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GymMaster Gym Software Manual


Prospects are leads potential members who have shown an interest in your gym but have not signed up for a membership.
Prospects may have participated in a casual class or service, made inquiries about membership, visited the gym for a tour, or expressed interest in a particular service or program offered by the gym.

Prospect Funnel

View your Prospect Funnel via Prospects on the left side menu
The Prospect Funnel is a tool that enables your staff to effortlessly monitor and nurture prospects throughout their initial interactions with your gym, starting from the first contact, through gym tour or free assessment, and finally to the membership sign-up process.

Prospects enter the funnel automatically when added manually to GymMaster or via the website, inquiries, or casual booking.

Prospect Funnel Example

  • Expressed Interest - Prospects automatically enter the first stage of the funnel when they are manually added to GymMaster, come through the website, or enroll casually. Staff can now identify who has expressed interest or engaged with the gym casually and when this occurred
    • The required action for staff may involve contacting the prospect via email or phone to discuss their goals, offer a free assessment, or arrange a tour of the premises
  • Tour Booked - If prospect requests a gym tour, they can be placed by staff in the Tour Booked stage
    • After the tour, they may immediately move to Signed Up, Not Interested, or Tour Followup, depending on their decision
  • Tour Follow-Up - In the instance where prospect remains undecided after the gym tour, staff can move them to the ‘Tour Follow-Up’ stage
    • The prospect can be snoozed for a specific period, giving them time to consider their options, before staff follow up with a call or an email after a selected amount of time
  • Signed Up - At any point from their initial expression of interest, a prospect may choose to sign up for a membership
    • Staff can then shift them to the Signed Up stage in the prospect funnel
  • Not Interested - At any point where a prospect indicates they are disinterested in any involvement with the gym, they can be moved to the Not Interested' stage

Please note that a prospect can only be in one stage of the funnel at a time

Customize Prospect Funnel

You have the flexibility to customize the Funnel stages to align with your gym’s specific journey from prospect to membership.
Consider the different stages a prospect might go through at your gym, and adapt the funnel stages accordingly. Each step that requires staff action should be included in the funnel. As your staff interacts with prospects, they can progress them to subsequent stages for streamlined tracking and engagement.

  • Create / Edit your Prospect Funnel under Settings > Custom Fields > Prospect Funnel Stages
  • Add or Delete stages; rearrange order of stages using blue up-down arrows
  • Stage placed at the top of list will be your first stage

Dashboard Prospect Funnel

On the dashboard, you can find a graph that tracks the progress and history of prospects as they move through the funnel.
By clicking on any stage of the funnel, you will be redirected to the Prospects page for further details and management.

Graph displays the total number of prospects who have passed through each stage, including those currently in each stage.