Configure Prospect Funnel

• Prospect Funnel
• Configure Prospect Funnel

GymMaster comes with a standard preloaded funnel, which can be modified to suit the prospect journey of your club.
Once your steps are in place, flesh out the functionality of your funnel with automated communication and staff tasks.

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Step One - Tailor Prospect Funnel Stages

Design your Prospect Funnel to reflect your club’s unique approach to converting leads into members.
Each stage in the funnel should represent a key moment in your prospect journey — especially where staff or automated tasks are needed. As prospects move through these stages, GymMaster can automatically trigger tasks to ensure timely and consistent follow-up.

Navigate to Settings > Custom Fields > Prospect Funnel

• Add, Rename, or Reorder preloaded stages to match your club’s prospect journey
  • Use the blue arrows to arrange the order
  • The stage at the top will be the entry point for new prospects
• Each stage should represent a clear step in your prospect journey, with specific actions that move them forward

Save

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Step Two – Automate Tasks to Trigger at Key Funnel Stages

Streamline your lead management by setting up automated tasks that trigger when a prospect enters a specific stage of the Prospect Funnel.
These tasks can prompt staff action or send automated communications — such as a welcome email or follow-up SMS — using pre-set communication templates.

When creating a task for the funnel:

• Create prospect funnel tasks via the automation links within Custom Fields > Prospect Funnel Stages
  • Under Email / SMS, select a communication template if the task involves sending a message
  • Review the Prospect section — does completing this task automatically change any prospect details?
  • For staff follow-up, select Staff Action Required, assign the Performer, and use the Description to outline the required action

Once saved, your task will automatically trigger when the specified event occurs.

Manage Tasks

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Want to automate communication with your prospective members?

Wondering if you can simplify your lead follow-up with automated messages?
Create email and SMS templates tailored to each stage of your Prospect Funnel. This keeps your messaging timely, consistent, and hands-free.

Once ready, link your template to an automation task in your Prospect Funnel — messages will send automatically as your prospect moves through each stage.

Before creating a new template, check out the existing ones — you might find one ready to go, or easily tweakable to suit your needs.
If not, it’s simple to build your own from scratch.

Manage Templates

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Not sure which tasks or templates to set up for your funnel? Take inspiration from the Example Prospect Funnel to see how they could function

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We recommend creating a test prospect to ensure your funnel stages and tasks are working exactly as intended.