Manage leads

Leads represent people who have shown interest in your club but are not yet members. They may have signed up for a trial class on your website, been added by a trainer, or come through a referral. This guide covers the full lead lifecycle -- from capturing a new lead through scheduling their trial to converting them into a paying member.

Understanding the lead pipeline

Leads are managed on a visual Kanban board with two sections:

Main pipeline

The main pipeline tracks the typical journey of a prospective member:

1. New -- the lead just arrived (via trial form, manual entry, or referral).
2. Contacted -- you have reached out to the lead for the first time.
3. Interested -- the lead has responded positively.
4. Scheduled -- a trial class has been booked.
5. Attended -- the lead showed up for their trial session.
6. Considering -- the lead is thinking about joining.
7. Converted -- the lead became a member.

Parked columns

A second group of columns handles leads that leave the main flow:

• Follow up -- needs a follow-up call or message later.
• No show -- had a trial scheduled but did not attend.
• Not interested -- explicitly declined.
• Unreachable -- you have been unable to contact the lead.
• On hold -- wants to join but not right now.
• Lost -- no longer a viable prospect.

You can collapse the parked columns to keep the board focused on active prospects.

Step 1: Capture leads

There are two ways leads enter the system.

From the public website trial form

When a visitor submits the trial class form on your public club website:

1. A new lead is automatically created with the visitor's name, email, phone, and discipline interest.
2. If your club has the trial contract enabled, the visitor must accept the contract before submitting. A signed PDF is generated and attached to the lead record.
3. If time selection is enabled in your trial settings, the visitor can choose an upcoming class occurrence for their trial.
4. The lead appears in the New column on the Kanban board.

Manual entry

1. Navigate to Leads in the sidebar.
2. Click Create Lead (top-right corner) or the "+" button at the bottom of the "New" column.
3. Fill in the lead's name, email, phone number.
4. Optionally select a demographic and discipline of interest.
5. Click Save. The lead appears in the "New" column.

Step 2: Contact the lead

Once a new lead is on the board, reach out to them.

1. Find the lead card in the New column.
2. Click the eye icon to open the quick view drawer, which shows full contact details.
3. Contact the lead via phone, email, or message.
4. After making contact, drag the lead card from New to Contacted.
5. The status change is recorded in the activity log.

Step 3: Schedule a trial class

When a lead expresses interest in trying a class:

1. Drag the lead card to the Scheduled column (or click on the lead and select "Scheduled" as the new status).
2. A modal opens asking you to select a class occurrence for the trial.
3. The occurrence picker shows classes grouped by weekday, with week navigation. Classes are filtered by:
   • The lead's demographic preference.
   • The lead's discipline interest.
   • Only classes that have trial acceptance (accepts_leads) enabled.
4. Select the class and time slot for the trial.
5. Confirm the selection. The lead status changes to Scheduled and the selected class is displayed on the lead card.

Rescheduling a trial

If the lead needs to change their trial date:

1. Change the lead's status to Rescheduled.
2. The same occurrence picker modal opens.
3. The previously selected occurrence is pre-selected for reference.
4. Choose the new class and time.
5. Confirm the change.

Step 4: Track the trial

If the lead attends

1. After the trial class, drag the lead from Scheduled to Attended.
2. Talk to the lead about their experience and interest in joining.
3. If they are considering, move them to Considering.
4. If they are ready to join, proceed to conversion (Step 5).

If the lead does not show up

1. Drag the lead to the No show column.
2. Follow up with the lead to reschedule or understand why they did not attend.
3. If they want another chance, move them back to the main pipeline and reschedule.

Step 5: Convert the lead to a member

When a lead is ready to join your club:

1. Open the lead's quick view drawer by clicking the eye icon on the card.
2. Click the Create Member button.
3. The conversion modal opens, pre-filled with the lead's information:
   • Name and contact details are populated from the lead record.
   • You can review and adjust all fields.
   • Select a different user demographic if needed (to ensure the correct plans appear).
4. Optionally check the box to send an onboarding invitation email to the member (or their guardian). This checkbox is unchecked by default.
5. Click Create to finalize the conversion.

After conversion:

• A new member record is created in the system.
• An onboarding link is generated and displayed to you. You can share this link with the new member.
• If the email option was checked, the invitation is sent to the member or their guardian.
• The lead status changes to Converted.

Editing lead information

You can update a lead's details without leaving the index page.

1. Open the quick view drawer for the lead.
2. Click Edit to switch to the inline edit form.
3. Update the lead's name, contact information, demographic, or age group.
4. Guardian fields appear automatically when the chosen demographic requires a responsible payer (for kids).
5. Click Save to apply changes, or Cancel to discard.

Downloading trial contracts

When a lead accepted terms on the trial sign-up form, a contract PDF was generated.

1. Open the lead's quick view drawer.
2. If a signed trial contract exists, a download link is shown.
3. Click the link to download the PDF.

The contract PDF includes the contract text, the lead's signature (if applicable), and the date and time of acceptance.

Monitoring lead statistics

At the top of the leads page, two key metrics provide a quick overview:

• Number of leads -- total leads in the system. The subtext shows how many new leads arrived this month.
• Converted leads -- total leads that reached "Converted" status. The subtext shows conversions for the current month.

Track these metrics over time to understand your conversion rate and the effectiveness of your trial class pipeline.

Searching leads

Use the search bar at the top of the Kanban board to filter leads by name or email. Results update in real time across all columns, making it easy to find a specific prospect.

Tips for an effective lead pipeline

1. Respond quickly to new leads. The sooner you contact a new lead, the more likely they are to schedule a trial. Aim to reach out within 24 hours.
2. Schedule the trial during first contact. When you have the lead on the phone or by email, book the trial class immediately.
3. Follow up on no-shows. A no-show is not a lost cause. Many people simply had a scheduling conflict and will appreciate a second chance.
4. Convert promptly after the trial. After a positive trial experience, create the member record and send the onboarding link before enthusiasm fades.
5. Use the parked columns. Do not leave cold leads in the main pipeline. Move them to "Follow up", "On hold", or "Lost" to keep the board clean and focused.

What to do next

• Register a new member -- understand the full member creation process that follows lead conversion.
• Set up classes -- ensure your trial-eligible classes are configured.
• Track attendance -- record attendance for trial participants.

For the full reference on the leads system, see Leads and Trial classes.