Setting Up Your Sales Pipeline

Your sales pipeline is the backbone of lead management in GymPoint. It gives your team a clear, visual workflow for tracking prospects from first contact through membership sign-up. This guide walks you through configuring your pipeline to match how your gym actually sells.

Default Pipeline Stages

Every new GymPoint account comes with six pre-configured pipeline stages:

1. New — Fresh leads that have just entered your system (from a form submission, walk-in, or manual entry).
2. Contacted — Leads your team has reached out to via phone, email, or SMS.
3. Tour Scheduled — Leads who have a facility tour booked.
4. Trial — Leads currently on a trial pass or guest visit.
5. Won — Leads who converted into paying members.
6. Lost — Leads who decided not to join (keeping them here helps you analyze drop-off reasons).

These stages cover the most common gym sales workflow, but you can customize them to fit your process.

Customizing Pipeline Stages

To add, edit, or reorder stages:

1. Navigate to Settings > Marketing from the left sidebar.
2. You will see your current stages listed in order from left to right.
3. To add a stage, click the + Add Stage button. Enter a stage name (e.g., "Follow-Up Call" or "Membership Proposal") and choose a color label.
4. To rename a stage, click the stage name and type a new one. Press Enter or click away to save.
5. To reorder stages, drag and drop them into the desired sequence. The order here determines how they appear on the Kanban board.
6. To delete a stage, click the three-dot menu on the stage card and select Delete. You will be prompted to move any existing leads in that stage to another stage before deletion completes.

Tips for customizing stages:

• Keep your pipeline between 4 and 8 stages. Too many stages slow your team down; too few hide important steps.
• Name stages with action-oriented labels (e.g., "Tour Completed" rather than just "Tour") so staff know what has already happened.
• Use distinct colors for each stage so the Kanban board is easy to scan at a glance.

Assigning Staff to Your Pipeline

GymPoint lets you control which team members can view and manage leads in the pipeline.

1. Go to Settings > Team and select a staff member.
2. Under Permissions, enable Pipeline Access to let them view the Kanban board and lead list.
3. To allow a staff member to be assigned as a lead owner, enable the Lead Owner toggle. Only users with this permission will appear in the "Assign To" dropdown on lead cards.
4. Click Save to apply changes.

You can also set a default lead owner so that new leads are automatically assigned:

1. Go to Settings > Marketing.
2. Under Default Lead Owner, choose a staff member or select Round Robin to distribute new leads evenly across your sales team.
3. Click Save.

Best Practices

• Review pipeline settings monthly. As your sales process evolves, your stages should too.
• Use the Lost stage actively. When you move a lead to Lost, GymPoint prompts you for a reason. Tracking these reasons over time reveals patterns you can fix.
• Assign every lead an owner. Unassigned leads tend to fall through the cracks. Use round-robin assignment to keep workloads balanced.

Once your pipeline is configured, head to the Kanban Board to start managing your leads visually.