CRM - Setup Guide

Getting Started with WodBoard CRM

What is a CRM?

CRM stands for Customer Relationship Management. It's a system that helps your gym manage enquiries, communicate with potential members, follow up with leads and turn more enquiries into paying members.

WodBoard CRM brings your sales and communication tools together in one place, making it easier to manage your gym's entire customer journey, from someone's first enquiry through to becoming a member.

With WodBoard CRM, you can:

  • Keep all your enquiries in one place – Manage leads from your website, Facebook, Instagram, WhatsApp and other connected channels.
  • Track every potential member – Use pipelines to see where each lead is in their journey, from initial enquiry through to joining.
  • Automate your follow-ups – Send emails, SMS messages and other communications automatically, so no enquiry gets forgotten.
  • Book trials and consultations – Let potential members book appointments with your team based on staff availability.
  • Create enquiry and booking forms – Collect leads directly from your website, landing pages and advertising campaigns.
  • Phone call function - Call your leads and members directly from WodBoard with your own 'virtual' number with a 'leave a message' option.
  • Manage your existing members – Create automations that help with onboarding, retention and ongoing member communications.
  • Support multiple locations – Manage leads, forms, appointments and communications across your gym locations.

This guide will link you through to the main areas of setup for the WodBoard CRM.

1. Initial CRM Setup


2. CRM Setup Wizard


3. Creating a Custom Pipeline

4. Creating Services and Managing Staff Availability


5. Creating Forms to Capture Leads


6. CRM Automations


7. Tasks - Using Tasks in WodBoard CRM


8. Troubleshooting CRM - Pipeline & Automations


9. Communication tools with the CRM


If you're setting up WodBoard CRM for the first time, we recommend working through the following steps in order.

  1. Configure your CRM settings – Connect Google, Facebook, Instagram and WhatsApp as required.
  2. Create your pipelines – Use Setup wizard or create your own custom pipeline with states and links.
  3. Set up services and staff availability – Configure the appointments you'd like potential members to book.
  4. Create your forms – Build enquiry, trial or appointment forms, including any location-specific forms.
  5. Set up automations – Start with pre-designed automations or build custom follow-up sequences.
  6. Test the entire journey – Submit a test enquiry, check the pipeline, test appointment bookings and confirm that automations trigger correctly.
  7. Put out your links - Copy your form links into your website, socials, at the gym (print QR code option) so your enquiries have a way to reach you.

Use links ONLY from Forms -> Leads. Your trial link in Settings -> Links and Codes will NOT bring leads into your pipeline.

Once you're happy with everything, you can begin using your CRM to manage real enquiries.


Need Help?

If you need help setting up your CRM, configuring pipelines or troubleshooting automations, contact the WodBoard Support Team at support@wodboard.com

We're here to help you get the most out of your CRM and make your gym's sales process as simple and effective as possible.