📊 GymDash Help Doc: Track Data, Drive Profit
Overview Welcome to the GymDash performance management system—your data-driven partner for making your gym wildly profitable. This document summarizes key learnings from the “How to Make Your Gym Wildly Profitable” video, outlines all metrics you should be tracking, and shows how to use GymDash to manage them weekly.
🧠 The Philosophy: What Gets Measured, Gets Managed
To make quality business decisions, you need quality data and sound decision-making principles, while removing emotional and personal noise. The formula is:
Quality Decisions = Quality Data × Decision-Making Principles – Personal Noise
This system is designed to give you real numbers, not feelings, to drive profitable actions.
📈 Core Metrics to Track
🔹 1. Acquisition Data
These metrics reflect how efficiently you turn advertising dollars into leads and customers.
| Metric | Description |
|---|---|
| Ad Spend | Total $ spent on paid marketing |
| Number of Leads | Total leads generated from paid + organic |
| Lead Cost | Ad Spend ÷ Number of Leads |
| Scheduled Appointments | How many leads booked consults or intros |
| Schedule Rate | Appointments ÷ Leads |
| Closed Sales | Total memberships or packages sold |
| Close Rate | Sales ÷ Appointments |
| Sale Types | Count of PIFs, challenges, and recurring memberships |
| Cash Collected at Sale (Front-End Cash) | Initial payment collected at signup |
| Return on Ad Spend (ROAS) | Front-End Cash ÷ Ad Spend |
| Percent of Leads Sold | Sales ÷ Leads |
| Customer Acquisition Cost (CAC) | Ad Spend ÷ Number of New Clients |
🔹 2. Fulfillment Data
Once clients are acquired, fulfillment metrics help measure how well you're delivering results and retaining members.
| Metric | Description |
|---|---|
| Challenge Conversions | % of challenge/package clients converting to EFT |
| EFT Churn | % of EFT clients lost per month |
| Active Paying Members | Total current clients on EFT or packages |
| Net New Clients | New EFTs – Lost EFTs |
| Lifetime Value (LTV) | Avg Monthly EFT ÷ Avg Monthly Churn Rate |
📌 LTV Example: If average monthly EFT is $120 and churn rate is 10%, LTV = $1200.
🔹 3. Financial Metrics
| Metric | Description |
|---|---|
| Net Revenue | Total collected minus refunds, fees, and chargebacks |
| Expenses | All costs including reinvestments and payroll |
| Profit | Net Revenue – Expenses |
| Profit Margin | Profit ÷ Net Revenue |
| Refund % | Refunds ÷ Total Revenue |
✅ Reminder: Include owner salary as a “General Manager” in your expenses if you actively run the gym.
🛠️ Tool: GymDash
To make tracking painless, you have free access to GymDash, your revenue intelligence software built by GymOwners.com.
Why GymDash?
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Tracks acquisition, fulfillment, and financial metrics
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Auto-calculates CAC, ROAS, LTV, and more
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Generates weekly snapshots to show trends
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Keeps your business accountable and focused
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Central tool for coaching calls and decision-making
🎯 Action Step: Create Your Account
Set up your free GymDash account now:
🔗 GymDash.GymOwners.com/signup
🧠 Pro Tips for Success
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❗ Update your GymDash weekly—don’t let data pile up.
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🎯 Bring your numbers to daily calls for guided feedback.
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💬 If you're missing benchmarks, review corresponding trainings:
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Sales Portal – if CAC or ROAS is weak
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Lead Nurture – if schedule or show rates are low
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Fulfillment Mastery – if churn is high or LTV is low
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📆 Build habits around tracking and review—data without discipline is just noise.
✅ Summary: Key Goals
| Focus Area | Green Benchmark |
|---|---|
| Speed to Lead | < 5 min |
| Schedule Rate | > 50% |
| Close Rate | > 50% |
| ROAS | > 2:1 |
| Challenge-to-EFT Conversion | > 60% |
| EFT Churn | < 8% |
| LTV | > $1,200 |
| Profit Margin | > 20% |
💬 Support
Need help? Here’s how to get answers:
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Join Daily Coaching Calls
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Message your assigned coach
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Review relevant training portals
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Contact GymOwners.com Support for technical help
🔚 Final Note
Tracking your numbers isn’t busywork—it’s the fastest path to more revenue, lower costs, and less guesswork. Use your data like a weapon and watch your gym grow stronger every single week.
📊 Track it. Review it. Act on it. Repeat.