Prospect CRM
The Prospect CRM is a customer relationship management tool for tracking potential members (leads/prospects) through your sales pipeline. It provides both a list view and a kanban board view for managing prospect stages.
Find it under Marketing → Prospects CRM. Prospects can be added manually, or captured automatically from Squeeze Pages and the Chat Widget on your public pages.
Views
List View
A searchable, sortable table of all prospects with their current status and details.
Use the filters to narrow it by pipeline, status, stage, source or Squeeze Page (the page the person signed up through).
Kanban Board
A drag-and-drop board view where prospects are organized by stage/status columns. Move prospects between stages by dragging their cards.
If your gym has Squeeze Pages, a Squeeze page dropdown above the board shows only the people from one page. The board shows one pipeline at a time, so use the List View to see a page's people across every pipeline.
Prospect Management
Each prospect record includes:
- Contact information (name, email, phone)
- Current stage/status
- Tasks and follow-up items
- Communication history
- Notes and activity timeline
Importing from a spreadsheet
Click Import CSV at the top of the CRM board or list.
- Save your spreadsheet as a CSV (in Excel: File → Save As → CSV). Need a starting point? Click Download a template.
- Upload it, choose a Source for rows that don't have one, and optionally assign everyone to a staff member.
- Click Preview import. Nothing is saved yet — you'll see who's ready to import and who was skipped, and why.
- Click Import to add them.
Columns are matched for you: Name (or First Name + Last Name), Email, Phone, Company, Source, Notes, Address, City, State, Zip. Each row needs an email or a phone number.
Skipped rows: anyone already in your CRM (same email or phone), anyone listed twice in the file, and rows with no email and no phone. Up to 2,000 rows per file.
Sources
Every prospect has a source — where they came from — shown as a badge on their card on the board. Pick from Website, Referral, Walk-in, Class Participant, Event, Social Media, Paid Ad, Partner or Other. Leads that arrive on their own (texts, Facebook, Google, Zapier, squeeze pages, imports) get their source set automatically.
Who gets new leads
By default, leads that arrive on their own are rotated between your staff. You can send them all to one person, or leave them unassigned — and you can limit staff to seeing only their own prospects. See Portal Settings → CRM & Automation.
Tasks
Click + New Task to add a follow-up. In Related To, start typing a name, email or phone number — members and prospects both appear, labeled so you can tell them apart.
Follow-up task from an activity
Under Marketing → Prospects CRM, open a prospect. Under the activity type and description in the Add Activity form there is a Create follow-up task checkbox. Tick it and a Due in picker appears: 1, 3 or 7 days (3 by default).
When you add the activity with the box ticked, a follow-up task is created too:
- Titled Follow up: followed by the prospect's name (for example, Follow up: Chad Smith) and linked to that prospect.
- Assigned to you, the person who logged the activity, at medium priority.
- Due at 9:00 AM gym time, that many days from today.
The task shows in the prospect's Tasks list right away, and in My Tasks on the Pipeline Board. The activity description is still optional. This is for prospects only; members don't have an Add Activity form.
Daily task email
Each morning between 7:00 and 11:00 AM gym time, each person with CRM access who has tasks due today or overdue gets one email, Your tasks for today. It lists their tasks in two sections, Due today and Overdue (with how many days overdue). Each section shows up to 15 tasks, then and N more, and a button opens the Pipeline Board.
- Unassigned tasks, and tasks assigned to someone who can't get the email (for example, no CRM access or a deactivated account), go to the gym owner, with assigned to and that person's name on the row (for example, assigned to Marcus).
- Nothing is sent when there is nothing due or overdue.
- Available on the Starter plan and above.
It's on by default. An owner can turn it off under Settings → Portal Settings → Features & Integrations → CRM & Automation → Daily task email for staff (those sections start collapsed, so click to expand them). There is no per-person opt-out.
Stages
Customize your pipeline stages to match your sales process. Prospects move through stages as they progress from initial inquiry to membership signup.
Sending email
Open a prospect and click Send Email next to their email address.
- From: choose who the email comes from. It defaults to your own address if you have one set up; otherwise the gym default. You'll see your own addresses, plus any your gym marked as shared. Owners and managers see every address. Set addresses up in Sending Addresses.
- Subject and Message: the message has a full editor for bold, lists, links, colors and more.
- Personalize with
{{first_name}}or{{name}}. For example,Hi {{first_name}},becomes Hi Chad,.
Replies go to the address you sent from.
Each sent email appears on the prospect's Activity Timeline. Click Show email to see exactly what was sent, and who it came from.
If the prospect has already become a member, the email also shows in their email history on the member's page.
Email opens and clicks
Every email you send from the CRM, and every drip campaign email, is tracked.
On each sent email in the timeline:
| Badge | Meaning |
|---|---|
| Opened 3× · Sep 25, 2:14 PM | Opened, how many times, and when it was last opened. Hover for the first-open time. |
| Clicked | They clicked a link. Hover to see which links. |
| No open recorded | We haven't seen an open. Many mail apps block images by default, so this isn't proof they didn't read it. |
| Not tracked | Sent before tracking was added. |
The top of the timeline has a summary, for example Email: 5 sent · 3 opened · 1 clicked · last opened 2 hours ago.
The first time a prospect opens an email, and the first time they click each link, an Email Opened or Email Clicked entry is added to their timeline and their lead score goes up.
About opens: Apple Mail loads emails automatically for many iPhone users, which can register an "open" even if the person never looked at it. Clicks are the stronger signal that someone is interested.