GymMaster’s Prospect Funnel tracks and interacts with every potential member from their first “I’m interested” through to sign-up. Automated communication and staff follow-ups happen at the right time, and no one quietly slips through the cracks.
Automated actions and staff follow-ups are determined by which stage the prospect has just arrived into, each of these steps are laid out as individual stages in the funnel, each with their own set of tasks and actions.
The funnel comes ready to use with standard stages, but the real power is in tailoring it to match how your club works.
Step One: Shape the funnel to match your club
Start by adjusting the default Prospect Funnel stages so they reflect the real journey prospects take at your club. Each stage should represent a meaningful moment, especially points where staff action or automated communication should happen.
Head to Settings > Custom Fields > Prospect Funnel.
From here, you can add new stages, rename existing ones, or reorder them to suit your process. Use the blue arrows to adjust the order. The stage at the top is always where new prospects enter the funnel.
As a rule of thumb, each stage should make it obvious what’s meant to happen next before the prospect moves on. Once everything looks right, save your changes.
Step Two: Automate tasks for the prospect funnel
Full guide: Task automation for the prospect funnel
This is where the funnel really comes to life.
For each funnel stage, you can set up automated tasks that trigger as soon as a prospect arrives there. These tasks might prompt a staff follow-up, send an email or SMS, or update prospect details automatically.
Tasks are created directly from Custom Fields > Prospect Funnel Stages using the automation links. If the task involves communication, choose an email or SMS template. If it’s a staff task, enable Staff Action Required, assign who should handle it, and clearly describe what needs to be done.
Once saved, the task runs automatically every time a prospect enters that stage, no reminders needed.
Automated communication
Automated emails and SMS messages help you stay responsive without piling more work onto your team. By creating templates that match each funnel stage, you can keep communication timely, relevant, and consistent.
Once a template is linked to a funnel stage using task automation, messages are sent automatically as prospects progress. It’s a simple way to stay in touch, suggest tours or trials, and keep momentum going—even during busy periods.
If writing funnel emails feels like a hurdle, GymMaster’s AI integrations can help generate content from simple prompts, saving time during setup.
Common Questions this Covers
- How to change prospect funnel stages?
- How to create a prospect sales funnel?
- How to automate emails to prospects?
- How to create tasks for prospect funnel?
- How to create automated sales funnel?