The example below shows one way a club might set up their Prospect Funnel using clearly defined stages, linked tasks, and automated communication.
Each stage represents a key point in the prospect journey and triggers either staff follow-up or automated emails and SMS messages to keep engagement timely and consistent.
While your own funnel may look different, this example demonstrates how stages, tasks, and templates can work together to guide prospects from first enquiry through to membership sign-up without relying on manual tracking or memory.
Expressed Interest
This is the default starting point for all new prospects.
On entry, an automated welcome email can introduce the club and explain how to book a tour or free assessment. At the same time, a follow-up task reminds staff to make contact within 48 hours. After reaching out, staff simply move the prospect forward—whether they book a tour, sign up immediately, need more time, or decide not to proceed.
Contacted by Staff
Prospects who have been contacted but haven’t yet made a decision sit here.
A follow-up task prompts staff to check in again after a few days. Based on the response, the prospect can be booked in for a tour, signed up, paused for later follow-up, or closed off.
Tour and Assessment Booked
Once a visit is scheduled, confirmation emails or SMS messages can be sent automatically.
Staff also receive a reminder to prepare before the appointment. After the tour, the prospect is moved to the next appropriate stage depending on their interest level.
Post Tour Follow-Up
If the prospect is still undecided, this stage allows for a more relaxed follow-up.
A thank-you message can be sent automatically, often with an offer or trial invitation, followed by a staff reminder to check in a few days later. This gives the prospect space to decide without losing momentum.
Signed Up
When a prospect becomes a member, they’re moved to the final stage.
Automated welcome communications provide login details, getting-started information, and class booking guidance—ensuring a confident and positive start.
Not Interested
If a prospect decides not to proceed, they can be dragged and dropped below the Not Interested line to remove them from the funnel.
To begin setting up your prospect funnel, see the Configure Prospect Funnel Guide.
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