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
Users with the Admin role
Setting Up Automated Reports
Step 1: Add Your Contacts
In KAYA Gym, navigate to Settings --> Contacts in the main menu
Select "+" to add a new contact
Enter the name, email address, and role of anyone who should receive the report
Repeat for each additional recipient
Select "Save" at the bottom
Contacts added here become available to assign when you create new reports.
Step 2: Create and Configure Your Report
In KAYA Gym, navigate to Reports --> Automated Reports in the main menu
Select "+" to create a new report
Enter a Report Name (for example, "Monthly Performance Report" or "Q1 Chain Report")
Select your Report Type — choose Monthly or Quarterly
If you are an admin for multiple locations, you can optionally select multiple Locations to include from the "Multi-Gym" dropdown
Under Contacts, select which contacts from your list should receive this report
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 [email protected]. 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 [email protected] for questions or help getting your automated reports configured.