Overview


Automated Reports is a new feature in KAYA Gym that delivers a complete performance report to your team automatically — no manual requests needed. Once configured, KAYA produces and sends your report at the end of each reporting period, giving your leadership team a clear picture of how your gym is performing across Community Engagement, Routesetting Activation, and Marketing + Events Activation.


Each report includes a Health Score Summary, an Executive Summary, detailed category breakdowns with metric-by-metric analysis, and a personalized 60-Day Recommended Actions plan built around your gym's specific data.


Launch Video





How it works

You configure monthly or quarterly reports for your gym. At the end of each reporting period, KAYA's system pulls anonymized, aggregated data from your gym, scores each metric against established benchmarks, produces written commentary for each category, and generates a prioritized action plan based on your results. The completed report is delivered to the contacts you configure via email and stored in KAYA Gym for in-app access.


Who can create and edit reports

  • KAYA Gym Enterprise subscribers

  • Users with the Admin role




Setting Up Automated Reports


Step 1: Add Your Contacts


  1. In KAYA Gym, navigate to Settings --> Contacts in the main menu
  2. Select "+" to add a new contact
  3. Enter the name, email address, and role of anyone who should receive the report
  4. Repeat for each additional recipient
  5. Select "Save" at the bottom


Contacts added here become available to assign when you create new reports.


Step 2: Create and Configure Your Report


  1. In KAYA Gym, navigate to Reports --> Automated Reports in the main menu
  2. Select "+" to create a new report
  3. Enter a Report Name (for example, "Monthly Performance Report" or "Q1 Chain Report")
  4. Select your Report Type — choose Monthly or Quarterly
  5. If you are an admin for multiple locations, you can optionally select multiple Locations to include from the "Multi-Gym" dropdown
  6. Under Contacts, select which contacts from your list should receive this report
  7. Click "Save"


Your report will now run and deliver automatically on either the first day of the month or the first day of the quarter for the previous period.


Setting up Routesetter Team Bios


Routesetter bios are updated individually by each routesetter via their KAYA Gym account. To update a bio, routesetters can login to their accounts and navigate to the Profile tab. From here, enter "Settings" (the cog icon in the top right) and then add text to the Bio section under Basic Info.

Best practices


Do

  • Add multiple contacts so your report reaches the right people across leadership, operations, and the setting team
  • Use clear report names if you're managing multiple locations — for example, "Denver Monthly" or "Chain Q1 Report"
  • Review your report within the first week of receiving it while the data is fresh
  • Share the 60-Day Recommended Actions with the relevant team members who can act on them

Don't

  • Set up a report and leave contacts as a single person — reports are most effective when the right stakeholders are all seeing the same data
  • Schedule too many reports. Single-gym reports can go to that gym's leadership team whereas a single, chain report can go to owners and senior leadership.  


General FAQ


How do I edit my report after saving it? 

Navigate to Automated Reports in KAYA Gym, find your report, and select Edit. You can update the name, report type, locations, and contacts at any time. Changes take effect at the start of the next reporting period.


Can I create more than one report? 

Yes. Each location can have multiple reports, although generally you only need one per location. If you manage multiple locations, you can create a separate report for one combined chain-wide analysis.


What if I want to change who receives the report? 

Update your Contacts list and then edit your report to add or remove recipients. Changes take effect at the next delivery.


When does the report get delivered? 

Monthly reports are delivered on the first of each calendar month. Quarterly reports are delivered on the first of each quarter.


Can I access previous reports? 

Yes. All past reports are stored inside KAYA Gym under Automated Reports and can be viewed by admin users at any time.


I'm not receiving my report. What should I check? First, verify that your correct email address has been added to Contacts and assigned to the report. If the setup looks correct, check your spam folder — the report comes from hello@kayaclimb.com. If the issue persists, contact support.


Can I opt out of Automated Reports? 

Yes. You do not have to setup an automated report. If you have one active, you can delete a report at any time from the Reports menu.


Need help?


Contact our support team at support@kayaclimb.com for questions or help getting your automated reports configured.