Your funnel needs to reflect the steps your own leads could take as they move towards membership. It may not look anything like the example below, but the eacmple below does show how stages, tasks, and templates could work together to move prospects smoothly from first inquiry to membership sign-up, without relying on sticky notes, memory, or manual chasing.
Each stage represents a key moment in the prospect journey and triggers either staff follow-up or automated emails and SMS messages, keeping everything on track. The order offers a possible path, while recognising that prospects will skip steps, sign up early, or decide not to join at any point.
Expressed Interest
This is where every new prospect starts. As soon as they enter the funnel, an automated welcome email introduces the club and explains how to book a tour or free assessment. At the same time, a task reminds staff to make contact within 48 hours. Once that touchpoint happens, staff simply move the prospect on based on what comes next, whether that’s a tour booking, an immediate sign-up, needing more time, or deciding not to proceed.
Contacted by Staff
This stage holds prospects who’ve been spoken to but aren’t ready to decide just yet. A follow-up task nudges staff to check in again after a few days. From there, it’s easy to move the prospect forward, book a tour, pause follow-up, complete a sign-up, or close things off cleanly.
Tour and Assessment Booked
Once a visit is booked, GymMaster takes care of the details. Confirmation emails or SMS messages go out automatically, and staff receive a reminder to prepare. After the tour or assessment, the prospect is moved to the next stage that best reflects their level of interest.
Post Tour Follow-Up
Not everyone decides on the spot, and that’s fine. This stage supports a lighter, more relaxed follow-up. A thank-you message can be sent automatically, often paired with a trial or special offer, followed by a staff reminder a few days later. It keeps the conversation warm without pressure.
Signed Up
When a prospect becomes a member, they’re moved into the final stage. Automated welcome messages deliver login details, getting-started info, and class booking guidance, helping new members feel confident from day one.
Not Interested
If a prospect chooses not to continue, they can be dragged below the Not Interested line. This removes them from the active funnel while keeping your pipeline tidy and focused.
It’s a simple structure, but when tasks and automation are doing the work in the background, it becomes a powerful system that keeps things moving and lets your team focus on what they do best.
Common Questions this Covers
What does the prospect funnel look like
What is an example prospect funnel
How does the prospect funnel fit together
How do we create our prospect funnel
What stages should the funnel have