Converting Leads to Members

When a lead is ready to join your gym, GymPoint's one-click conversion flow turns them into a full member record without losing any of their history. This guide covers the complete conversion process.

One-Click Conversion Flow

You can convert a lead from several places in GymPoint:

• Kanban Board — Right-click a lead card (or click the three-dot menu) and select Convert to Member.
• Lead Detail Panel — Open the lead and click the Convert to Member button at the top.
• Lead List View — Check the box next to a lead and choose Convert from the bulk actions menu.

Any of these options launches the conversion wizard, which walks you through the required steps.

Step 1: Review Contact Information

The wizard pre-fills all available data from the lead record:

• First name, last name, email, phone number
• Any custom fields collected from the lead form (e.g., emergency contact, date of birth)

Review the information for accuracy. You can edit any field before proceeding. If required member fields (like date of birth or address) were not collected during the lead stage, you will be prompted to fill them in now.

Click Next to continue.

Step 2: Assign a Membership Plan

Select the membership plan this new member will be enrolled in:

1. Browse your available plans or use the search bar to find one by name.
2. Click a plan to select it. The plan details (price, billing frequency, contract term) are displayed for confirmation.
3. If the plan has a setup fee or proration, those amounts are shown here.
4. Set the start date for the membership. This defaults to today but can be set to a future date.
5. If applicable, choose whether the member is signing up for an open-ended or fixed-term agreement.

Click Next to continue.

Step 3: Card on File Enrollment

To process recurring billing, you need a payment method on file:

• In-person (Poynt terminal) — Click Collect via Terminal to initiate a card verification on your Poynt device. The member taps or inserts their card, and GymPoint securely tokenizes it for future billing. No charge is made at this step unless a setup fee applies.
• Online (Poynt Collect) — If the member is enrolling remotely, click Send Payment Link. This emails the member a secure link to enter their card details through the PCI-compliant Poynt Collect iframe.
• Skip for now — You can skip card enrollment and add a payment method later, but recurring billing will not begin until a card is on file.

If a setup fee or first payment is due, it will be charged during this step and the receipt displayed.

Click Next to continue.

Step 4: Confirm and Convert

Review the summary screen showing:

• Member contact details
• Selected membership plan and pricing
• Payment method status
• Start date and first billing date

Click Convert to finalize. GymPoint will:

1. Create a new member record with all the lead's information.
2. Activate the selected membership plan.
3. Store the tokenized payment method.
4. Move the lead to the Won stage on the Kanban board.
5. Log a "Converted to Member" event in the activity timeline.

What Happens to Lead History

Nothing is lost during conversion. The full lead history, including notes, activity timeline, emails, SMS messages, tasks, and score history, is carried over to the member record. You can view it under the History tab on the member profile.

The original lead card moves to the Won column and is marked as converted. It remains visible for reporting purposes but is no longer active in the pipeline.

Tips for a Smooth Conversion

• Complete lead details early. The more information you collect during the lead stage, the faster conversion goes.
• Have the Poynt terminal ready. If the member is standing at the front desk, card enrollment takes just a few seconds with tap-to-pay.
• Use the conversion as a welcome moment. After converting, GymPoint can automatically send a welcome email to the new member if you have an onboarding workflow configured under Marketing > Automations.