Not every interested person walks in and buys a membership on the same day. Many fill in a contact form, reply to an ad, or leave their details after a tour. Until now, those names often lived in inboxes, spreadsheets, and reception notebooks.
GymRealm now has a dedicated place for them: leads.
A lead is someone who showed interest in your club but is not yet a paying member. You can capture them from a form on your website, or upload a list from Meta, Google, or another source. Your team then follows up from GymRealm Manager, logs each contact, and sees who later becomes a customer.
How to gather leads
1. Website form
Place an embeddable GymRealm form on a Contact, Join, or campaign landing page. Visitors choose a location (if you have more than one), then enter first name, last name, email, and phone.
After they submit, they see a thank-you message. The person is stored as an Active lead with channel Website, ready for your team to call.
The form:
– Can be embedded with an iframe on your existing website
– Supports multiple languages
– Uses an international phone field with country code
– Can match your online portal colors
– Can pre-select a division, or let the visitor choose if you have several locations
– Only lists gyms that are available online
Ask GymRealm support for your embed URL if you do not have it yet. Typical pattern:
Add GymID if you want a specific location pre-selected.
2. Excel upload
Already collecting contacts from Facebook or Instagram ads, Google, phone inquiries, or referrals? Download the Excel template from the Leads tab in the Clients report, fill it in, and import.
Required columns:
– FirstName
– LastName
– Telephone
– Division (the gym name exactly as it appears in GymRealm)
– Channel (Website, Meta, Google, Phone, or Referral)
After import you get a summary: how many were imported, how many were duplicates, and how many had errors. A result file is saved so you can fix the rows that did not go in.
GymRealm will not create a duplicate if the email or phone already exists as a lead, as a client, or twice in the same file. Missing fields, an invalid channel, or a division name that does not match are also rejected.
Where your team works the list
Open the Clients report and select the Leads tab.
You can filter by:
– Date created — when the lead came in
– Next communication date — who should be contacted today or this week
– All leads — the full list, with no date filter
Use All gyms when you want to see every location. Footer totals show total, converted, active, and unactive leads.
For each person you can see name, email, phone, channel, division, status, last contacted (when, by whom, how, and the outcome), and the next scheduled contact. You can export the loaded list to Excel.
Lead statuses
– Active — new or still in follow-up
– Unactive — no longer an active prospect (deactivated, or closed with no further contact)
– Converted — they bought a membership that counts as a member
Creating a client profile is not the same as converting. A product or single visit that does not count as membership does not convert the lead. Only a membership that counts as a member does.
Follow-up, notes, and closing a lead
From the grid you can:
– Log a communication — phone, email, SMS, in person, or other — with the outcome (interested, no answer, callback requested, not interested, do not contact, and so on) and a next communication date
– Add free-text notes for longer comments
– Deactivate an active lead with a required reason
If you log a contact and choose No next communication, an Active lead is set to Unactive automatically. That keeps the follow-up list honest: nobody sits on “call later” forever.
When a matching client profile is created, the lead is linked. When they buy a counting membership, status becomes Converted. Lead notes can be copied to the client profile.
Why this helps
– Website inquiries land in GymRealm instead of an inbox
– Ad and event lists can be uploaded instead of retyped
– Reception knows who to call today, using next communication date
– You can see which channel actually produces members, not only which channel produces names
– Duplicates against existing leads and clients are blocked at capture
Typical flow: capture (form or import) → follow up and set a next date → create a profile when they visit → convert when they buy a membership.
If you want the website form on your site, or help mapping a Meta export to the Excel template, our support team can walk you through it.
