Pulling Reports for Insurance Renewals

Insurance carriers often ask climbing gyms to report on membership counts, participant counts, and attendance figures during the renewal process. This article walks through how to find some of the most commonly requested numbers.

In particular, this article covers the following reports:

• Member counts (adult and youth)
• Participant counts / unique visitors (adult and youth)
• Total check-ins
• Average daily attendance

If your carrier is asking for something not covered here, visit our Custom Reports section for additional reporting options.

Before you start, keep these things in mind:

• Insurance forms use different terminology. Read each question carefully to determine whether the carrier wants current members, unique visitors over a period, or total check-in volume. If you are unsure, contact your carrier before pulling data.
• All reports and queries in RGP are location-specific. If you operate multiple locations, run each report separately for each location, but all reports can still be run while logged into one location.  
  • For Customer Queries, you can choose which location to query in the Single location customer query tool drop-down.
    
  • For General Reports, you can choose which location to query at the bottom of the reporting window. 
    
• Your insurance carrier defines the age cutoff between adult and youth. This article uses 18 as the default. Adjust your queries to match whatever threshold your carrier specifies.

Member Counts (Adult and Youth)

Use this if your insurance form asks for the number of members, either currently active or during a past coverage period.

Go to Data Entry > Reporting > Customer Queries and click Add Conditions.

For adult members:

• Membership: Current Status — set value to OK and FROZEN
• General: Customer Types — set value to MEMBER
• Personal: Age In Years (At Least) — set value to 18
  
  

For youth members:

• Membership: Current Status — set value to OK and FROZEN
• General: Customer Types — set value to MEMBER
• Personal: Age In Years (Between) — set value to 1 and 17
  
  

Click Review Query to see the total count. Run each query separately to get your adult and youth numbers.

If your carrier is asking about members during a past coverage period rather than current members, replace the Current Status condition with Membership: Was a Member and set the date range to your coverage period.

Participant Counts (Unique Visitors, Adult and Youth)

Use this if your insurance form asks for participants or unique visitors, meaning each person is counted once regardless of how many times they visited during the period.

Go to Data Entry > Reporting > Customer Queries and click Add Conditions.

For adult participants:

• Activity: Visit Count (Total Between Two Dates and Times) — set the date range to your coverage period, with a value of At Least 1 and At Most 9999
• Personal: Age In Years (At Least) — set value to 18
  
  

For youth participants:

• Activity: Visit Count (Total Between Two Dates and Times) — set the date range to your coverage period, with a value of At Least 1 and At Most 9999
• Personal: Age In Years (Between) — set value to 1 and 17
  
  

Click Review Query to see the total count. Run each query separately to get your adult and youth numbers.

Note: This method counts each person once, no matter how many times they visited. If your insurance form is asking for total visit volume rather than unique individuals, see the Total Check-Ins section below.

Total Check-Ins

Use this if your insurance form asks for total check-ins or total visits, where the same person visiting multiple times counts multiple times.

Go to Data Entry > Reporting > General Reports. Set your date range at the top of the screen, then select Check In - Total Check In Count and click Generate Report.

The report will display one row per date that had at least one check-in. The Total Check In Count figure shown at the bottom of the report is your total check-in volume for the period.

Note for multigyms: When you run this report, it will also show you how many of those check ins were for remote customers and from which facilities.  You can ignore that and just pay attention to the total number, which is the total for the facility at which you are running the report. 

If your carrier asks for check-in volume broken down by customer category (such as members vs. day pass guests), the Check In - By Customer Type report in the same location may be useful

Average Daily Attendance

Average daily attendance is not a figure RGP calculates directly. You will derive it from the Total Check In Count report described above.

Formula: Total check-in count / number of days open = average daily attendance

To get total check-in count: Use the Total Check In Count figure from the General Reports output described above.

To get number of days open: Count the rows in the report, which can be more easily done when the report is opened in Excel. Each row represents a date that had at least one check-in, which is a reasonable starting point for your days open. However, you should verify this against your actual operating calendar. If someone was accidentally checked in on a day your facility was closed, that date will appear as a row and overstate your days open. Adjust the count as needed before submitting to your carrier.

Example: If your Total Check In Count is 48,000 and you were open 340 days, your average daily attendance is approximately 141.

Not Sure Which Report Applies?

If you are unsure which report matches what your insurance form is asking for, reach out to your carrier for clarification before pulling data. The distinction between unique visitors and total check-ins can have a meaningful impact on the numbers you report, and your carrier is the authoritative source on what their form is asking.