Managing New Leads and Waivers

The Leads page acts as a CRM (Customer Relationship Management) system for your gym. It helps you track prospective students from their first inquiry all the way to becoming a full member, while also managing their legal waivers.

1. Tracking Leads Through Stages

The Leads board uses a visual "Kanban" layout organized into columns that represent the different stages of a prospect's journey (e.g., New Inquiry, Booked Intro, Active Trial).

1. Select Leads (people icon) from the left navigation.
2. Press and hold down on a lead's card to pick it up.
3. Drag the card to the new column and release it to update their stage.
4. Pro Tip: If you need to move a card to a column that is currently off-screen, simply drag the card to the far left or right edge of your screen and the board will auto-scroll for you!

Understanding Lead Cards

At a glance, the cards on your board provide quick visual cues about the status and priority of each prospect:

• Hot Leads (Red): Leads marked as "Hot" will have a thicker red border and a small fire icon next to their name. These are high-priority prospects you should contact immediately.
• Warm Leads (Orange): Leads marked as "Warm" will have an orange border.
• Cold Leads: Standard leads have no colored border.
• Follow-up Dates: If a lead has a scheduled follow-up date, it appears at the bottom of the card. If the date is past due, it will turn red and bold.
• Preferred Contact Method: Each card shows how the lead prefers to be reached — Email, Call, or Text — with a matching icon, so staff know the best way to follow up.

2. Embedding a Lead Capture Form

You can add a contact form directly to your gym's website (such as WordPress, Wix, or Squarespace) that automatically funnels new prospects straight into your Flow Roll Leads board—and you can style it to match your brand.

1. Navigate to the Leads page.
2. Select the Embed Form button at the top of the page to open the Embed Lead Form dialog.
3. Customize the look:
   • Colors: Set the Primary / Accent, Card Background, Text, and Border colors. (Use Reset to defaults to restore the original palette.)
   • Corner Style: Choose Round or Sharp.
   • Default program: Choose Adult or Kids.
   • Default contact method: Pick Call, Text, or Email.
4. Click Save appearance to lock in your styling.
5. Click Copy form embed code and paste the snippet into the custom HTML/Code section of your website builder.

[!TIP] Want to measure conversions? Click Copy tracking code to grab an optional tracking snippet you can add to your site alongside the form.

Whenever a prospect fills out that form on your website, they will instantly appear in the New Inquiry column on your board.

3. Managing the Master Waiver

Before leads can sign a waiver digitally, you must upload your gym's official legal document as a PDF.

Uploading Your Waiver

1. Select the Upload Waiver button at the top of the Leads page.
2. Choose your waiver PDF file from your device.

[!WARNING]
If you upload a new waiver, it will overwrite the previous "master waiver" for all future sign-ups. Past signed waivers will be preserved and will not be affected.

Reviewing Signed Waivers

You can quickly check if a lead has signed their waiver by looking at the pen icon on their card:

• Green Pen: Signed
• Grey Pen: Not Signed

To view the actual signed documents:

1. Select the View Waivers button at the top of the page.
2. You will see a list of all leads who have signed.
3. Select a specific lead from the list to view their officially signed PDF.

4. Converting a Lead into a Member

Once a prospect is ready to officially join your gym, you can seamlessly convert them into a full member without having to re-enter all of their information.

1. Tap on the specific lead's card to open their detailed profile.
2. From here, you can add notes, update their contact info, or review their details.
3. Select the Convert button.
4. Once converted, the lead will be removed from the Leads board and will appear in your main Members roster, ready to be assigned a subscription tier.

[!NOTE] Not every prospect signs up. If a lead falls through, open their card and select Delete Lead to remove them, or simply drag the card to the Lost or No Show column to keep it on file instead of converting.

5. Adding a Lead Manually

If someone walks into the gym or calls on the phone, you can manually add them to your board.

1. Select the Add Lead (+) floating button.
2. Fill out their basic information (Name, Email, Source, etc.) and choose their Preferred Contact Method (Email, Call, or Text)—this appears on their card so staff know how to reach out.
3. Save. After saving, you can choose to have them sign the waiver immediately right there on your device.