Lead Management
Capture leads, track them through your sales pipeline, schedule follow-ups, and convert prospects into gym members.
Turn interested prospects into paying members with our lead management system. Capture leads from multiple sources, track their journey, and never miss a follow-up.
Capturing Leads
Lead Sources
Leads can come from various channels:
Website Form
Embed a signup form on your website that automatically creates leads.
Social Media
Link Facebook/Instagram lead ads to import leads directly.
Walk-Ins
Staff manually add leads when prospects visit the gym.
Referrals
Members refer friends and leads are tracked with referral source.
Trial Classes
People who book trial classes are automatically added as leads.
Events
Collect contact info at open days, seminars, or competitions.
Adding a Lead Manually
Navigate to Leads
Go to your gym dashboard and click "Leads" in the sidebar.
Click Add Lead
Enter the prospect's information:
- Name - First and last name
- Contact - Email and/or phone number
- Source - Where they heard about you
- Interests - What classes or services they're interested in
- Notes - Any additional information from the conversation
Lead Pipeline
Track leads through your sales process using pipeline stages:
New
Just entered the system, needs initial contact
Contacted
Initial outreach made, awaiting response
Tour Scheduled
Booked for a gym visit or trial class
Trial Completed
Visited the gym, follow-up needed
Converted
Became a paying member
Lost
Not interested or went elsewhere
Customise your pipeline stages in Settings → Leads to match your sales process.
Follow-Up System
Scheduling Follow-Ups
Never forget to follow up with a lead:
- Set a follow-up date and time when updating a lead
- Choose follow-up type: call, email, SMS, or meeting
- Add notes about what to discuss
- Assign to a specific staff member
Follow-Up Reminders
Staff receive reminders for scheduled follow-ups:
- Push notification on mobile app
- Email reminder if preferred
- Dashboard widget showing today's follow-ups
- Overdue follow-ups highlighted in red
Configure reminder timing in Settings. A 15-minute advance reminder works well for most teams.
Activity Logging
Every interaction is logged on the lead's profile:
- Calls made and outcomes
- Emails sent and opened
- SMS messages
- Notes from conversations
- Stage changes and who made them
Automated Lead Nurturing
Set up automated sequences to nurture leads:
Welcome Sequence
Automatically send a welcome email when a new lead is captured, followed by information about your gym over the next few days.
Trial Reminders
Send reminder emails before a scheduled trial class, and follow-up messages after they attend.
Re-engagement
Automatically reach out to leads that have gone cold, offering special incentives to return.
Automated emails should feel personal. Use merge tags to include the lead's name and interests.
Converting Leads to Members
Open the Lead
Find the lead in your pipeline and open their profile.
Click Convert to Member
The lead's information will be pre-filled in the new member form.
Select Membership
Choose the membership plan they're signing up for and process payment.
Complete Conversion
The lead is moved to "Converted" status and a member profile is created.
The conversion is tracked in your analytics, showing which lead sources have the best conversion rates.
Lead Analytics
Track your lead generation and conversion performance:
- Lead Volume - How many leads are coming in
- Source Performance - Which channels bring the most leads
- Conversion Rate - Percentage of leads becoming members
- Time to Convert - Average days from lead to member
- Staff Performance - Who's best at closing leads
- Pipeline Health - Leads stuck in each stage