Converting leads is one of the biggest drivers of club growth, and this is where a well designed prospect funnel really shines. With a clear structure and smart automation in place, your funnel becomes the system that welcomes new inquiries, presents timely offers, suggests tours or trials, and gently guides prospects toward membership at a pace that feels right for them.
When task automation is set up properly, much of this work runs quietly in the background. Automated tasks and communication templates take care of the routine follow up, meaning staff only step in when it really matters. While automation can feel a little intimidating at first, the basics are simple. A short investment of time learning how tasks work gives you the ability to create targeted actions that move prospects smoothly from one stage to the next.
Types of automated tasks used in prospect funnel
Automated tasks in the prospect funnel generally fall into three categories. Each one is designed to keep prospects moving forward without adding unnecessary work for your team.
1. Tasks triggered when a prospect enters a stage
These tasks fire the moment a prospect enters a specific stage of the funnel. They can be fully automated actions handled by GymMaster, or prompts that ask staff to take a follow up action.
Common examples include sending a welcome email with a free trial offer, inviting the prospect to book a tour or fitness assessment, offering a complimentary personal training session, sending a limited time membership promotion after a trial ends, or prompting staff to check in a few days after a tour if no decision has been made.
Creating a task when a prospect enters a new stage
The most important part of setting up this type of automation is choosing the correct trigger event. When you want a task to fire as a prospect moves through the funnel, always start with the event Prospect Funnel Stage Change.
In the example below, the task is triggered immediately when a prospect enters the first funnel stage, Expressed Interest.
Next, decide what should happen when a prospect reaches this stage in the funnel.
In the example below, a pre-written email is sent automatically, welcoming the prospect to the club and offering a two-week gym access trial.
For this example, No Action is selected in the Prospect section at the bottom of the task, as the email does not move the prospect to another stage.
Remember to give the task a clear name and description in the General section. No staff action is required for this task type.
2. Task that moves or snoozes a prospect within the funnel
Based on what a prospect actually does, the system can automatically move them to a new funnel stage, or pause and later resume their journey. This keeps the funnel accurate and up to date without staff needing to manually manage it.
For example, a prospect can be added to the funnel automatically when they book their first class and aren’t yet a member. They can move from Expressed Interest to Trial Membership when they accept a two-week trial, or to Tour Attended once they complete a gym tour. After a trial finishes, they can be snoozed to give them some breathing room, then automatically unsnoozed after a set period so follow-up resumes at the right time.
Creating a task to move prospect to a new stage
To create a task that moves a prospect between stages, there are two things to get right: the trigger and the outcome. Start by choosing a trigger that matches the real-world action you want the system to respond to. Using search terms like Prospect, Tour, Membership, or Class will help you find the right option, and filters can narrow things down further. Once the trigger is set, define the change you want to happen in the funnel and you’re good to go.
In the example below, the task is triggered when Membership Starting (First Membership Only) occurs, and the membership type is a 2 Week Trial.
Next, define what should happen to the prospect when this event occurs.
In this example, Change Funnel Stage is selected in the Prospect section at the bottom of the task, moving the prospect into the Trial Membership stage.
Remember to give the task a clear name and description in the General section. No staff action is required for this task type.
3. Tasks to engage prospects
Not all prospect engagement needs to be directly tied to funnel stage changes. Some tasks are simply about staying present, warming up cold leads, or delivering well-timed offers that prompt action. These tasks don’t move prospects through the funnel, but they play a critical role in keeping your club top of mind and restarting conversations when interest has gone quiet, such as after a long period of inactivity or around a meaningful date like a birthday.
Create a Task to Re-Engage a Prospect
Start by searching through the available prospect-related trigger events and select one that best matches your objective.
In the example above, the trigger Prospect It’s Your Birthday Today is selected, with the task set to run five days before the prospect’s birthday. A second task could also be created to trigger on the birthday itself, using a different email template.
This task is configured to apply to all funnel stages, but you can limit it to specific stages if you prefer to target only certain prospects.
Once the trigger is selected, choose the action to perform.
In this case, the task sends an email wishing the prospect a happy birthday and offering a promotional membership offer if they sign up within the next two weeks.
Finish by giving the task a clear name and description in the General section.
No staff action is required for this type of task.
Save the task, then test it to ensure it triggers and sends as expected.
Build once, then let the funnel run
The funnel has a few moving parts, but once everything is configured and running smoothly, your funnel becomes a largely hands off part of the business, supporting steady, sustainable growth in the background. It’s one of those systems that works best when it reflects how you like to work, which is why spending a bit of time setting it up properly is time well spent.
If writing funnel emails feels like a roadblock, GymMaster’s AI integrations can help. With a simple prompt that explains what the message is meant to do, the system can generate email content in the correct format, saving time during setup and helping you keep things moving.
Common Questions this Covers
- How to create task for prospect funnel
- How do tasks for funnel work
- Which tasks work for prospect funnel
- How to automate prospect funnel
- How to move prospects between stages
- How to email prospect automatically
- How to SMS prospect automatically
- How to automate sales funnel