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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, including collecting the signed waiver they need before their first class.

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, moving left to right:

New Inquiry → Reached Out → Booked Intro → No Show → Active Trial → Trial Complete → Lost

The first two columns are the ones that matter most day to day: a prospect sits in New Inquiry until someone on your team contacts them, then moves to Reached Out while you wait to hear back. That way you can tell at a glance who still needs a first call and who is already waiting on a reply from you.

  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!

[!NOTE] Dropping a card in Lost opens a Why was [name] lost? prompt. Pick Price, Schedule, Location, Joined elsewhere, No response, or Other, or hit Skip. The card stays in Lost either way; the reason feeds the Lead Analytics page (section 6).

Understanding Lead Cards

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

Assigning a Lead to a Staff Member

Each lead can be owned by one admin or editor so everyone knows who is following up.

  1. Tap the lead's card to open their details.
  2. Under Assigned To, choose a staff member from the dropdown, or choose Unassigned to clear it. The list contains your gym's admins and editors.
  3. Click Assign to me to take it yourself in one step.
  4. Click Update Lead.

[!NOTE] The board has no assignee filter yet — assignments are visible on the cards themselves.

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? Expand Track ad conversions (optional), then click Copy tracking code to grab a snippet you can add to your site alongside the form.

Whenever a prospect fills out that form on your website, they land in the New Inquiry column — select the Refresh button at the top of the board to pull in new arrivals.

3. Waivers for Leads

Leads sign your gym's waiver right from their card, but the master document itself lives on its own page.

Uploading Your Waiver

Your master waiver is uploaded on the Waivers page, not on Leads:

  1. Navigate to the Waivers page in the left navigation.
  2. Select the Upload Waiver button at the top of the page.
  3. Choose your waiver PDF file from your device.

[!NOTE] Uploading again publishes a new version that future sign-ups use. Everyone who already signed stays linked to the exact version they signed. Uploading is admin-only—see Managing Waivers for the full walkthrough.

Reviewing Signed Waivers

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

To view the actual signed documents:

  1. Select the View Waivers button at the top of the Leads page. This takes you to the Waivers page, which you can also open directly from the left navigation.
  2. Find the person in the Signed tab—search by name if the list is long.
  3. Select their row to open the officially signed PDF.

[!NOTE] The Waivers page covers leads and members, plus walk-in signatures that aren't attached to a profile yet—so it's a complete record rather than a leads-only list.

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 (green outline, checkmark icon). If they haven't signed your waiver, you'll first be asked to Sign Now or Later.
  4. Flow Roll opens the Add Member form pre-filled from their lead details — complete and save it. The lead is then removed from the board and appears in your 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 (admins only — editors don't see this button), or simply drag the card to the Lost or No Show column to keep it on file instead of converting. (The Lost column loads on demand — select Load Lost on that column to see what's in it.)

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 in the bottom-right corner — a round + on phones, a labeled Add Lead button on tablet and desktop.
  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. Before saving, toggle Proceed to waiver after adding on if you want them to sign straight away — the button changes to Proceed to Waiver and the signature pad opens as soon as the lead is created. Otherwise select Add New Lead.

6. Lead Analytics

The Lead Analytics page shows where your leads come from and how they turn out, across all of your gym's leads and converted members. There are no date-range or staff filters — it is always the full picture.

  1. On the Leads page, click Lead analytics (bar-chart icon) next to the Refresh button beside the page title.
  2. Read the page top to bottom:
    • Open leads / Converted / Lost: the three headline totals.
    • Outcomes by source: one bar per source (Instagram, Google, Walk-in, School, Referral, Website, Other) split into converted, open, and lost, labeled with the converted count and conversion rate.
    • Pipeline right now: how many open leads sit in each stage.
    • Days to convert by source: average days from a lead's creation to becoming a member, with the number of conversions in parentheses.
    • Why leads were lost: counts by the reason chosen when a card was dropped in Lost, plus a note on how many lost leads have no recorded reason.
  3. Click Refresh (top right) to reload, or the back arrow to return to the board.

[!IMPORTANT] The conversion rate compares converted against lost — open leads are still undecided and are left out. Converted counts include members converted before this page existed, but Days to convert only counts conversions made since the feature arrived, so that chart fills in over time.

A lead counts as converted once you complete the Convert flow in section 4 and the member is saved.

Need more help?

If you ever get stuck, you can use the Ask Flow feature inside the app, refer back to the other documents here on the Support page, or contact our team directly at support@flow-roll.com!