Creating Forms to Capture Leads

Forms are the only way potential customers can enter your CRM. You can use them on your website, in advertising campaigns or as direct booking links. You can choose to have the form as a Standalone link (regular link) or as a link for your Website (embedded or a popup).


You can create multiple forms to customise the sign-up process. Having different forms helps you track where your customers are coming from and understand which channels are bringing in the most enquiries.

Tags

You can also add tags to your forms to make it easier to track and report on where your enquiries are coming from. The tags are created in Settings -> Customer options and added to the form itself when building it. Here is a guide for tags.


Custom Sign-up Fields

Custom sign-up fields allows you to collect additional information from customers and/or leads when they sign up. You can choose the fields you need to help gather relevant details, ask specific questions and make sure you have the information you need from new members. Creating these ahead of building your forms is helpful.


Examples for useful Custom Sign-up fields questions:

  • Are you interested in CrossFit, Hyrox or General Strength training?
  • How did you hear about us?
  • Are you new to training or have you trained before?

You can create these Custom Sign-up fields in Settings -> Customer Options. Once they have been created, you can add them to your forms when needed.

Form Types


  1. Ask for Details

A simple enquiry form that collects a potential customer's contact information and any other details you need. It's ideal for general website enquiries, membership questions or people wanting more information about your gym. You can also include a message box where customers can ask questions or share any additional information with you.

Ensure you link the Ask for details form to 'Enquiry' state. If somebody partially fills out this form and doesn't submit it, the lead will end up in the 'Form Abandoned' state automatically.


  1. Trial

This is useful for gyms that offer free trials. Ensure that you have trials allowed for your sessions in Timetable -> Classes -> View classes -> Edit.

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

Reminder to link the 'Book a trial' form to is Intro booked. You can choose how many sessions the customer has and whether there is an expiry on the trial duration.

The trial duration starts from the day the customer fills out the form, not from the day of the first trial session itself. If needed, you can adjust the end of the trial period by heading to the Lead Profile -> Bookings.


  1. Appointment

Allows leads to book a consultation or appointment based on the services and staff availability you've configured. Ideal for No-Sweat Intros or Phone Consultations.

Link the 'Book an appointment' form to Intro booked. If you offer both a free appointment and free trial sessions as a combination, make sure to add the number of trial sessions into the form in the 'Number of trial sessions' section. This will allow the system to separate the two types from each other for smooth journey for the lead.

When a lead has attended the initial Intro Appointment, the lead will need to be changed into the trial session pipeline ahead of the trial session booking. This will ensure the right automations will fire.  Here is how to 'Jump' pipelines.


  1. Facebook

Designed for capturing and managing leads generated through Facebook and Instagram ads.

These leads will most likely be directed to the 'Facebook leads' state in your pipeline, which works similar to the enquiry state.

Before settings up this form you must have your Facebook business account set up in Settings -> CRM. Further info here.


Forms for Multiple Locations

If your business operates more than one gym, it's important to configure your forms correctly so enquiries are associated with the right location. You may want different forms, appointment services or follow-up processes depending on where a potential member wants to train.


When building out a form, you can choose to either have the form directly linked to one of the locations or create one form that allows the customer to choose which location they are enquiring about.


What is a Form Campaign?

You can link a campaign to a form when building it. This campaign will override any other automations that is attached to the state the lead will initially enter.

These campaign are best used for enquiries, not for Trial bookings or Appointments

The campaign automations will only work for the leads that fill out that specific form. You might have multiple forms leading to the same state in the pipeline, but receiving different automations due to the campaign they are linked to.

Warning: If you rely on Form Campaigns only, this means that if a lead comes through a form that doesn't have a campaign attached to it - the lead might end up getting no automation at all.  To avoid this, create an autmation in the Custom -> Leads -> State Change - automation section. This will cover all your bases.