekly checking while creating the foundation for the operating dashboard and, later, a KCM app.
Desired outcomeGive Katie, the head coach and each coach a reliable weekly view of who needs attention, while removing repeated account checks and spreadsheet entry.
Main constraintAttendance is inferred from individual workout logs, commercial status sits in Ontraport, and the current Google Sheet depends on repeated manual lists, free-text updates and fragile formulas.
01
What I understood
- Three full-time coaches each manage roughly 70 clients, and the team currently checks member accounts individually to find people who trained fewer than two times.
- Coaches message their own low-attendance members; the head coach combines the results for follow-up after the Tuesday team meeting.
- Katie estimates that she and her head coach spend 8–10 hours a week on the master dashboard, with 15+ hours lost across the wider team to checking and reporting.
- KCM also wants to see changes from each member's normal attendance, monthly patterns, late cancellations or no-shows, and underused session times.
- Ontraport is the CRM and payment/front-end system. Trainerize is the coaching, booking and workout system. Zapier currently connects new sign-ups, while Google Sheets is the manually maintained reporting layer.
- The live workbook contains ten tabs, repeated weekly/monthly coach blocks, free-text cancellation actions and some broken formula references.
02
The first opportunity
Weekly attendance and member-action reporting
This is the clearest first opportunity because it is frequent, directly tied to member retention and coach capacity, and already has named owners and actions. ABC Trainerize says Studio accounts can expose workout and appointment data through its API and webhooks, but the exact attendance and cancellation fields still need to be validated in KCM's account before any no-show logic is treated as fact.
Collect the attendance evidence
Use completed workouts as the safe core signal. Map each event to a stable member ID, coach and membership type rather than matching people by typed names.
Apply KCM's chosen flags
Flag fewer than two weekly sessions, changes from a member's normal attendance, and any other agreed condition supported by the available data. Keep Solo and group-PT rules separate.
Produce role-specific reports
Katie and the head coach receive the full overview; each coach receives only their own action list before the Tuesday meeting.
Review and retain history
Coaches confirm exceptions before acting, while weekly results build into monthly trends and personal baselines automatically.
03
What you can do yourselves
Send completed workouts into one Google Sheet
Use Trainerize's Workout Completed trigger in Zapier to add one row per completed workout to Google Sheets, capturing the member, coach and completion date. Start with new activity only; there is no need to rebuild the existing dashboard first.
Create one simple weekly flag
Add a week-starting column, count completed workouts for each member and mark anyone below the agreed weekly threshold as 'needs review'. Use a Trainerize ID or mapped email so similarly named members are not mixed together.
Filter a coach action list before Tuesday
Create a filtered view for each coach showing only their members who need review. The coach checks holidays, illness or missing logs before contacting anyone. This light version will not reliably identify cancellations or no-shows unless Trainerize exposes those fields.
04
Useful later
Automate the master operating dashboard
Once attendance is reliable, connect the relevant Ontraport membership and payment lifecycle to structured client, cancellation, conversion and coach-stat tables. Keep the useful familiar views while removing duplicate manual entry underneath them.
Add session demand and cancellation insight
If the live Trainerize test exposes reliable appointment and cancellation data, add slot-level views showing where bookings, actual attendance and late cancellations differ most.
Assess a custom KCM member app
The reporting foundation will reveal which missing Trainerize features genuinely matter to members and staff. That evidence can later become a clear app brief instead of a speculative replacement project.
05
What to leave alone for now
- Do not automatically apply the proposed £10 no-show charge until cancellation windows, attendance evidence, member terms and human approval are reliable.
- Do not rebuild the current workbook cell for cell; preserve useful views while replacing the manual structure underneath them.
- Do not replace Trainerize with a custom app yet. The smaller reporting systems should establish the data model and real requirements first.
- Do not move the current free Zapier connection simply for the sake of changing tools; revisit it only when a paid workflow creates a clear technical or cost reason.
06
A useful system included free
Included free
Cancellation action reminder
The master dashboard KCM shared already contains a tab called Client Cancellations, with dates, notes and follow-up actions recorded manually. MQP will turn that existing information into a simple internal action queue and send Katie or the head coach a scheduled summary of actions coming due. This is separate from the attendance proof and is included completely free.
- A clean action view using the existing cancellation information
- Due date, action owner, status and notes
- A scheduled internal email or Slack summary
- No automatic member contact or account changes
Katie only needs to choose email or Slack and confirm who should receive the reminder.
Recommended implementation
KCM attendance & retention reporting system
First, MQP will test the live Trainerize connection and create a free sample output using KCM data. If the required completed-workout data is available and Katie likes the report, MQP will build the connected weekly system. There is no paid commitment until that proof is complete.
Referral price£495 fixed
DeliveryFive working days after the free proof is approved
Payment£250 to begin, £245 after the agreed test passes
What you get
- Clean member, coach and attendance data structure
- Weekly owner/head-coach overview
- Coach-specific low-attendance action lists
- Any agreed flags supported by the available Trainerize data
- Monthly attendance summary
- Human review status, handover guide and 30 days of launch support
Kept outside this first build
- Automatic member messages, phone calls or account charges
- Full Ontraport and master-dashboard replacement
- A custom mobile app or migration away from Trainerize
- Late-cancellation or no-show logic unless the live API test proves the required fields
- Historical data cleaning beyond the agreed test period
- New payment, membership or legal-policy rules
Success test: For two agreed test weeks, the system identifies the correct under-threshold members and coach ownership when compared with KCM's manual validation sample, with exceptions visible for review.
Optional ongoing care£49/month after the first 30 days
Priority support, automation monitoring and one small report or flag change each month. KCM owns and pays any Make account directly, and the care plan can be cancelled at any time.
Send one example week and confirm who can help with Trainerize access. MQP will handle the setup and return a free sample report first; Katie only decides on the build after seeing it.
07
The simplest next step
Send one example week and confirm who can help with Trainerize access. MQP will handle the rest and return a free sample attendance report first.
08
Sources checked
- KCM Fitness Studio — six-week challenge
- KCM Master Dashboard 2026 (private workbook reviewed)
- ABC Trainerize — API and webhooks
- ABC Trainerize — Zapier triggers and actions
- Ontraport — API overview