Prospect Funnel

• Prospect Funnel
• Configure Prospect Funnel

Effectively managing your prospects and leads is key to growing your membership base — GymMaster’s Prospect Funnel helps streamline this journey by ensuring every step, from first contact to sign-up, is clearly tracked and actioned for a seamless experience.

The Prospect Funnel gives your staff a clear view of where each prospect sits in the pipeline, ensuring no lead is overlooked and that timely, relevant follow-ups are made.

Prospects are automatically added to the first stage of the funnel when they:

• Are manually added to GymMaster
• Enquire through your website
• Book a casual visit or trial session

Once in the funnel, staff can manually progress prospects to subsequent stages for streamlined tracking and engagement.

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Tip: Integrating the Prospect Funnel with communication Templates and Tasks will simplify your lead management by automatically prompting timely communication and staff response — creating a smooth, professional experience for every prospect.
See the example below to explore how this could unfold in practice.

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Example Prospect Funnel

With a clear, customised Prospect Funnel, your team can ensure timely follow-ups, track engagement, and convert more prospects into loyal members.
Link staff tasks and automated tasks to Prospect Funnel stages — ensuring that key actions like follow-up calls, emails, or club tours are prompted and completed at each stage of the journey.

An example prospect funnel utilizing tasks may look like this:

Stage One - Expressed Interest

• The default first stage. Once added to GymMaster, the prospect is placed here automatically
  • Automated Task: Send a welcome email template introducing the club, services, and how to book a tour and free assessment
  • Automated Task: Create a system-generated task for staff to contact the prospect within 24 hours of entry
  • Staff Task: Reach out via phone or email to offer a tour and a free assessment. Response;
    • Left message / email, no response yet - staff moves prospect to Contacted by Staff
    • They choose to book a tour - staff moves prospect to Tour and Assessment Booked
    • They choose to sign up - staff moves prospect to Signed Up
    • They’ve changed their mind - staff moves prospect to Not Interested
    • They’re not sure yet - staff can snooze prospect for a week then follow-up

Stage Two - Contacted by Staff

• Prospect contacted directly, but they have not yet responded / made a decision as to next step
  • Staff Task: Call prospect directly after 3 days to follow-up. Response;
    • They choose to book a tour - staff moves prospect to Tour and Assessment Booked
    • They choose to sign up - staff moves prospect to Signed Up
    • They’ve changed their mind - staff moves prospect to Not Interested
    • They’re not sure yet - staff can snooze prospect for a week then follow-up

Stage Three - Tour and Assessment Booked

• When a prospect arranges a visit, staff can move them to this stage
  • Automated Task: Send a confirmation email or SMS with tour details
  • Automated Task: Set a reminder task for staff to prepare any materials or offers before the tour
  • Staff Task: Conduct the tour, then move them to the next appropriate stage based on their response;
    • They’re not sure yet - staff moves them to Post Tour Follow-Up
    • They choose to sign up - staff moves prospect to Signed Up
    • They’ve changed their mind - staff moves prospect to Not Interested

Stage Four - Post Tour Follow-Up

• If the prospect remains undecided, place them here
  • Automated Task: Trigger an email template that thanks them for visiting and includes a special offer or trial invitation
  • Automated Task: Create a follow-up reminder staff task for 3–5 days after the tour to call prospect
  • Staff Task: Follow-up call to prospect after 3-5 days —ideal for giving them time to think;
    • They’re not sure yet - staff can snooze prospect for a week then follow-up
    • They choose to sign up - staff moves prospect to Signed Up
    • They’ve changed their mind - staff moves prospect to Not Interested

Stage Five - Signed Up

• If prospect converts to a member, move them to this final stage
  • Automated Task: Trigger a welcome email, thank you for choosing us!
  • Automated Task: Send an email with login details, getting started guide, and class booking info
    • Prospect is now a member!

Not Interested

• If prospect indicates they’re no longer considering membership, shift prospect below the ‘Not Interested’ line to close the lead
  • Automated Task: Thank you for interest email template, invite them to contact anytime in the future
  • Automated Task: Remove from prospect follow-up sequence; optionally add tag for seasonal reactivation campaign

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Can’t find Prospect Funnel? Enable via Settings > Advanced Configuration > Members.

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Customize your funnel following the Configure Prospect Funnel guide